Tenantivo keeps both channels. Chat is the running conversation. Letters are formal PDFs rendered from templates, stored with the tenant, and delivered on the portal or by email. This is not legal advice about which notice your state requires. It is how to stop treating a text thread as your notice file.
Chat versus a letter
| Use chat when | Send a letter when |
|---|---|
| Scheduling a repair or answering a question | You need a dated notice the resident can open later |
| Confirming a showing or a vendor arrival window | Notice to enter, nonpayment, or a lease violation |
| The message would be meaningless without the thread | You may need to resend or download the same document |
A letter does not replace the conversation. Send the notice, then use chat if you still need to coordinate the visit.
How a letter is sent
Open Tenants → Letters. The list is letters you have already sent, by tenant or by date. Choose Send letter, pick the tenant, enter a title, and attach the PDF. Letters are built from templates (RTF or the PDF builder), stored, and delivered to the tenant portal or by email.
- Title the notice the way you would title the paper version.
- Start from a template for repeats such as a renewal or a notice to enter, then adjust the text before you send.
- The resident opens notices under Letters in the tenant portal.
History, resend, and download
The letter list is the follow-up file. Open a row to see when it was sent and delivery status when the system tracks sent or read. Resend if the resident did not receive it. Download a copy for your own records.
That history is what you want when someone says they never got the notice. A chat search is a poor substitute six months later.
Where this lives in Tenantivo
Managers send from Tenants → Letters. Residents read them in tenant Letters. Everyday messages stay in Chats. Signed leases are a different workflow — those go through Firma, not a notice template.