With Email Customization, you can personalize the key inspection emails your residents receive, all without leaving RentCheck. Custom messaging helps you:
Introduce your company and set expectations
Explain the purpose of the inspection
Add urgency for time-sensitive inspections
Share incentives for completing on time
Reinforce legal or lease requirements
Bring a personal, relationship-driven tone to every message
The result: No more generic messages. Higher completion rates. Happier residents!
What You Can Customize
You can customize five important inspection email types:
Inspection Invitation (resident has never used RentCheck before)
Inspection Invitation (resident already has a RentCheck account)
Final Inspection Reminder when 3 days overdue
Each email type can be customized independently.
How It Works
You can set customizations at two levels:
Global: Set once, and it applies to all your inspection templates (default or custom) automatically. Ideal for your standard company branding and intro.
Inspection Template Specific: Override the global email for a particular inspection template. Useful when different inspection types call for different messaging. For example, a move-out inspection might need a more urgent tone than a routine maintenance check.
Note:
Template-level customization can only be set for custom templates and NOT RentCheck default templates.
If no customization is set, RentCheck's default email is sent automatically.
How to Set Up Email Customization
Navigate to Account in the top navigation.
Select Inspection Messaging from the menu.
For one of the email types (e.g., Inspection Invitation), you can choose to customize it globally for all inspection templates.
Or you can choose to customize emails for a specific inspection template. Click on the “Specific Inspections” tab for that email type and click “Select Template”.
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 the Send Test Email button on the top right to preview how your email will look in an inbox.
Save your changes and done!
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 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 dynamic field 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}} |
Approved By (Name) | {{inspection.approved_by_name}} |
Approval Date | {{inspection.approved_date}} |
Approval Note | {{inspection.approval.note}} |
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.
Real Examples You Can Use
Hi {{recipient.first_name}}! I'm Sarah from Sunset Property Management. We use RentCheck to make inspections quick and easy for you.
We're doing seasonal HVAC checks to help keep your heating costs down this winter.
Complete your inspection in 7 days and receive a $25 gift card!
This move-out inspection is required and must be completed within 48 hours.
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.