VG Property Dropbox Folder Structure

Standard folder template for all VG renovation/flip property projects. Derived from Beverly (120 Beverly Rd, Montclair) and Dogwood (2087 Dogwood Dr, Scotch Plains) as reference properties. Both are complete/sold deals — confirmed from actual Dropbox folder contents.

Last updated: 2026-05-04

Lead Template location (confirmed 2026-05-04): The master folder template lives at: Dropbox → Accounting Team → Acquisitions → Leads → Lead Template/. When VG becomes interested in a property, this folder is copied and renamed for that address. When the property is approved/purchased, the folder is cut from Leads/ and moved to the main property folder.

Top-Level Structure

[Address], [City], [State] [Zip]/
├── Buying/
├── Financing/
├── Management & Rehab/
├── Pictures & Videos/
└── Selling/

Buying/

Acquisition-phase documents, from first interest through purchase close.

Buying/
├── 0. Archive/
│   └── [superseded offer docs, earlier P&S drafts]
├── [loose files at root]        ← pre-contract discovery docs (see below)
├── Legal/
│   ├── 0. Archive/              ← drafts, superseded HUDs, templates
│   ├── [YYYY.MM.DD_P&S Agreement_Fully Executed.pdf]
│   ├── [YYYY.MM.DD_Title Binder.pdf]
│   ├── [YYYY.MM.DD_ALTA_Fully Executed.pdf]
│   ├── [YYYY.MM.DD_HUD_Final.pdf]
│   ├── [YYYY.MM.DD_Deed.pdf]
│   ├── [YYYY.MM.DD_Owner's Policy of Title Insurance.pdf]
│   └── [other closing docs]
├── OPRA/
│   ├── [YYYY.MM.DD_OPRA Request_Submitted.pdf]
│   ├── [YYYY.MM.DD_OPRA Response_From [Name]_[result].pdf]
│   └── OPRA Request Language.txt   ← standing template (both properties)
└── Stage 2/
    └── [YYYY.MM.DD_Deal Analyzer.xlsm]   ← financial model, updated during project

Pre-contract ("Stage 1") documents land at the Buying/ root (not in a sub-folder):

• MLS listing sheet / property detail
• Offer guidelines from seller's broker
• Buyer agency agreement
• Seller's Property Disclosure
• Lead-Based Paint Disclosure
• Consumer Information Statement
• Wire Fraud Notice
• Dual Agency Disclosure

Attorney Review (AR) loop: After P&S execution, buyer's and seller's attorneys exchange contract modifications for ~3-5 days. VG files these as a numbered sequence:

• ARL 01_[Buyer Atty's Letter].pdf (VG's attorney's initial AR letter)
• ARL 02_[Seller Atty Response].pdf
• ARL 03_AR Concluded.pdf (plus email confirmation)

Key documents in Buying/Legal/0. Archive/:

• AR Letter_TEMPLATE.docx — standing AR letter template
• TEMPLATE OFFER TERMS.txt — standard VG offer terms
• 0. General AR Preferences_Buying.txt — VG's standard AR positions/preferences

Seller-provided certificates received at purchase (filed in Legal/):

• Seller's Smoke Certificate (seller provides at purchase)
• Oil Tank Certificate (if applicable)
• Any OPRA from seller's prior research

Note: VG-submitted OPRA goes in Buying/OPRA/; seller-provided OPRA documents go in Buying/Legal/.

Financing/

Construction and bridge financing documents, organized per lender.

VG typically uses 2–3 private lenders per deal. Each lender gets a numbered subfolder. Larger/primary lender is 1., smaller supplemental lenders follow.

