What This Email Does
This is the first email a resident receives when you request an inspection, and they have never used RentCheck before. It introduces them to RentCheck, provides everything they need to get started, and prompts them to download the app and complete the inspection.
When It Is Sent
This email is sent automatically when you create an inspection, and the assigned resident does not already have a RentCheck account. For scheduled inspections, it goes out on the invite date.
Why Customize It
This is often a resident's very first interaction with RentCheck. A personalized email from your team, rather than a generic platform message, sets the right tone, reduces confusion, and increases the chances they complete the inspection.
Orient residents understand what RentCheck is and why you use it
Set expectations for what the inspection involves
Add context, such as the reason for the inspection
Include incentives or deadlines to drive completion
How to Customize This Email
Navigate to Account in the top navigation.
Select Inspection Messaging from the menu.
Find "Inspection Invitation (First-Time RentCheck Users)" 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}}! I'm Sarah from Sunset Property Management. We use RentCheck to keep things simple for our residents. RentCheck gives you the flexibility to complete this inspection on your schedule. Once done, we'll be automatically notified of any maintenance or safety issues so we can take care of them promptly.
As required by local housing regulations, all residents must complete a move-in inspection within 5 days of their lease start date. Please complete yours by the due date noted above.
It's time to get started on your move-in inspection. Should be completed within 5 days of your move-in date. Completing it promptly helps document the condition of your unit and protects you when it comes to your security deposit at move-out.
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.