A mailing template is a tool in Buildium that allows you to create mail merge templates for Mailings to communicate with residents, rental owners and vendors
Synonyms include form letter and mail merge.
For example:
- Whenever a resident disobeys our pet policy, I use Buildium to generate a violation notice to place in the mail.
- I've customized our company's move-in letter to include lease specific information that automatically generates from Buildium's data.
- Buildium makes it easy to customize the welcome letters for our residents.
In this article, you'll learn about:
- Mailing tokens
- How to add a mailing template
- How to edit a mailing template
- How to delete a mailing template
1. Mailing tokens
When you create or edit a mailing template, you'll want to make use of tokens.
Tokens are placeholders for variable data in form letters and emails.
For example, a [[Tenant_First_Name]] token refers to the first name of a tenant. If you have a holiday greeting form letter for all your tenants, you can add the token to the form letter. When Buildium generates the mailing, it automatically inserts the name of the tenant for each unit from the data in its system.
The tokens available to use are based on the recipient type selected for the mailing template.
There are 4 recipient types:
TenantsShow
| Token | What it does |
|---|---|
| Current date | Inserts the date the mailing was generated. |
| Current month | Inserts the current month. |
| Current year | Inserts the current year. |
| Following month | Inserts the next month. |
| Following year | Inserts the next year. |
| Lease account number | Inserts the lease's account number. |
| Lease all tenants | Inserts all tenants on the lease. |
| Lease comments | Inserts the comments field on the lease. |
| Lease deposits held | Inserts the total of Deposits Held on the lease's ledger. |
| Lease end date | Inserts the Lease End Date for the unit. |
| Lease late fee information | Inserts the lease's late fee policy. |
| Lease rent | Inserts the Lease Rent for the unit. |
| Lease rent due day | Inserts the rent due date for this lease, as detailed in either the Property Details or Lease Detail screen. |
| Lease start date | Inserts the Lease Start Date for the unit. |
| Property address line 1 | Inserts the Address 1 line of the property. |
| Property address line 2 | Inserts the Address 2 line of the property. |
| Property address line 3 | Inserts the Address 3 line of the property. |
| Property name | Inserts the Property name. |
| Rental owner name | Inserts the name of the Rental Owner who owns the property. If there are multiple Rental Owners, this token with insert the first one sorted alphabetically. |
| Sender email | Inserts the email address of the Mailing Sender. |
| Sender name | Inserts the name of the Mailing Sender. |
| Sender phone | Inserts the phone of the Mailing Sender. |
| Sender signature | Inserts the signature of the Mailing Sender. |
| Sender URL | Inserts the website of the Mailing Sender. |
| Tenant address 1 | Inserts the Address 1 line of the first tenant on the lease. |
| Tenant address 2 | Inserts the Address 2 line of the first tenant on the lease. |
| Tenant address 3 | Inserts the Address 3 line of the first tenant on the lease. |
| Tenant city/locality | Inserts the City of the first tenant on the lease. |
| Tenant comments | Inserts the Comments of the first tenant on the lease. |
| Tenant email | Inserts the email address of the first tenant on the lease. |
| Tenant first name | Inserts the first name of the first tenant on the lease. |
| Tenant last name | Inserts the last name of the first tenant on the lease. |
| Tenant postal code | Inserts the postal code of the first tenant on the lease. |
| Tenant rent balance | Inserts the outstanding balance for Rent Income on the lease ledger as of today. |
| Tenant state/province/territory | Inserts the state, province, or territory of the first tenant on the lease. |
| Tenant statement balance | Inserts the running balance on the lease ledger as of today. |
| Tenant statement detail | Inserts the most recent three months of transactions of the lease ledger. |
| Unit address line 1 | Inserts the Address 1 line of the unit. |
| Unit address line 2 | Inserts the Address 2 line of the unit. |
| Unit address line 3 | Inserts the Address 3 line of the unit. |
| Unit city | Inserts the city where the unit is located. |
| Unit number | Inserts the unit number. |
| Unit postal code | Inserts the postal code where the unit is located. |
| Unit state | Inserts the state where the unit is located. |
Association ownersShow
| Token | What it does |
|---|---|
| Current date | Inserts the date the mailing was generated. |
| Current month | Inserts the current month. |
| Current year | Inserts the current year. |
| Following month | Inserts the next month. |
| Following year | Inserts the next year. |
| Association Owner account number | Inserts the Association Owner's account number. |
| Association Owner address 1 | Inserts the Address 1 line of the first Association Owner on the unit. |
| Association Owner address 2 | Inserts the Address 2 line of the first Association Owner on the unit. |
| Association Owner address 3 | Inserts the Address 3 line of the first Association Owner on the unit. |
| Association Owner association fee due day | Inserts the due date for this property, as detailed in the Property details. |
| Association Owner city/locality | Inserts the City of the first Association Owner on the unit. |
