My Apartment Building Keeps "accidentally" Threatening Eviction Notices

Location: Richmond, Virginia

I moved into this apartment building in July that is managed by a property management company that operates on a national level. They took over the building I moved into at the top of 2026, I believe, so they are new to managing this building (and the 3 or so sister buildings in the same area). I have been having multiple issues with them since moving in.

When we (I live with a roommate, this is a 2 bedroom apartment) first moved in, two of the main issues we had was that our dryer was nonfunctional and my roommate's room simply did not have a door on it. There was a lot of back and forth with them to get both of these fixed (part of the reason we liked this place is because laundry units were included), and they eventually fixed the dryer after about 3 weeks and replaced the door within about a week. The front office gave me a call that I missed and left a voicemail that stated they were going to be crediting our account with a $150 concession for our troubles within the first month (thank God I have the voicemail as evidence now, just in case). I checked the app they make us use to make payments and see the concession on there as it shows we owe $-150. Cool. By the time our rent got posted in August, however, that -150 was nowhere to be found. It showed us as owing 150 dollars more than we should have given that concession. My roommate paid it out of fear that they would retaliate, but they assured us that it was showing up on their end and they weren't sure why it wasn't on our end. So in September, we didn't pay that extra 150 it showed us as owing. Our grace period for payment is 5 days after the 1st. Once that passed, we received an email stating we owed money and needed to pay it ASAP to avoid an eviction being filed. I went to the office and discussed this with them and they said it was strange that we received that email since their end showed us not owing everything, and they even showed me what they see on their end. They told me we didn't have to worry and that they wouldn't be filing an eviction. All was fine until this month, October, and this time we got a letter on the door that basically said they'd file an eviction in 14 days if we didn't pay the amount of $150 to them (posted on our door on the 6th at around 8pm). Of course, I start freaking out. It's also 8pm, so I cannot contact them until the morning. I went in the next day first thing in the morning, and they basically tell me it was just another big accident. They once again showed me that we don't owe anything, and seemed confused as to how this got printed and posted on our door if it shows that we don't owe anything on their end. They tried to play it off as though it was a fully automated system, but I pointed out that they still had to physically put the paper on our door, even if it was printed from an automatic list. The woman who is in charge of the accounts in the office signed the paper with a note saying "Confirmed $0.00 balance as of 10/07/2026" complete with her signature. She said we are all good. Yesterday, 10/20/26, we get an email stating they will be filing for an eviction suit the following day (today, 10/21/26) if we do not pay our balance. I of course very angrily call them and they try to play it off by saying "Oh that's not done from our office, that's done by somebody else. We don't control what they send you." And I said that they should contact them to get this issue resolved since this is a repeated problem. She basically said she would try, but it's likely that we'll keep receiving these messages and keep going in circles with them. I'm beyond irritated that we are being harassed like this over something they keep assuring us we do not owe. We emailed requesting proof that no eviction suit would be filed against us and are waiting for a response.

Now, for my question. Of course, if they actually do file an eviction, I will be seeking out a lawyer. Let's say they don't, though, and we keep receiving these emails and papers saying they're going to evict us but never do. Is there anything I can do to stop this? Am I helpless here, or is this considered harassment? I'm so exhausted from dealing with this.

EDIT: As a small addition, they responded to our email as I posted this stating they fixed the issue on their ledger and that we don't have a balance. We'll see if they actually fixed the ledger issue or not.