In Breeze, "correspondence" is an email message with a report attached.
On the Correspondence page, you can generate email for a group of tenants; for example, you could send every tenant at a property an email message with their current statement, showing current charges and how much they owe.
To select a tenant correspondence report
Go to Reporting > Correspondence > Tenant.
From the menu on the left-hand side of the page, select the report you want to generate.
Report Name | Description |
Tenant Statement | A Statement is a record of recent charges and payments. By default, it shows the current month and the previous month, but you can adjust the From month in the filter to go farther back. |
Tenant Ledger | The Tenant Ledger is a record of charges to the tenant and payments from the tenant. In the filter, you can select a date range. |
Invoices | An Invoice shows a group of related charges (typically, the charges generated by monthly posting for the current month). To appear together on an invoice, the charges must be detail lines on a single charge record. |
Unpaid Invoices | The Unpaid Invoices report includes all unpaid invoices, from the current month and previous months |
Notice to Pay or Quit | A Notice to Pay or Quit tells tenants who are past due that they need to catch up on missing payments. It also states how long they have before the eviction process starts. |
Rent Increase Letter | You can generate letters for rent increases and lease renewals. For each letter, Breeze pulls the new rent amount and/or the new lease dates from the tenant record. Before you create the letters, you need to:
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Recovery Reconciliation | For Commercial tenants, you can send a letter that explains the recovery reconciliation and any reconciliation charges. |
Renters Insurance | You can send a letter describing each tenant's insurance coverage. |
Minnesota CRP | If you own or manage a rental property in Minnesota, you may need to provide Certificates of Rent Paid (CRPs) to your tenants. |
Lease Builder | Allows you to generate leases for multiple tenants at the same time. |
Lease Abstract | For a Commercial tenant, a Lease Abstract summarizes key information about their lease. On the Correspondence page, you can generate abstracts for multiple tenants at once. |
Mailing Labels | Allows you to print mailing labels for tenants; for example, you could generate and print labels for all the current tenants at a given property. You can use two types of blank label sheets: HP Avery 5260 (3 x 10) and HP Avery 5261 (2 x 10). |
To generate tenant correspondence
After you select a report, a filter appears. We'll use the Tenant Statement as an example. For the other reports, the process is similar.
Complete the filter and click Display. A list of tenants appears.
Select a property and complete the other filter items as needed. (You can run the report for a property or a single tenant.)
If you add text in the Notes field, it will appear on each statement.
In the Sender field, you can select which address to use as the "from" address on statements and invoices. The email address of the management company (which is typically the SPOC Email address on the Company Settings page), the owner, the property, or the user.
Note: If you select a property that has more than one owner, Owner is not an option in this field.
Select a Recipient. By default, the email is sent to the Main Tenant, but you can select any other Contact Types that have been set up, for example, the Billing Contact.
You can remove the unit number from the address block by selecting the Hide Unit No (Address) option.
Click Display. Breeze generates statements.
You can download the statements by clicking View, or you can email them directly to the tenants. When you email a statement, it is also attached to the tenant record in Breeze so that you can see what was sent and when.
You can select all the tenants by clicking the checkbox at the top left of the grid (to the left of Property).
If you want to download and print the statements, select all the tenants and then click View Selected. Breeze generates one PDF that contains all the statements so you can download and print them easily.
You can see the email message that will be sent by clicking Preview. The email opens in a separate window and can be edited.
Two pages vs. one
If a letter extends to a second page, you can modify the size of your company logo and try creating the letter again. (If the logo image is too tall, it may push the contents of the report to a second page.)
To upload a new version of your company logo, go to the Company Settings page.