Send property inspection notifications

Summary

Learn how to send property inspection notifications via the property inspections export list.

This article covers:


How it works

In Palace, the mail merge feature in the property inspections area allows you to email your tenants to notify them of upcoming inspections and other letters. Make sure to add your tenants and ensure their email addresses are configured before sending your letters. 

Create a mail merge

Send your letters to tenants via the property inspections export list. You can create and edit document templates to help reduce the time of writing repeat letters.

  • Go to Property > Property inspections
  • Select the property manager, inspection type and date ranges
  • Select the properties you require
  • Click Create Mail Merge
    Export_list.png
  • In the pop-up window, click the select a template drop-down menu to select the letter you want to send
  • Select to show the head tenant only or all listed tenants for the selected properties
  • Review the information such as the property address, tenant and email address
  • Click Merge

Your selected document template will appear in a new window for editing. Any changes made to this document will not affect the original template.

  • After you have completed reviewing the document you can click on:
    • Print - Prints to either Word or PDF
    • Email - Prepares the document for emailing to the selected tenants
  • Click Email
  • In the pop-up window:
    • Email details - This is the subject of the message
    • Attachments - An option to add attachments to the message
    • Options - From - Select the property manager from the drop-down menu if you are sending it on behalf of someone else
    • Group - Select the group from the drop-down menu
      Email_template.png
  • Click Send emails

Review a sent email

After the email has been sent to your tenant, this can be reviewed in the tenant’s diary.

  • Go to Tenancy > Current tenancies
  • Search for the tenant’s name
  • Click on the tenant’s full name
  • Click Diary
  • Click on the email diary entry
    Tenant_diary.png

If your company is configured to receive email responses in Palace, they will appear in the diary for easy review.

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