If you are located in North America, you will have slightly different buttons and terminology:
- Tenancies are referred to as Leases
- Terms & Breaks within a Tenancy is called Terms & Options
For the purpose of this article, we will refer to it as Tenancies, Terms & Breaks. For more information on regional terminology, refer to this article or contact support.
When you'd like to send a reminder email to your Tenant about providing their updated Insurance records, Re-Leased makes it easy. You can set up one or more customised email templates to ensure your Tenants get the right messaging with the right level of detail at the right time.
Creating Tenant's Insurance reminder email templates
Navigate to Templates from the main settings menu.
In the list of correspondence templates, you will see one named Tenant's Insurance Master Template. You can click on the name of this Master template to view and/or customise it; or alternatively you can click on Create Correspondence Template to create a brand new one from scratch.
If you decide to create a new template, make sure you select Tenant's Insurance Reminder under Template Type. This will ensure the correct merge fields are available to insert into the subject and body of the template. Like with other Correspondence Templates, you can customise the title of this template so your internal staff can easily identify it.
Please note: The {{ InsuranceSummary }} merge field will appear in emails in table form, showing a list of all selected insurance policies (see below for more information on sending reminders for multiple policies). The Insurance Summary table will appear in the sent email similar to the below:
When you are happy with your correspondence templates, you can create an email reminder to your Tenant.
Sending a reminder email
There are two places you can create a reminder email from for Tenant's Insurance: the dashboard reminder, and from the policy list on the Tenancy record.
1. From the Dashboard:
On the main dashboard click on the relevant Tenant's Insurance tile to bring up the policy details. Click on the Send email reminder button. This will bring up the email editor.
In the email editor, the To field will by default contain the Tenancy's Primary Contact. You can add others by typing, or use the CC and BCC fields if necessary.
Use the Template dropdown to choose a correspondence template for the email. The prefilled template will appear in the body of the email editor. You can edit or change the subject or body of the email here before sending, including adding further merge fields if required, however note that these changes won't save at the correspondence template level. To change the content on the template, navigate to Settings > Templates as described above.
Once you're happy with the email, you can click Send.
The sent email will appear in the Correspondence list of the Contact.
2. Sending reminders from the Tenancy
On the Insurance list page on the Tenancy, click the three dots icon on the relevant policy to see the list of more actions, and click Email reminder.
This will bring up the email editor as described above.