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Creating and Managing Correspondence Templates

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This article will guide you through the process of creating and managing correspondence templates in your system. Correspondence templates are a powerful tool that streamline your communication process by providing a consistent and professional look across all emails and letters sent to your contacts. Whether you're communicating inspection notices or sending rent invoices, a template can save you time and maintain brand consistency. 

 

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Accessing Your Templates 

To begin, access your correspondence templates by selecting the Templates option in your Settings menu located against the Communications section. Remember, templates you create are shared across all your companies, while headers and footers can be customized for each company to maintain separate branding identities. 

 

Adding a New Correspondence Template 

  1. Select the option to Create a new correspondence template. Fill in the template content that will be placed between your chosen header and footer. If you need help with your header and footer setup, be sure to review these before creating your templates. 
  2. Select a template type for your correspondence, which determines how and where you can use the template within the system, as well as which merge fields you can include. 


Choosing a Suitable Template Type 

There are a variety of template types available, each tailored for specific types of communication: 

  • General Template: For sending emails from a contact file or to groups from the Contacts page. 
  • Inspection Notice Template: Used for Inspection Notice Rules, sent via Dashboard. 
  • Outgoings Invoice Template: Automatically emailed with an invoice from an Outgoings Template. 
  • Owners Statement Template: For sending Landlord statement emails, if Trust Accounting is active. 
  • Quote Request Template: For sending Quote Requests with an online quote link. 
  • Remittance Advice Template: To accompany creditor remittance advice emails with Trust Accounting. 
  • Arrears Templates: For overdue invoice notifications from the Arrears hub. 
  • Rent Invoice Template: For automatically emailed rent invoices. 
  • Repeating Invoice Template: Used when a repeating invoice is emailed automatically. 
  • Work Order Template: For when a work order is emailed, but can be replaced if needed. 


Finalizing Your Template

Define the following details for your template: 

  • Title: This is what you will see when selecting from a list. 
  • Subject: The subject line for outgoing emails, visible to recipients. 
  • Tool Bar: Use this to format the message body. 
  • Merge Fields: Insert personalized fields into the subject or template body. These will auto-populate with relevant data when sent.


Previewing and Saving Templates 

Before saving your template, you can Preview it using sample data to check the merge fields and overall layout. Once you're satisfied, click Save to finalize the template, or Back to return to the templates list without saving. 


Editing or Archiving Templates 

To modify existing templates, select the template title from the list. You'll have the options to edit the contents or archive the template if it's no longer needed. Below is a list of all the merge fields available for the different types of Correspondence templates.

 

Correspondence - General (available for all types): 

Title    Description
Current Date The current date in dd/mm/yyyy format.
Company Address The full address of the Re-Leased company in a block format
Company Name The name of the Re-Leased company
Contact Address Full postal address of the recipient contact in a block format.
Contact Email The email address of the recipient contact.
Contact First Name The first name of the recipient contact.
Contact Last Name The last name of the recipient contact.
Contact Mobile Country code, area code and mobile number of the recipient contact.
Contact Name The full name of the recipient contact.
Contact Telephone Country code, area code and phone number of the recipient contact.
Sender Contact Mobile Number The mobile number of the user sending the correspondence
Sender Contact Phone Number The phone number of the user sending the correspondence
Sender Email Address The email address of the user sending the correspondence
Sender First Name The first name of the user sending the correspondence
Sender Last Name The last name of the user sending the correspondence
Work Order Disclaimer The work order disclaimer specified in the company details

 

Correspondence - Remittance:

Title Description 
Invoice Number The number assigned to the invoice.
Payment Total The total amount paid.

 

Correspondence - Quote Requests:

Title Description
Quote Link The URL that takes the creditor to the Quote Response screen.
Manager First Name The first name of the property manager.
Manager Last Name The last name of the property manager.
Tenancy Contacts A comma-separated list of all tenancy contacts for the related property

 

Correspondence - Inspection Notices:

Title     Description
Inspection Date The scheduled date of the inspection in dd/mm/yyyyy format.
Inspection Start Time The scheduled start time of the inspection in h: mm am/pm format.
Inspection End Time The scheduled end time of the inspection in h: mm am/pm format.
Days Until Inspection The number of days until the scheduled inspection date.
Property Address Full property address displayed on a single line, separated by commas.
Manager First Name The first name of the related property manager.
Manager Last Name The last name of the related property manager.

 

Correspondence - Repeating Invoices:

Title Description
Invoice Number The invoice number.
Total Invoice Amount The total amount payable for the invoice.
Invoice Balance The total amount outstanding for the invoice.
Invoice Due Date The date the invoice payment is due by.
Manager First Name The first name of the related property manager.
Manager Last Name The last name of the related property manager.

