Automatic Rent Reminders
Set up automatic emails to remind tenants about rent payments and important dates. Never chase payments manually again.
Automatic Rent Reminders
Why Use Automatic Emails?
Stop chasing tenants for rent payments! Automatic emails save you hours every month by:
- Sending rent reminders before the due date
- Following up on late payments automatically
- Keeping records of all communication
- Staying professional with consistent messaging
- Reducing stress - no more awkward phone calls
What Emails Get Sent Automatically?
Rent Payment Reminders
You can set these up:
- X days before rent is due: Advance reminder (you choose 1-30 days)
- On the due date: “Rent is due today” (optional)
- After X days overdue: Late payment follow-up (you choose 1-30 days)
Default settings: 5 days before, due date reminder, 3 days after due date
Lease Expiration Reminders
- 60 days before lease expires: Early renewal discussion
- 30 days before: Renewal decision needed
- 7 days before: Final notice
Late Payment Escalation
(Automatic when payments are overdue):
- Day 7: First late notice + $50 fee
- Day 14: Second notice + $25 additional fee
- Day 21+: Payment plan options offered
Setting Up Your Email Preferences
Basic Settings
Go to Settings → Email Preferences to set up:
- Rent Reminders: Turn on/off completely
- Advance Days: How many days before due date (1-30 days)
- Due Date Reminder: Send email on the actual due date
- Overdue Days: How many days after due date to send follow-up (1-30 days)
- Lease Expiration: Turn on/off 60-day, 30-day, and 7-day reminders
- Payment Links: Include one-click payment links in emails
What You Cannot Change
- Late payment escalation timing (7, 14, 21 days)
- Late fee amounts ($50 initial, $25 additional, $150 max)
- Payment plan options (these are automatic)
What Email Messages Look Like
Typical Rent Reminder Email
Subject: Rent Reminder - Payment Due January 1st
Message:
Hi Sarah,
This is a friendly reminder that your rent payment of $1,200 for 123 Main Street is due on January 1st.
You can pay online using this secure link: [Pay Now]
Thank you, John Smith
What Gets Filled In Automatically
Roomazon automatically includes:
- Tenant names
- Property addresses
- Payment amounts
- Due dates
- Payment links (if enabled in your settings)
- Your name and contact information
Email Templates
Roomazon provides professional email templates for:
- Rent reminders (advance notice)
- Due date reminders
- Late payment notices
- Lease expiration reminders
- Payment plan offers
All templates are designed to be friendly but professional, and include all necessary legal information.
Automatic Late Payment Handling
How It Actually Works
When a rent payment becomes overdue, Roomazon automatically:
- Days 1-3: Grace period (no fees or extra emails)
- Day 7: First late notice email (includes $50 late fee)
- Day 14: Second late notice email (adds $25 additional fee)
- Day 21+: Payment plan offer email (suggests payment arrangements)
Late Fee Structure
The system automatically calculates late fees:
- Initial fee: $50 after 3-day grace period
- Additional fee: $25 after 14 days
- Percentage option: 5% of rent (if higher than flat fees)
- Maximum total: $150 in late fees
Payment Plan Options
After 21 days late, the system offers tenants:
- 3-month plan: 25% down payment, rest over 3 months
- 6-month plan: 15% down payment, rest over 6 months
What You Can Control
- Turn late payment emails on/off completely
- Include payment links in emails
- Customize the email messages
- Set how many days advance notice for rent reminders
Lease Renewal Reminders
When Renewal Emails Are Sent
The system automatically sends lease renewal reminders:
60 days before lease expires: “Time to discuss lease renewal”
30 days before: “Renewal reminder - decision needed”
7 days before: “Final notice - lease expires soon”
What’s Included in Renewal Emails
- Current lease expiration date
- Property address
- Tenant name
- Your contact information
- Call to action to discuss renewal
You Can Turn On/Off
- 60-day reminders
- 30-day reminders
- 7-day reminders
- All lease expiration emails completely
Email Delivery
What You Can Track
- Scheduled: Email is scheduled to be sent
- Sent: Email was sent from Roomazon
- Failed: Email could not be sent
Getting Better Results
- Make sure you have correct email addresses
- Use tenant names in the subject line
- Keep subject lines clear and simple
- Don’t use all caps or lots of exclamation marks
When Emails Don’t Go Through
If an email fails to send:
- Check if the email address is correct
- Ask the tenant for their current email
