In Breeze, 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:
Increase the rent, if needed, either manually or with the Rent Increase function.
Change the lease dates, if needed.
Templates
There are three default templates:
Rent increase and lease renewal
Lease renewal only
Rent increase only
To send rent increase and lease renewal letters
Go to Reporting > Correspondence > Tenant. Select Rent Increase Letter.
The filter appears.
Complete the screen.
Some of the fields are used to filter the tenants, and some provide input for the letters.
Filter Fields: Property, Tenant, Status, and Days to Lease Expiration.
You can use Days to Lease Expiration to limit the results to tenants with leases that are ending soon, for example, within 60 days.
Email on File Options allows you to filter for recipients who have an email address in the system or those who do not. For example, you could run the function once for tenants who have an email address, and send the email, and then run it again for those who do not, and print the ledgers and mail them via regular mail.
Input for the Letters: Date on Form, Letter Type, Sender, Recipient, Response Date, Days Notice, and Include Occupants.
Response Date and Days Notice appear in the lease agreements if the template contains tokens for them. Days Notice is the number of days before a change in lease terms, for example, a rent increase. Response Date is how long tenants have to respond.
Click Display. The screen displays the tenants that match the filter criteria.
There are two ways to use the screen:
You can select multiple tenants and use the buttons on the top left:
View: Downloads the letters in a single PDF, so you can open them and view them.
Email: Sends the emails with the letters attached
You can work with individual tenants, using the links at the end of each row:
View: Downloads the letter, so you can open it and view it.
Preview: Opens the email message, so you can view it or edit it.
Send: Sends the email message with the attached letter.