Overview


Certain property certificates carry a legal obligation to be provided to the tenant. For example:


  • Gas Safety Records must be given to each tenant at the start of a tenancy and within 28 days of every annual renewal.
  • EPCs (Energy Performance Certificates) must be provided at the start of a new tenancy.


SleekTech now supports sending these certificates directly to the tenant by email from within the certificate window, with the option to configure a default behaviour per certificate type so that the right letter is pre-selected automatically.


How It Works

A "Send to Tenant" section appears in the certificate window under the "Instruct to Renew" group when both of the following are true:


1. The property has an active lease (i.e. there is a current tenant).

2. You are either creating a new certificate OR uploading / changing the attached document on an existing certificate.


When the section is visible, you can:

  • Toggle "Send letter" on or off.
  • Select the letter template to use (from the Certificate to Tenant letter group).
  • Review or edit the tenant's email address (pre-filled from the tenant's contact record).
  • Optionally add a CC address (pre-filled from the tenant's CC field if one is set).


When you save the certificate, if "Send letter" is switched on and a valid email address is present, the letter is sent immediately and the action is recorded in the certificate's activity log.


Setting a Default Per Certificate Type

To avoid having to manually configure the send settings every time, you can set a default on each certificate type. Go to:


Settings > Compliance > [select a certificate type and click Edit]




In the certificate type editor, scroll to the "Send to Tenant" section at the bottom. You will see:


  • Send by default — a toggle. When switched on, the "Send letter" toggle in the certificate window will be automatically enabled whenever a new certificate of this type is created or its document is changed (provided there is an active lease on the property).
  • Default letter template — the letter template to pre-select. Only templates from the Certificate to Tenant letter group are listed.


You can still override these defaults manually in the certificate window before saving.


Tips

  1. If you turn "Send by default" off for a certificate type, the "Send to Tenant" section will still appear in the certificate window when the conditions are met — it just won't be pre-enabled.
  2. If the tenant's email address is changed in the certificate window before saving, the contact record is updated automatically.
  3. The send action is only logged if the email is delivered successfully.