 

Correspondence - Rent Invoices:

Title Description
Invoice Number The invoice number
Property Name The name of the property
Property Address The Address of the Property
Total Invoice Amount The total amount payable for the invoice.
Invoice Balance The total amount outstanding for the invoice.
Invoice Due Date The date the invoice payment is due by.
Invoice Reference The reference field from the Invoice
Tenancy Name The name of the Tenancy
Occupied Area The name of the Occupied Area
Manager First Name The first name of the property manager.
Manager Last Name The last name of the property manager.

 

Correspondence - Rent Arrears:

Title Description
Due Date The due date of the earliest invoice that is overdue in a dd/mm/yyyy format.
Days in Arrears The number of days since the earliest invoice due date.
Amount Due The total amount of rent payments that are overdue.
Date Paid To The last date of the rent period that has been paid in full.
Part Payment Amount The amount that has been part-paid towards the next rent period due.
Invoice Summary A summary of all invoices that are overdue. Lists the invoice number, invoice reference, invoice recipient, invoice due date, the amount paid and amount due for each invoice in a block format.
Property Address All fields of the property address on a single line, separated by commas.
Property Name The name of the Property
Manager First Name The first name of the Property Manager
Manager Last Name The last name of the Property Manager
Unallocated Credits Income credit notes with status of approved that haven't been allocated to an invoice yet
Tenancy Ledger Balance The available ledger balance for that tenancy
Tenancy Name The name of the Tenancy
Total Arrears Position Outstanding Tenancy related invoices minus unallocated credits
Occupied Area The occupied area/s of the related tenancy, displayed in a comma separated list

 

Correspondence - Non-Rent Arrears:

Title     Description
Due Date The due date of the earliest invoice that is overdue in a dd/mm/yyyy format.
Days in Arrears The number of days since the earliest invoice due date.
Amount Due The total amount outstanding for the invoice.
Invoice Summary A summary of all invoices that are overdue. Lists the invoice number, invoice reference, invoice recipient, invoice due date, the amount paid and amount due for each invoice in a block format.
Property Address All fields of the property address on a single line, separated by commas.
Property Name The name of the Property
Manager First Name The first name of the Property Manager
Manager Last Name The last name of the Property Manager
Unallocated Credits Income Credit Notes with status of approved that haven't been allocated to an invoice yet 
Tenancy Ledger Balance The available ledger balance for that tenancy
Tenancy Name The name of the Tenancy
Total Arrears Position Outstanding Tenancy related invoices minus unallocated credits
Occupied Area The occupied area/s of the related tenancy, displayed in a comma separated list.

 

Correspondence - Rent & Non Rent Arrears:

Title Description
Due Date The due date of the earliest invoice that is overdue in a dd/mm/yyyy format.
Days in Arrears The number of days since the earliest invoice due date.
Rent Amount Due The total amount outstanding for rent invoices.
Non-Rent Amount Due The total amount outstanding for non-rent invoices.
Total Amount Due The total amount outstanding for all invoices.
Date Paid To The last date of the rent period that has been paid in full.
Part Payment Amount The amount that has been part-paid towards the next rent period.
Invoice Summary A summary of all invoices that are overdue. Lists the invoice number, invoice reference, invoice recipient, invoice due date, the amount paid and amount due for each invoice in a block format.
Property Address All fields of the property address on a single line, separated by commas.
Property Name The name of the Property
Manager First Name The first name of the property manager.
Manager Last Name The last name of the property manager.
Unallocated Credits Income Credit Notes with status of approved that haven't been allocated to an invoice yet
Tenancy Ledger Balance The available ledger balance for that Tenancy
Tenancy Name The name of the Tenancy
Total Arrears Position Outstanding Tenancy related invoices minus unallocated credits
Occupied Area The occupied area/s of the related tenancy, displayed in a comma separated list. 

 

Correspondence - Work Orders:

Title     Description
Manager First Name The first name of the related Property Manager.
Manager Last Name The last name of the related Property Manager.
Manager Phone The phone number of the related Property Manager.
Manager Mobile The mobile number of the related Property Manager.
Manager Email The email address of the related Property Manager.
Maintenance Type The maintenance type from the related maintenance task.
Work Order Number The internal Re-Leased work order number.
Contractor Name The name of the Contractor assigned to the maintenance task.
Area Of Property The area of the property where the maintenance work is to be done.
Property Name The name of the property
Property Address The full address of the related property displayed on a single line separated by commas.
Property Owner Name The full name of the property owner contact.
Flat / Apartment The flat/apartment field of the property address.
Street / Building Number The street/building number field of the property address.
Street Name The street name field of the property address.
Suburb / District The suburb/district field of the property address.
Town / City The Town/City field of the property address. 
Region / State The Region/State field of the property address. 
Post/Zip Code The Post/Zip Code field of the property address. 
Country The Country field of the property address. 
Tenancy Name The name of the related tenancy
Tenancy Contacts A comma-separated list of all tenancy contacts names.
Tenancy Contact Name The full name of the primary tenancy contact.
Tenancy Contact Address The full address of the primary tenancy contact, displayed in a block format.
Tenancy Contact Email The email address of the primary tenancy contact.
Tenancy Contact Phone The phone number of the primary tenancy contact.
Tenancy Contact Mobile The mobile number of the primary tenancy contact.

