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.
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
- 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.
- 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 |