1. Generating a template document
Go to Correspondence > Template Documents
Select the relevant property from the Select property dropdown.
Select your desired template from the Select template dropdown.
The Document preview box will update to show the text of the document.
If the selected template is set up to pull through landlord and/or tenant details, open the Landlords and Tenants tabs (shown below) and ensure the correct parties are selected for inclusion in the generated document/email.
Different options are available when generating the template:
Generate document - The document will be generated and downloaded as a Word document. The downloaded file will appear in the bottom left-hand corner of your browser. Click on the filename to open the document in Microsoft Word.
Email ticked tenants - The document text will appear in the body of the email. Email addresses for the ticked tenants (See point 5 above) will be auto-populated in the 'To' field.
Email ticked landlords - The document text will appear in the body of the email. Email addresses for the ticked landlords (See point 5 above) will be auto-populated in the 'To' field.
Email - The document text will appear in the body of the email. 'To' email addresses will not be populated, these will need to be manually entered.
Note: Advanced template formatting (for example, tables) will not pull through to the generated email. Templates to be used for emails should contain only text/basic formatting.
2. Using Signable
If the generated document is to be electronically signed, please follow steps 1-5 above and then continue with the below:
Tick the Use electronic signatures checkbox.
Additional checkbox options will appear (shown below), tick to include the parties that need to sign the document.
Click Generate document - the system will now do two things:
The document will be generated and downloaded as a Word document. The downloaded file will appear in the bottom left-hand corner of your browser. Click on the filename to open the document in Microsoft Word.
A new browser tab will open when you are redirected to the View open Signable documents page. Click on the tick icon within the Send column to send the document for signing.
Please note, we recommend that the document is revised before it is sent for signing.