Send a property or tenancy message
Start communication from a property or tenancy record, select the correct recipients and keep the message connected to the context it relates to.
Starting a message from the relevant property, tenancy, maintenance request or other record helps Estavo retain the communication in the correct history. The recipient and message details must still be reviewed before sending.
Choose where the message belongs
Property
Use for general communication relating to the property rather than one tenancy.
Tenancy
Use for rent, renewal, occupancy and other tenancy-specific communication.
Operational record
Use for maintenance, compliance, document requests or another specific workflow.
A boiler-repair message is usually better connected to the maintenance request than recorded only as a general property message.
Before creating the message
- Confirm the correct property.
- Review current and historical tenancies.
- Identify the communication’s main purpose.
- Check whether an existing conversation already covers it.
- Review the correct tenant or recipients.
- Check each email address.
- Review Tenant Portal access.
- Prepare the relevant attachment where required.
- Confirm dates, appointments and deadlines.
- Avoid including unrelated personal information.
Start a message from a property
Open Properties
Select the property from the main property list.
Open Communication
Select the property’s communication or activity tab.
Review existing messages
Check recent communication connected to the same property.
Select New Message
Open a message already connected to the selected property.
Start a message from a tenancy
Open Tenancies
Find the current or historical tenancy.
Confirm the tenancy dates
Review the property, start date, end date and connected tenants.
Open Communication
Review the tenancy’s existing communication history.
Select New Message
Create a message connected to that tenancy and its selected recipients.
A property may contain several past tenant records. Confirm the selected tenancy before sending.
Start communication from another record
Maintenance request
Send appointment, access or repair updates from the maintenance record.
Compliance item
Send inspection or access information from the relevant compliance record.
Document request
Send an upload request or reminder connected to the tracked document action.
Financial record
Send suitable communication connected to rent or another property financial entry.
Select the correct recipients
Review every selected recipient when the property contains several tenancy records.
Choose email, portal or both
- Use email where the tenant has a valid recorded address.
- Use portal messaging for tenants with active portal access.
- Use both where the message should be sent and retained in the portal.
- Check each joint tenant’s contact details separately.
- Confirm the selected method is suitable for the purpose.
- Review delivery status after sending.
Add a context-specific subject
Property access
Example: “Property access arrangements – 24 Oak Avenue”.
Maintenance update
Example: “Boiler repair appointment confirmation”.
Tenancy renewal
Example: “Your tenancy renewal discussion”.
Compliance visit
Example: “Electrical inspection appointment”.
Write the property or tenancy message
- State the purpose clearly.
- Identify the relevant property.
- Refer to the correct tenancy where appropriate.
- Include the relevant appointment, date or action.
- Explain what the tenant needs to do.
- Keep the wording factual and proportionate.
- Avoid unrelated financial or personal information.
- Review all names, dates and addresses.
Electrical inspection appointment
24 Oak Avenue · Current tenancy
Add a relevant attachment
- Select a document connected to the same property or record.
- Open the complete file.
- Confirm it is the current version.
- Check whether every recipient may receive it.
- Review personal, financial and supplier information.
- Remove unnecessary attachments.
- Confirm the correct file name before sending.
Review the message context before sending
- Confirm the property.
- Review the tenancy dates.
- Check every recipient.
- Confirm all email addresses.
- Review portal access.
- Check the subject and complete message.
- Review dates, appointments and deadlines.
- Open each attachment.
- Confirm the message belongs in this communication history.
Send the property or tenancy message
Complete the final checks
Confirm the context, recipients, content and attachments.
Select Send
Submit the message using the selected delivery channels.
Wait for confirmation
Confirm Estavo records the message successfully.
Review the delivery status
Check whether the communication is queued, sent, delivered or failed.
Review the communication history
- Open the original property or tenancy.
- Open its Communication tab.
- Confirm the message appears in the correct thread.
- Review the recipients.
- Check the delivery method.
- Review any attachment.
- Check delivery and reply activity.
- Confirm no duplicate message was created.
Correct a message linked to the wrong context
Open the sent communication
Review the recipient, property and tenancy.
Confirm whether the recipient was correct
Determine whether the problem affects only the record connection or also the person contacted.
Correct the context where available
Update the property, tenancy or operational connection if the system permits.
Send a corrected message if required
Review all information again before sending.
Record the correction
Keep an appropriate internal note explaining the change.
A message or attachment already received remains outside Estavo’s control.
Common property-message problems
No tenant can be selected
Check that a tenancy and tenant are connected to the selected property.
The wrong tenancy appears
Review tenancy dates and select the correct current or historical record.
The message is missing from property history
Check whether it was created from the tenant record without a property connection.
The same message appears in several areas
This may reflect its connections to the tenant, tenancy and operational record.
A former tenant was selected
Review the recipient and follow the appropriate correction process where the message was sent.
Portal delivery is unavailable
Confirm the selected tenant has active portal access.
The attachment cannot be selected
Check the document is stored and connected to the relevant property or record.
The message failed to send
Review recipient details, delivery settings and the displayed failure reason.
The message is connected to the correct record
The next guide explains how to add a stored document to a message and review the attachment before sending it.
Continue to message attachments