What This Email Does
This email notifies a resident that a new inspection has been created for their unit. Because the resident already has a RentCheck account, the email skips the onboarding context and focuses on prompting them to complete the inspection.
When It Is Sent
This email is sent automatically when you create an inspection, and the assigned resident already has an existing RentCheck account. For scheduled inspections, it goes out on the invite date.
Why Customize It
Even returning residents benefit from context. A personalized message explaining why this particular inspection is happening, what is expected, and when it is due leads to faster completion and fewer follow-up questions.
Explain the specific purpose of this inspection
Reinforce urgency or deadlines
Add incentives for on-time completion
Maintain your brand voice across every touchpoint
How to Customize This Email
Navigate to Account in the top navigation.
Select Inspection Messaging from the menu.
Find "Inspection Invitation (Returning Residents)" 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}}, it's time for your annual inspection at your unit. You know the drill. Complete it on your phone at your own pace. Should be completed by the due date noted above.
It's time to complete your move-out inspection. Should be completed on your move-out date. Completing it once vacated will help expedite your move-out process and security deposit processing. Failure to complete may delay security deposit processing.
We're doing seasonal HVAC checks to help keep your heating costs down this winter. Complete your inspection by the due date, and we'll make sure any maintenance issues are taken care of before the cold sets in.
Have concerns about completing the inspection on time? Please reach out to us directly at {{inspection_contact_info.email}} to let us know.
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.