| Association Owner comments | Inserts the Comments of the first Association Owner on the unit. |
| Association Owner email | Inserts the email address of the first Association Owner on the unit. |
| Association Owner first name | Inserts the first name of the first Association Owner on the unit. |
| Association Owner last name | Inserts the last name of the first Association Owner on the unit. |
| Association Owner late fee information | Inserts the association's late fee policy. |
| Association Owner postal code | Inserts the postal code of the first Association Owner on the unit. |
| Association Owner state/province/territory | Inserts the state, province, or territory of the first Association Owner on the unit. |
| Association Owner statement balance | Inserts the running balance on the lease ledger as of today. |
| Association Owner statement detail | Inserts the most recent three months of transactions of the ownership account ledger. |
| Property address line 1 | Inserts the Address 1 line of the property. |
| Property address line 2 | Inserts the Address 2 line of the property. |
| Property address line 3 | Inserts the Address 3 line of the property. |
| Property name | Inserts the Property name. |
| Sender email | Inserts the email address of the Mailing Sender. |
| Sender name | Inserts the name of the Mailing Sender. |
| Sender phone | Inserts the phone of the Mailing Sender. |
| Sender signature | Inserts the signature of the Mailing Sender. |
| Sender URL | Inserts the website of the Mailing Sender. |
| Unit address line 1 | Inserts the Address 1 line of the unit. |
| Unit address line 2 | Inserts the Address 2 line of the unit. |
| Unit address line 3 | Inserts the Address 3 line of the unit. |
| Unit city | Inserts the city where the unit is located. |
| Unit number | Inserts the unit number. |
| Unit postal code | Inserts the postal code where the unit is located. |
| Unit state | Inserts the state where the unit is located. |
Rental ownersShow
| Token | What it does |
|---|---|
| Current date | Inserts the date the mailing was generated. |
| Current month | Inserts the current month. |
| Current year | Inserts the current year. |
| Following month | Inserts the next month. |
| Following year | Inserts the next year. |
| Rental Owner address 1 | Inserts the Address 1 line of the Rental Owner. |
| Rental Owner address 2 | Inserts the Address 2 line of the Rental Owner. |
| Rental Owner address 3 | Inserts the Address 3 line of the Rental Owner. |
| Rental Owner city/locality | Inserts the Rental Owner's city. |
| Rental Owner comments | Inserts the Rental Owner's comments. |
| Rental Owner email | Inserts the Rental Owner's email address. |
| Rental owner full name | Inserts the name of the Rental Owner who owns the property. If there are multiple Rental Owners, this token with insert the first one sorted alphabetically. |
| Rental Owner postal code | Inserts the Rental Owner's postal code. |
| Rental Owner properties | Inserts the properties owned by the Rental Owner. |
| Rental Owner state/province/territory | Inserts the Rental Owner's state, province, or territory. |
| Sender email | Inserts the Rental Owner's email address. |
| Sender name | Inserts the name of the Mailing Sender. |
| Sender phone | Inserts the phone of the Mailing Sender. |
| Sender signature | Inserts the signature of the Mailing Sender. |
| Sender URL | Inserts the website of the Mailing Sender. |
VendorsShow
| Token | What it does |
|---|---|
| Current date | Inserts the date the mailing was generated. |
| Current month | Inserts the current month. |
| Current year | Inserts the current year. |
| Following month | Inserts the next month. |
| Following year | Inserts the next year. |
| Sender email | Inserts the email address of the Mailing Sender. |
| Sender name | Inserts the name of the Mailing Sender. |
| Sender phone | Inserts the phone of the Mailing Sender. |
| Sender signature | Inserts the signature of the Mailing Sender. |
| Sender URL | Inserts the website of the Mailing Sender. |
| Vendor address 1 | Inserts the Address 1 line of the Vendor. |
| Vendor address 2 | Inserts the Address 2 line of the Vendor. |
| Vendor address 3 | Inserts the Address 3 line of the Vendor. |
| Vendor city/locality | Inserts the Vendor's city. |
| Vendor email | Inserts the Vendor's email address. |
| Vendor full name | Inserts the Vendor's name. |
| Vendor postal code | Inserts the Vendor's postal code. |
| Vendor state/province/territory | Inserts the Vendor's state, province, or territory. |
Use tokens when adding or editing a mailing template.
2. How to add a mailing template
To add a mailing template:
- Navigate to Communications > Mailing templates.
- Click Add template.
- Select a recipient type, name the template, and enter a description.
- In the editor, fill in the form with the text you want to generate as a template. Use the T icon highlighted in yellow to add tokens based on the recipient type you selected.
- When the form is complete, click Save.
3. How to edit a mailing template
To edit a mailing template:
- Navigate to Communications > Mailing templates.
- Click the quickmenu next to the template you want to edit.
- Make the necessary updates, then click Update.
4. How to delete a mailing template
To delete a mailing template:
- Navigate to Communications > Mailing Templates
- Click the name of the template you want to delete.
- Click the small arrow to the right of the template, then click Delete.
- Click Delete template to confirm.
| Article #: | 112452 |