What This Email Does
This email notifies the performer that their completed inspection has been reviewed and approved. It closes the loop on the inspection process and can include notes from your review.
When It Is Sent
This email is sent when you approve a completed inspection in RentCheck, i.e., the inspection moves from “Awaiting Review” → “Approved” status.
Why Customize It
Approval confirmation is a positive touchpoint with your resident. A personalized message reinforces trust, communicates any next steps, and keeps the relationship professional.
Acknowledge the resident's effort in completing the inspection
Include relevant notes or follow-up items from your review
Communicate next steps, such as move-in readiness or deposit timelines
Reinforce a positive, professional relationship
How to Customize This Email
Navigate to Account in the top navigation.
Select Inspection Messaging from the menu.
Find Inspection Approval Confirmation 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 move-in inspection has been approved and is now on file. This report will be used as the baseline condition of your unit when you move out, so we recommend saving a copy for your records.
Your inspection has been approved. Based on the findings, our maintenance team will be reaching out shortly to schedule repairs. You do not need to take any further action at this time.
Your move-out inspection has been approved as of {{inspection.approved_date}}. Your security deposit will be processed in accordance with your lease agreement. You can expect to hear from us within 30 days.
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 Completed Date | {{inspection.completed_date}} |
PM Contact Email | {{inspection_contact_info.email}} |
PM Contact Phone | {{inspection_contact_info.phone_number}} |
Approved By (Name) | {{inspection.approved_by_name}} |
Approval Date | {{inspection.approved_date}} |
Approval Note | {{inspection.approval.note}} |
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.