Financing/
├── Legal Description.pdf           ← property legal description (standing doc)
├── 1. [Primary Lender Name]/
│   ├── 0. Archive/                 ← draft notes, payoff drafts
│   ├── 1. Loan Setup & Documents/
│   │   ├── [YYYY.MM.DD_Promissory Note_$Xk_Signed & Notarized.pdf]
│   │   ├── [YYYY.MM.DD_Mortgage_$Xk_Signed & Notarized.pdf]
│   │   ├── [YYYY.MM.DD_Heter Iska_Signed.pdf]          ← if applicable
│   │   ├── [YYYY.MM.DD_Recorded Mortgage.pdf]
│   │   ├── [YYYY.MM.DD_Discharge of Mortgage_Signed_Notarized.pdf]
│   │   └── [YYYY.MM.DD_Payoff Confirmation Letter_Signed.pdf]
│   └── 2. Statements/
│       ├── [YYYY.MM_Statement_Initial.pdf]
│       └── [YYYY.MM.DD_Payoff Statement_$X_Final.pdf]
└── 2. [Secondary Lender Name]_$Xk/   ← lender name includes loan amount
    ├── 0. Archive/
    ├── 1. Loan Setup & Documents/
    └── 2. Statements/

Observed lenders:

• Beverly: Walter Klink (primary, $1.69M), David & Andrea Cohen (secondary, $141k), Chanan Feldman (cross-referenced from another property folder)
• Dogwood: Chanan Feldman (primary, $1.48M), Yechezkel Litzman (secondary, $50k)

Heter Iska: A Jewish legal compliance document required by certain private lenders (observed with Chanan Feldman, David & Andrea Cohen, Yechezkel Litzman). Signed at loan origination alongside the Promissory Note and Mortgage.

Loan lifecycle documents:

• Promissory Note — signed and notarized at origination
• Mortgage — recorded at county, signed and notarized
• Heter Iska — if required by lender
• Recorded Mortgage — confirmation of county recording
• Payoff Statement — issued by lender near closing date (multiple dated versions as payoff amount is refined)
• Discharge of Mortgage — created at payoff, signed and notarized, mailed to lender
• Payoff Confirmation Letter — VG signs and sends to lender alongside discharge

Cross-property lender reference: When a lender's primary docs are stored under another property's folder (because the same lender arrangement spans multiple deals), the folder is named [Lender]_SEE [Other Address] FOR DOCS.

Management & Rehab/

The primary working folder during construction. Organized by function.

