What This Email Does
This email is a follow-up sent to residents who have not yet completed their inspection. It serves as a final push to get the inspection done before further action is needed.
When It Is Sent
This email is sent automatically when an inspection remains incomplete 3 days after the due date.
Why Customize It
The default reminder is functional but should have urgency and context. A customized reminder that clearly communicates consequences, deadlines, or next steps is far more effective at driving completion.
Reinforce urgency with a firm but professional tone
Reference legal or lease obligations if applicable
Clarify what happens if the inspection is not completed
Provide your direct contact info for any questions or support needed
How to Customize This Email
Navigate to Account in the top navigation.
Select Inspection Messaging from the menu.
Find Final Inspection Reminder (3 Days Overdue) and choose to customize it globally or for a specific template.
Global-level customization:
Template-level customization:
Once you’ve chosen global customization or selected specific templates, use the drag-and-drop editor to customize your email. Add text, images, buttons, and more.
Click Send Test Email to preview, then save your changes.
For a full overview of Email Customization, including how global and template-specific settings work, see the Email Customization Overview.
Real Examples You Can Use
Hi {{recipient.first_name}}, your inspection is still incomplete and is now 3 days overdue. Since you have not responded, {{team_name}} will consider your unit to be in the same condition as at move-in. If that is not the case, please complete your inspection immediately.
Since you are not responding to these communications, we will consider your unit fully functional and free from mold, mildew, water intrusion, and pest infestation. If that is not the case, please reach out to us immediately at {{inspection_contact_info.email}}.
Your inspection is 3 days past due. Please be aware that failure to complete this inspection may impact your security deposit processing and move-out timeline. Complete it now to avoid any delays.
This is your final reminder. Your lease requires this inspection to be completed. If you are unable to complete it by the end of today, please contact us directly at {{inspection_contact_info.email}} so we can make alternative arrangements.
Personalize with Dynamic Smart Fields
Dynamic smart fields in the editor are called Merge Tags. They automatically pull in real information when the email is sent.
For example, instead of writing “Hello Resident,” you can insert the “Recipient First Name” field. It will appear in the editor as `{{recipient.first_name}}`, and when the email is delivered, RentCheck will automatically replace it with the resident’s actual name.
How to Add a Merge Tag
In the email editor, click inside a text block where you want the dynamic smart field to appear.
Click the Merge Tags option in the text editor toolbar.
Select the tag you want to insert from the dropdown list.
The tag will be inserted at your cursor position.
Tip: Use the Send Test Email button to confirm that the dynamic field is added and displays correctly.
Available Merge Tags
The table below shows all available merge tags and which email types they can be used in.
Dynamic Field Name | How Field Appears while Editing |
Recipient Full Name | {{recipient.user_name}} |
Recipient First Name | {{recipient.first_name}} |
Recipient Last Name | {{recipient.last_name}} |
Recipient Email | {{recipient.email}} |
Property Address | {{property.address}} |
Property City | {{property.city}} |
Property State/Region | {{property.region}} |
Property Zip Code | {{property.zip_code}} |
Property Name | {{property.name}} |
Team Name | {{team_name}} |
Team Internal Label | {{team_internal_label}} |
Inspection Template External Name | {{inspection_template.name}} |
Inspection Template Internal Name | {{inspection_template.internal_label}} |
Inspection Template Description | {{inspection_template.description}} |
Inspection Created Date | {{inspection.created_date}} |
Inspection Due Date | {{inspection.inspection_date}} |
Inspection Invite Code | {{inspection.invite_code}} |
PM Contact Email | {{inspection_contact_info.email}} |
PM Contact Phone | {{inspection_contact_info.phone_number}} |
Note: To ensure your contact details appear correctly, make sure your PM contact information is set up in your account. Refer to this article for step-by-step instructions.
Not on the Accelerate Plan Yet?
Email Customization is available on the RentCheck Accelerate plan. Unlock this feature by upgrading to Accelerate, which gives you immediate access to Email Customization plus other advanced features. Start a 14-day free trial of Accelerate or upgrade directly from your billing page. You can also visit our pricing page for more information.
Have additional questions? Don't hesitate to contact our Customer Support team via live chat.