 

Correspondence - Outgoings Invoices:

Title Description
Invoice Number The invoice number
Property Name The name of the property
Property Address The Address of the Property
Total Invoice Amount The total amount payable for the invoice.
Invoice Balance The total amount outstanding for the invoice.
Invoice Due Date The date the invoice payment is due by.
Invoice Reference The reference field from the Invoice
Tenancy Name The name of the Tenancy
Occupied Area The name of the Occupied Area
Manager First Name The first name of the property manager.
Manager Last Name The last name of the property manager.

 

Correspondence - Owners Statement

Title Description
Current Date The current date in dd/mm/yyyy format.
Company Address The full address of the Re-Leased company in a block format
Company Name The name of the Re-Leased company
Contact Address Full postal address of the recipient contact in a block format.
Contact Email The email address of the recipient contact.
Contact First Name The first name of the recipient contact.
Contact Last Name The last name of the recipient contact.
Contact Mobile Country code, area code and mobile number of the recipient contact.
Contact Name The full name of the recipient contact.
Contact Telephone Country code, area code and phone number of the recipient contact.
Ledger Name The name of the Ledger related to the Owner Statement 
Month The Month the Owner Statement refers to

Property Address

*Not compatible with the Combined Statement For All Ledgers - Residential statement type

All fields of the property address on a single line, separated by commas.

Property Name

*Not compatible with the Combined Statement For All Ledgers - Residential statement type

The name of the Property
Property Owner Business Number The business number of the Property Owner
Property Owner Email The email address recorded against the Owner contact 
Property Owner First Name The first name of the Property Owner
Property Owner Last Name The last name of the Property Owner
Property Owner Name The full name (First and Last) of the Property Owner
Property Owner Phone The phone number of the Property Owner
Property Owner Physical Address The physical address of the Property Owner
Property Owner Postal Address The postal address of the Property Owner
Property Owner Tax Number The tax number of the Property Owner
Sender Contact Mobile Number The mobile number of the user sending the correspondence
Sender Contact Phone Number The phone number of the user sending the correspondence
Sender Email Address The email address of the user sending the correspondence
Sender First Name The first name of the user sending the correspondence
Sender Last Name The last name of the user sending the correspondence
Work Order Disclaimer The work order disclaimer specified in the company details
Year The year the Owner Statement relates to

 

Correspondence - Financial Details/Summary Report:

Title Description
Property Name The name of the related property.
Property Manager Name The first and last name of the related property manager.

 

Correspondence - Rent Reviews:

Title Description
Company Address The full address of the Re-Leased company in a block format
Company Name The name of the Re-Leased company
Contact Address Full postal address of the recipient contact in a block format.
Contact Email The email address of the recipient contact.
Contact First Name The first name of the recipient contact.
Contact Last Name The last name of the recipient contact.
Contact Mobile Country code, area code and mobile number of the recipient contact.
Contact Name The full name of the recipient contact.
Contact Telephone Country code, area code and phone number of the recipient contact.
Current Date The current date in dd/mm/yyyy format.
Future term start date The start date of the next commencing term of the tenancy
New Annual Rent Amount The annual rent amount due following completion of the rent review
Occupied Area The Occupied Area related to the tenancy being rent reviewed
Old Annual Rent Amount The annual rent amount due prior to completion of the rent review
Property Address The address of the property
Property Manager Name The first and last name of the related property manager.
Property Name The name of the related property.
Property Owner Business Number The business number of the Property Owner
Property Owner Email The email address recorded against the Owner contact 
Property Owner First Name The first name of the Property Owner
Property Owner Last Name The last name of the Property Owner
Property Owner Mobile The mobile number of the Property Owner
Property Owner Name The full name (First and Last) of the Property Owner
Property Owner Phone The phone number of the Property Owner
Property Owner Physical Address The physical address of the Property Owner
Property Owner Postal Address The postal address of the Property Owner
Property Owner Tax Number The tax number of the Property Owner

Rent Review Completed Date

The date the rent review was completed

Review Date

The scheduled date of the rent review
Review Type The type of rent review as specified on the tenancy record
Sender Contact Mobile Number The mobile number of the user sending the correspondence
Sender Contact Phone Number The phone number of the user sending the correspondence
Sender Email Address The email address of the user sending the correspondence
Sender First Name The first name of the user sending the correspondence
Sender Last Name The last name of the user sending the correspondence
Tenancy Name The name of the Tenancy in Re-Leased
Work Order Disclaimer The work order disclaimer specified in the company details

 

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