Management & Rehab/
├── Insurance/
│   ├── Insurance Companies.txt      ← running list of insurers used
│   └── SIP_Active/
│       ├── 0. Archive/              ← superseded quotes, policies
│       ├── [YYYY.MM.DD_ACORD Form_Signed.pdf]
│       ├── [YYYY.MM.DD_Fee Agreement_$100_Signed.pdf]
│       ├── [YYYY.MM.DD_SIP_NJ Affidavit_Signed.pdf]
│       ├── [YYYY.MM.DD_No Known Losses_Signed.pdf]
│       ├── [YYYY.MM.DD_SIP Certification of Effort.pdf]
│       ├── [YYYY.MM.DD_Inspection Report_Policy# X.pdf]
│       ├── [YYYY.MM.DD_Recommendation Letter_Policy# X.pdf]
│       └── [YYYY.MM.DD_Active Policy Docs_Policy# X.pdf]
├── VGHB Insurance Requirements.pdf  ← VG's vendor COI requirements (standing doc)
├── Permits-Approvals-Township/
│   ├── [Garfinkel/]                 ← architect approval letters for specific items
│   ├── [YYYY.MM.DD_Construction Permits Application_Submitted.pdf]
│   ├── [YYYY.MM.DD_Permit Inspection Request_[Trade]_[Type].pdf]
│   ├── [YYYY.MM.DD_Approval for [Trade]_[Milestone].pdf]
│   ├── [YYYY.MM.DD_Not Approved_[Trade]_[Milestone].pdf]
│   └── [YYYY.MM.DD_Certificate of Occupancy.pdf]
├── Property Taxes/
│   ├── [YYYY.MM.DD_Tax Schedule_$X.pdf]
│   ├── [YYYY.MM.DD_Tax Payment Receipt_$X_PAID.pdf]
│   └── [YYYY.MM.DD_Delinquent Tax Notice_$X.pdf]
├── Punch-List-Checklist-Desc.docx   ← standing punch list template (at root level)
├── SOW [Address]/                   ← construction project folder
│   ├── 0. Archive/
│   │   └── [All SOW Categories.txt, SOW Checklist, archived surveys]
│   ├── 1. Drawings & Plans/         ← all IHA-produced plan sets
│   │   ├── 1. Site, Architectural & Surveys/
│   │   │   ├── 0. Archive/
│   │   │   ├── [YYYY.MM.DD_Property Survey.pdf]
│   │   │   ├── [YYYY.MM.DD_Architectural Plans_Final.pdf]
│   │   │   ├── [YYYY.MM.DD_Floor Plan & Elevations.pdf]
│   │   │   ├── [YYYY.MM.DD_Window & Door Schedule_FINAL.pdf]
│   │   │   └── [YYYY.MM.DD_Utility Plan.pdf]
│   │   ├── 3a. [Plan Type] Plans/   ← numbered 3a–3d for MEP and specialty plans
│   │   │   ├── 0. Archive/
│   │   │   └── [dated plan files]
│   │   ├── 3b. [Plan Type] Plans/
│   │   │   ├── 1. In-Progress-Archive/   ← versions pending Shlomo's review
│   │   │   │   └── 0. Archive/           ← older in-progress versions
│   │   │   └── 2. Approved-FINAL/        ← Shlomo-approved, ready to send to trade
│   │   ├── 3c. [Plan Type] Plans/
│   │   │   └── 1. In-Progress-Archive/
│   │   ├── 3d. [Plan Type] Plans/
│   │   │   └── 1. In-Progress-Archive/
│   │   ├── 5. Cabinet, Trim, & Closet Plans/
│   │   │   ├── 1. Measurements & Drawings/
│   │   │   │   ├── 0. Archive/
│   │   │   │   ├── 1. In-Progress-Archive/    ← versions pending review
│   │   │   │   │   └── 0. Archive/
│   │   │   │   ├── 2. Approved-Final/         ← "Approved for Printing" versions
│   │   │   │   └── [YYYY.MM.DD_FM's Measurements/]   ← FM field photos
│   │   │   └── 2. Material Lists_Ready to Submit Order/
│   │   │       ├── 0. Archive/
│   │   │       └── [YYYY.MM.DD_[Room]_Materials List.pdf/docx]
│   │   └── 6. Tile Plans/
│   │       └── 1. In-Progress-Archive/
│   ├── 2. PMs Notes & PM Workbooks/ ← PM notes, scheduling, and workbooks
│   ├── 3. Finishes & Selections/    ← VG internal finish reference docs
│   │   ├── [YYYY.MM.DD_Tile Finishes Schedule.pdf]
│   │   ├── [YYYY.MM.DD_Light Fixtures.pdf]
│   │   ├── [YYYY.MM.DD_Master Bathroom Finishes.pdf]
│   │   ├── [YYYY.MM.DD_Nonmaster Bathroom Finishes.pdf]
│   │   ├── [YYYY.MM.DD_Paint Schedule.pdf]
│   │   └── [YYYY.MM.DD_Tile Selection.pdf]
│   └── [2. Material Lists & Work Orders/ OR 4. Work Orders/]
│       └── [YYYY.MM.DD_SOW_[Trade]_[Vendor]_Signed.pdf]
│           ← signed trade contracts; see Work Orders section below
└── Utilities (Elec, Gas, Oil, Water & Sewer)/
    ├── Things to do if the bill is unusually high.txt   ← standing guide
    ├── Utilities Intake Form_[date]_Updated.docx        ← template (2021 version)
    └── [Provider Name]/
        ├── [YYYY.MM.DD_Move In Welcome Letter.pdf]
        ├── [YYYY.MM.DD_Billing Statement_$X.pdf]
        └── [YYYY.MM.DD_Payment Receipt_$X_PAID.pdf]

Note on the "3x" drawing plan subfolders: The exact numbering and naming of 3a–3d varies between deals because different trades generate different plan types. Beverly uses 3a=Framing, 3b=HVAC, 3c=Plumbing, 3d=Electrical; Dogwood uses 3a=HVAC, 3b=Plumbing, 3c=Electrical. The convention is: subfolder 1 is always architectural/surveys, subfolder 5 is always cabinets/trim/closets, subfolder 6 is always tile. The 3x slots are MEP + specialty.

