Sending, Reviewing, and Cancelling Letters and Notices With the Certified Mailing Manager

This article will walk you through mailing letters and notices. First Class, Certified, and Certified Return Receipt. Click on the link below to jump to the section:

• Send letters and notices with the Mailing Manager
• Review orders for errors
• Cancelling letters from being sent

Send letters and notices with the Mailing Manager

In your Rentec Direct account:

1. Click on Tenants
2. Click on Mailing Manager
3. Using the dropdown, select a Template or select No Template to enter your own message
4. Enter the Subject of the communication
5. Use the Filter to display the recipients by:
   1. Rent Overdue
   2. Days Until Lease End Indicate the number of days until lease ends
   3. Name to select from a list of all tenants

      1. Check the box for All Recipients or select individuals

         Pro Tip: Update invalid email addresses without losing your place by clicking on Fix. Once the email has been updated and changes saved, page back to return to the Mailing Manager
6. If No Template was selected, enter your custom message using the toolbar to adjust and click on the three dots to insert data fields to populate information from your Rentec Direct account automatically
7. Each of the three submission options through the Mailing Manager allows for review before submission:
   1. Email
      1. Click on Email (to create a temporary batch)
      2. Click on Preview an Email to review before sending
      3. At the bottom of the page
         1. Use the dropdown next to the tenant name to review another tenant letter/notice
         2. Click on the "x" to delete any letter/notice you decide not to send out
      4. Click on Send 
   2. Print allows you to print letters and notices to your preferred printer and is formatted for two window envelopes, with a dotted line indicating where to fold for a perfect fit 
      1. Click on Print
      2. Scroll through and Preview the letters and notices
      3. Use the dropdown to select the Destination
      4. Select only the Pages you would like to print 
      5. Click on Print (or Cancel to go back to the Mailing Manager)
   3. Send Letters creates a batch that allows the documents to be previewed before mailing via the PostGrid offsite mailing service
      1. Click on Send Letters
      2. Click on Preview a Letter to review before sending
      3. Select Mailing Class (When the preference is clicked on, the rate for that method will be displayed)
         1. First Class USPS
         2. Certified with a tracking number to follow the progress
         3. Certified Return Receipt with a tracking number to follow the progress and proof of delivery, perfect for legal notices
      4. Click on Place Order 
      5. Review the Order Detail 

System Notes: 

• A copy of letters and notices sent through the Mailing Manager will be stored in the Tenants' messaging history. 
• With no signup or monthly subscription fees, the only cost is postage for mailings, which is subject to USPS rates and will be included with your monthly Rentec Direct statement, ensuring no surprise bills.

Review Order for Errors

The Mailing Manager of Rentec Direct includes a safety feature that alerts you to addresses that were unable to be verified through USPS. 

After you submit your order, the following steps guide you through how to verify mailings that were unable to be submitted:

In your Rentec Direct account:

1. Click on Tenants
2. Click on Mailing Manager
3. Click on View Orders
4. Check for mailings that Failed due to an address that could not be verified
5. Verify the Mailing Address with USPS
6. Updating addresses
   1. If a tenant's address is incorrect, update the Property Address where they reside
   2. If your address cannot be verified, you will need to edit your contact Information

In your Rentec Direct account:

1. Click on Settings
2. Under Account, click on Your Contact Information
3. Update the address - Begin entering the address and select the correct address from the list of options
4. Click on Save Changes

Cancelling a Letter From Being Sent

You can easily cancel letters from being sent as needed.

In your Rentec Direct account:

1. Click on Tenants
2. Click on Mailing Manager
3. Click on View Orders
4. Click on the Order
5. Check the box next to the letters you would like to cancel
6. Click on Cancel Selected