Ask your tenants to agree to notices by email

Each tenant can agree, on a page of their own, that you may give them notices and documents by email. You ask from the property’s page, and the request goes only by email.

1. Open the property from Properties, then open Notices and letters.
2. Under Serving documents, tap Ask to Use Email for Notices beside the tenant. It shows for a tenant with an email address who hasn’t agreed or been asked, while email can go.
3. Serve a document opens with Request to agree to notices by email chosen. Tap Continue.
4. Under Whom to ask, tick each tenant to ask and tap Continue.
5. Tap Continue under How, then check the email and The tenant’s page under Preview, and tap Continue.
6. Tap Send Request, and confirm. It can’t be taken back once sent.

Each tenant is asked at their own address, and answers for themselves. Under Serving documents, their name then says whether they were asked, agreed or stopped it.

What your tenant sees

1. Your email asks whether you can send notices about their tenancy by email. Its link is Read and Agree.
2. On their page, they read What you agree to and tick that they can open PDF files sent to that address.
3. They type their full name and tap Agree to Notices by Email.

They don’t have to agree: if they don’t, notices come by post or by hand, as now. The app keeps their typed name, the exact words, the time, their IP address and their browser, in the evidence file. They can stop it on the same page with Stop Notices by Email, or by telling you in writing.

If the tenancy agreement names email

When you serve a certificate or a rent increase notice, the How step may ask about the written tenancy agreement.

1. Under Does the written tenancy agreement name email as a way to give notices?, choose Yes.
2. Under Where it says so, give the clause, as a reference and its words.
3. Under Which of these addresses does the agreement name for notices?, tick only an address the agreement itself gives, then tap Continue.

The app records the clause for each address you tick. To undo it, tap End This Record beside the tenant under Serving documents, and confirm. Emails to them are then courtesy copies, unless they agree on their own page.

Record a withdrawal

A tenant who agreed on their page can stop it by telling you in writing: you record when you received it.

1. Under Serving documents, tap Record Withdrawal beside the tenant.
2. Choose How they told you, and enter The day you received it.
3. Tap Record Withdrawal, then confirm.

From then on, an email to them is a courtesy copy, not service, and the evidence file keeps both entries.

Try it in the sample account