This article describes the Format Letters tab of the Company Settings screen.
Background
Using the Correspondence feature, you can send the following letters to tenants:
Notices to Pay or Quit
Rent Increase and Lease Renewal letters
Breeze has default templates for the letters, but you can edit them as needed.
Each template is divided into sections. Before you edit a template, you should print the letter out, so you can understand how each section is used. You can preview and print letters on the Correspondence screen; for directions, see the last section of this article.
To edit tenant letter templates
In the top right-hand corner of the screen, click the arrow and then select Company Settings.
The Company Settings page appears. Open the Format Letters tab.
Select a Type. There are three templates for notice letters, one for three days, one for 5 days, and one for 10 days. There are also three templates for lease renewal and rent increase letters: one for lease renewal and rent increase, one for lease renewal only, and one for rent increase only.
After you select a Type, the letter is displayed on the screen. In each section, you can edit the default text and format it as needed.
Breeze uses tokens as placeholders for information that will vary by tenant. When you generate a letter, Breeze replaces the tokens with specific information from the database. If you need additional tokens, you can look them up in the Item to Replace field.
Testing your changes
After you change a template, you should generate a letter as a test to ensure it appears as expected. Go to Reporting > Correspondence > Tenant and select the appropriate tab:
Notice to Pay or Quit
Rent Increase Letter
If you are making extensive changes to a template, you might need several rounds of editing and testing to achieve the best results. You could open a second Breeze window, and edit in one and test in the other.
Adding Additional Templates
If you need additional templates, for example, a third Notice Letter, you can copy one of the existing templates, save it with a new name, and modify it.
Open the template you want to modify.
Click the Copy button in the upper right-hand corner of the screen.
In the Type field, Breeze changes the name of the template by using the next available number. For example, if there are two existing templates for notice letters, Breeze will call the new one Notice Letter 3.
Change the template as needed and click Save.
The new template will be available as a selection on the Correspondence screen (Reporting > Tenant > Correspondence).
