Notices with proof of sending, read receipts and emergencies
Write a notice to one tenant or to every tenant of a building from your own templates. SmartMy records when it went, how it was served, the proof, and who has read it.
PLANSEvery plan
The problem it solves
- A rent increase letter goes out, and months later nobody can show when it was served or how.
- A water cut is announced on a WhatsApp group, and half the building never sees it.
- Tenants say they never got the notice, and you have no way to show they opened it.
How it works
- A Lease Manager sets up notice templates once: the kind, the subject and the wording, with blanks such as {tenant}, {unit}, {amount} and {date}.
- A Lease user opens Lease > Operations > Tenants > Notices > New and picks the kind and template. The subject and wording fill in.
- Choose who it goes to: One Tenant (pick the lease) or Tenants of a Building (a property, and if you want, one block or floor).
- Record how you serve it, such as By Hand or Registered Post. Attach the proof, such as a postal receipt.
- Press Send. The notice gets its number, the time it was served, and the list of every tenant it went to.
- Each tenant gets it by email and in the SmartMy Lease app, and sees it on their web page. When they open it, Read fills in with the time.
Everything it does
Kinds of notice
- Rent Increase, Entry for Inspection or Works, Arrears Demand, Renewal Offer, Notice to Vacate
- Breach of the Lease, Building Notice, Emergency, Other
Templates
- Name, kind, subject and wording, kept by Lease Managers in Lease > Configuration > Properties and Leasing > Notice Templates
- Blanks filled from the notice: {tenant}, {unit}, {property}, {lease}, {date}, {amount}, {end_date}
- A country (empty means any) and an Entity (empty means shared by every Entity)
- Statutory: marks wording set by law, to be checked by your lawyer before use
- No legal wording comes with SmartMy Lease: you write your own templates
The notice
- Number given by itself, kind, template, Notice Date (today to start with), Takes Effect and an amount for money notices
- One Tenant: pick the lease and its tenant fills in
- Tenants of a Building: everyone renting a unit of that property, block or floor today, including tenants under notice
- Method of service is recorded with the notice; Served On is stamped when you press Send
- Proof of Service: attach a scan, a receipt or a photo
- A notice to one tenant is also written on the lease's history
Read receipts
- Sent To lists every tenant the notice went to, with the count
- Read By shows who opened it and when, from their web page or the app
- Each person counts once, however often they open it
Rules
- Only a draft notice can be sent or cancelled
- A sent notice cannot be cancelled; send a new one instead
- Lease users write and send notices; only Lease Managers delete them
Who uses it
Lease ManagerWrites the notice templates and decides which wording is statutory.
Lease userPrepares notices, attaches the proof of service, sends them and checks who has read them.
TenantReads notices on their web page or in the SmartMy Lease app; opening one tells the office.
Where you use it
- Web: Lease > Operations > Tenants > Notices, and Lease > Configuration > Properties and Leasing > Notice Templates
- Tenant web page: Notices, with the day each notice takes effect
- The SmartMy Lease app: Notices in the Menu (built and in testing, not in the app stores yet)
- Not by SMS or WhatsApp yet: the messages have no SMS or WhatsApp wording set up
- Not to joint tenants on their own login: a notice goes to the lease's main tenant
What you control
Settings
- Your notice templates, per kind, country and Entity
- Who gets a building notice: the whole property, one block or one floor
Notifications
- Notice from the Landlord: to each tenant on the notice, by email and in the app, sent at once with the notice's subject and wording
- Emergency notices are meant to go by SMS and WhatsApp as well. Those messages have no wording yet, so today they go by email and in the app
- Each person can switch off a channel, such as email, for themselves; in-app notices always arrive
Questions
Does this count as legal service of a notice?
SmartMy keeps the record: the method, the time sent, your proof file and who opened it. Whether that is valid service depends on the lease and local law, so check with your lawyer.Can I send one notice to a whole building?
Yes. Choose Tenants of a Building and pick the property, and if you want one block or floor. Everyone renting a unit there today gets it.How do I know a tenant read it?
When the tenant opens the notice on their web page or in the app, their name and the time appear under Read By.Can I take back a notice after sending it?
No. A sent notice stays on record. Send a new notice that corrects or withdraws it.Do you supply the legal wording?
No. You write your templates and mark the legal ones as statutory. Have a lawyer check them before use.Which plan has it?
Every plan, from Starter.Related features
TENANTSTenant pages on the webTenants sign in on any browser to see their lease, what is billed when, the deposit, their bills, requests, notices and cheques. They give notice to vacate and answer a renewal offer there too.TENANTSThe SmartMy Lease app for tenants, owners, members and guestsOne phone app for everyone you serve. Tenants see their home, bills and repairs; owners their units and statements; co-working members their check-ins and credits; guests their stay and door code.LEASES AND RENTRenewals, breaks, holdover and notices to vacateRenew a lease with a new term and rent, and offer it to the tenant on their page. Let the new lease take over on its first day. Break options, holdover rent and notices to vacate each have their dates.LEASES AND RENTLate fees, chasing steps and promises to payLate rent is charged a fee by your rule, with caps, and chased step by step: a reminder, a final demand, a legal notice. Chasing waits while a promise to pay or a payment plan runs.ACROSS SMARTMY LEASENotificationsTenants, guests, members, owners and vendors hear about bills, payments, cheques, checks, notices, repairs and lease dates, and your team hears what needs them. Email and the in-app inbox work with no set-up; a few rental events can also go by WhatsApp or SMS.TENANTSSurveys after moving in, when leaving and each yearSmartMy asks each tenant how it went a week after they move in, the day after they leave and once a year. A Poor or Fair answer gives the property manager a to-do to call them.
See your buildings on it.
Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.