- Try calling or texting instead
- Keep records of your attempts to contact them
Getting Started with Email Automation
Quick Setup (2 Minutes)
- Go to Settings → Email Preferences
- Make sure “Rent Reminders Enabled” is checked
- Set advance days (default: 5 days before due date)
- Check “Due Date Reminder” if you want emails on the due date
- Set overdue days (default: 3 days after due date)
Default Settings Work for Most Landlords
- 5 days before: Friendly advance reminder
- Due date: Payment due today reminder
- 3 days late: First overdue notice
- Automatic late fees and escalation handle the rest
Coming Soon
We’re working on adding:
- Text message reminders
- Phone call reminders
- Better customization options
Tips for Success
Making the Most of Automated Emails
- Check tenant email addresses regularly to ensure delivery
- Monitor email delivery in your email history to see which ones were sent
- Use the advance reminder setting (1-30 days) that works best for your tenants
- Enable payment links for faster rent collection
What You Can Control
- Turn email types on/off - rent reminders, lease expiration notices
- Adjust advance timing - set how many days before due date to send reminders (1-30 days)
- Set overdue timing - choose when to send late payment follow-ups (1-30 days)
- Payment links - include secure one-click payment options in emails
What’s Handled Automatically
- Email timing - All emails are sent at 9:00 AM in your time zone
- Email content - Professional templates are used for consistency
- Late fee escalation - Follows your configured late fee settings
- Template design - Emails use your business branding if configured
General Email Best Practices
- Keep tenant email addresses up to date
- Check your email history to confirm delivery
- Have backup contact methods (phone, text) for important notices
- Remember some tenants prefer phone calls over email
Legal Considerations
What to Include in Payment Notices
Make sure your emails include:
- Amount owed (rent + any fees)
- Due date
- Late fee information (if applicable)
- How to pay (online, check, etc.)
- Your contact information
State and Local Laws
Different states have different rules about:
- How much notice you must give before charging late fees
- What language is required in notices
- How notices can be delivered (email, mail, posted notice)
Important: Check your local laws or ask a lawyer about requirements in your area.
Keeping Records
Email automation helps you by automatically saving:
- When each email was sent
- Whether it was delivered
- If the tenant opened it
- All of this can be helpful if you ever need to show you properly notified a tenant
Common Questions
Q: Will tenants get annoyed by automatic emails?
A: Most tenants prefer email reminders over phone calls or texts. You can adjust timing and turn off emails for specific tenants who prefer other contact methods.
Q: What if a tenant doesn’t have email?
A: You can turn off email automation for that tenant and handle their communications manually through phone calls or mail.
Q: Can I customize the emails for different properties?
A: Email settings apply to your entire account. All properties use the same timing and templates.
Q: What if my state has specific notice requirements?
A: You can customize all email templates to include any language required by your state or local laws. When in doubt, consult with a local attorney.
Q: How do I know if emails are working?
A: You can see which emails were scheduled and sent in your email history. For delivery confirmation, check with your tenants directly.
What Our Email Templates Include
Roomazon provides professional, well-designed email templates that automatically include:
Rent Reminder Templates
- Subject line with property name and due date
- Tenant’s name for personalization
- Payment amount and due date clearly highlighted
- Property address for reference
- Payment instructions and links (if enabled)
- Professional signature with your name and contact info
Late Payment Templates
- Overdue notice with number of days late
- Late fee information (if applicable)
- Updated total amount due
- Contact information for payment arrangements
- Professional but firm tone
Lease Expiration Templates
- Notice period (60, 30, or 7 days)
- Lease end date clearly stated
- Contact information for renewal discussions
- Professional formatting
All templates are designed to be clear, professional, and legally appropriate while maintaining a friendly landlord-tenant relationship.
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Last updated: January 2025