Work Orders (Signed Vendor Trade Contracts)

Signed vendor scope-of-work documents live in a subfolder of SOW [Address]/. The folder name evolved between deals:

• Beverly: 2. Material Lists & Work Orders/
• Dogwood: 4. Work Orders/

Files follow the naming convention:

YYYY.MM.DD_SOW_[Trade]_[Vendor Name]_Signed.pdf
YYYY.MM.DD_SOW_ CO# 1_[Trade]_[Vendor Name]_Signed.pdf   ← change orders

Confirmed trade contracts found:

• Architectural Plans (Garfinkel Design Group)
• Cleanout & Demo (J&J Demo LLC)
• Foundation Labor (Edgardo)
• Framing Labor (Buildesign Home Improvement LLC, Zari Custom Homes)
• Roofing (Buildesign, Blue Eagle Construction)
• HVAC (Tacconi LLC, Rosario AC & Heating)
• Electrical
• Insulation (Marv Insulation LLC)
• Sheetrock/Drywall (Old School Drywall LLC, Abreu Drywall)
• Flooring (Direct Builders Trade Inc)
• Paint Labor (Rocky J Painting LLC)
• Landscaping/Grading/Hardscaping (A&R General Contractor)
• Deck (A&R Landscaping)
• Driveway (Pave It LLC)
• Gutters (Lucky Gutter LLC)
• Tree Removal

Mark enters the payment schedule from each signed SOW into VPT.

Pictures & Videos/

Media files documenting the project at various stages.

Pictures & Videos/
├── [dated photo sets, labeled by phase/milestone]
└── [video walkthroughs]

In archived/downloaded copies, media is replaced with .txt stub files noting what was present.

Selling/

Documents related to the sale transaction.

Selling/
├── 0. Archive/
│   └── [superseded contracts, earlier versions]
├── Legal/
│   ├── 0. Archive/
│   │   └── [superseded contracts, earlier HUD versions]
│   ├── [YYYY.MM.DD_P&S Agreement.pdf]
│   ├── [YYYY.MM.DD_Exhibit B_Scope of Work for Buyers.pdf]
│   ├── [YYYY.MM.DD_Seller's CD_Updated.pdf]
│   ├── [YYYY.MM.DD_Buyer's Appraisal Report.pdf]
│   └── [YYYY.MM.DD_HUD_Final.pdf]
└── Offers/
    └── $Amount – Buyer Name – Agent Name/
        ├── [YYYY.MM.DD_Offer.pdf]
        ├── [YYYY.MM.DD_Offer Letter.pdf]
        └── [YYYY.MM.DD_Proof of Funds.pdf]

Note on Exhibit B: The Exhibit B attached to the P&S is VG's formal specification commitment to the buyer — materials, finishes, fixtures, buyer-selectable items, deadline for selections, punch list rights, and post-construction cleaning. It's the most complete single-source construction spec document VG produces. Dogwood's was 19 pages.

Seller's Closing Disclosure has multiple dated versions as the final number is refined (_Updated.pdf suffix). The final version is the one used at closing.

Versioning Convention

Superseded documents go to 0. Archive/ within the same folder. Not deleted — archived in place.

File naming: YYYY.MM.DD_Document Name.pdf — date prefix enables sort-by-date within any folder.

Vendor Folder Convention

Each vendor gets a subfolder under Management & Rehab/Vendors/. Template folder is named _Vendor Folder [TEMPLATE-COPY AND PASTE] — leading underscore keeps it sorted to the top.

Vendors/
├── _Vendor Folder [TEMPLATE-COPY AND PASTE]/
│   ├── 0. Archive/
│   ├── 1. Proposals & Quotes/
│   └── 2. APPROVED POs & Invoices/
└── [Vendor Name]/
    ├── 0. Archive/             ← superseded quotes, voided invoices
    ├── 1. Proposals & Quotes/  ← pre-approval; unsigned or pending
    └── 2. APPROVED POs & Invoices/  ← executed and paid

Note: Signed vendor trade contracts (SOWs) are not in the Vendors folder — they are in the SOW [Address]/[Work Orders subfolder]/. The Vendors folder holds proposals, quotes, invoices, and payment receipts.

Cross-References

• VG people roster: reference/people/roster.md
• Cost codes / WO system: reference/cost-codes/cost-code-system.md
• Property-level context notes: workspaces/estimating/properties/
• Deal lifecycle overview: workspaces/workflow/20-other-processes/deal-lifecycle/deal-lifecycle.md