What This Email Does
This email prompts a resident to review and sign an inspection your team completed, giving them the opportunity to acknowledge findings, add comments, or additional media.
When It Is Sent
This email is sent when you request a review and sign-off from a resident after your team has completed an inspection.
Why Customize It
Asking a resident to review an inspection report can feel unexpected without context. A personalized message explaining why their input matters and what to expect reduces friction and builds transparency.
Explain what the resident is being asked to review
Add a personal note to mention what residents need to check and add
Set expectations for how long the review takes
Communicate what happens after they submit their review
How to Customize This Email
Navigate to Account in the top navigation.
Select Inspection Messaging from the menu.
Find Inspection Review Request 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 to customize emails for, 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 property manager has completed a move-in inspection for your unit. Please review the findings and sign off to confirm the documented condition of your unit. This report protects both you and your property manager at move-out, so please review it carefully before signing.
Our team completed a routine inspection of your unit on {{inspection.completed_date}}. If anything does not look right or you believe something was missed, this is your opportunity to flag it before the report is finalized. Please review and sign by the due date.
As part of your lease renewal process, your property manager has completed an inspection of your unit. Your signature is required to acknowledge the current condition of your unit before your new lease term begins.
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}} |
Inspection Invite Code | {{inspection.invite_code}} |
PM Contact Email | {{inspection_contact_info.email}} |
PM Contact Phone | {{inspection_contact_info.phone_number}} |
Approval Date | {{inspection.approved_date}} |
Review Note | {{inspection.review.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.