Creating letter templates
In this article, we explain how you can create custom letter templates in LAFT. Letter templates are typically used when sending out letters with notice to tenants, e.g. in connection with index and gang regulation, termination of tenancy or request for deviation.
Table of Contents
The rental module in LAFT includes some ready-made letter templates as standard that you can use:
- Indexation of rent.
- Gang regulation of rent.
- Request for waiver.
- Notice of deviation.
- Termination of tenancy.
If you want to customize letter templates with your own text, company logo/municipal coat of arms, etc., this can be done via custom letter templates.
How to create custom letter template:
- In the rental module, click on Letter templates in the menu > select the Letter templates (beta) tab.
- Click New Letterhead.
- Give the letter template a name (e.g. Index adjustment).
- Check whether you want to include a logo, and whether it should be right or left aligned. You can also easily adjust the height of the logo.
- You can then design the letter template as you wish. There is an editor available that you may recognize from the Office suite (Word, etc.).
- Use the Preview button to see what your template will look like as you go.
In order for the text to be adapted to each individual tenancy with the correct address, rent, tenant, etc., various variables must be entered as part of the text. At the bottom of this article you will find an overview of the variables you can enter (also found in the info button on the page where you create custom letter templates). For example, a template entered with various variables will initially look like this:
When the letter template is then downloaded to a specific tenancy, the text with variables will be customized:
When you are satisfied with the design, click the Save button.
How to download custom tenancy letter template:
It is currently not possible to download custom letter templates by navigating to the tenancy agreement. Only standard letter templates are currently supported there.
- Click the Create Custom Letter (beta) tab.
- Select the letter template you want to download from the drop-down menu.
- Check all tenancies that should receive a letter.
- Click Create letter for selected tenants.
The file with the letter templates is downloaded as a .zip file to your PC, and can be printed out and sent by mail in the usual way.
Variables
| Explanation of how to insert values from the system into the text. NOTE! If you have created custom fields on the rental object, they will also have their own variables and can be included in the letter template. | ||
|---|---|---|
| Enter this as part of the text | Explanation | Note |
| %{recipient_address} | Recipient's full address | Contains multiple lines. |
| %{tenant.name} | Tenant's name | |
| %{tenant.firstname} | Tenant's first name | Only relevant for private individuals |
| %{tenant.lastname} | Tenant's last name | Only relevant for private individuals |
| %{tenant.address} | Tenant's address (street address, zip code and city) | |
| %{tenant.address_street} | Tenant's street address | |
| %{tenant.address_city} | Tenant's zip code and location | |
| %{tenant.email} | Tenant's email | |
| %{tenant.phone} | Tenant's phone number | |
| %{tenant.ssn} | Tenant's personal identification number | Only relevant for private individuals |
| %{tenant.birthday} | Tenant's date of birth | Only relevant for private individuals |
| %{tenant.org_nr} | Tenant's organization number | Only relevant for organization |
| %{tenant.org_contact_person} | Contact person | Only relevant for organization |
| %{contact_person.name} | Contact person's name | Only relevant for private individuals |
| %{contact_person.firstname} | Contact person's first name | Only relevant for private individuals |
| %{contact_person.lastname} | Contact person's last name | Only relevant for private individuals |
| %{contact_person.address} | Contact person's address | Only relevant for private individuals |
| %{contact_person.address_street} | Contact person's street address | Only relevant for private individuals |
| %{contact_person.address_city} | The contact person's postcode and location | Only relevant for private individuals |
| %{contact_person.email} | Contact person's email | Only relevant for private individuals |
| %{contact_person.phone} | The contact person's telephone number | Only relevant for private individuals |
| %{username} | Logged in user name | |
| %{user.firstname} | Logged-in user's first name | |
| %{user.lastname} | Logged-in user's last name | |
| %{user.email} | Logged in user's email | |
| %{user.phone} | Logged-in user's phone number | |
| %{user.role} | Logged-in user's role in the system | |
| %{residence.address} | Rental property address | |
| %{residence.address_street} | Rental property's street address | |
| %{residence.address_city} | The rental property's zip code and location | |
|
%{lease.id} %{lease.current_fee} |
The tenancy ID number in LAFT Current rent |
|
| %{lease.new_fee} | Rent at the next regulation | |
| %{lease.total_current_fee} | Current rent incl. additional costs | |
| %{lease.total_new_fee} | Rent at next regulation incl. additional costs | |
| %{lease.current_fee_without_vat} | Current rent excluding VAT | |
| %{lease.new_fee_without_vat} | Rent at next regulation excluding VAT | |
| %{lease.total_current_fee_without_vat} | Current rent incl. additional costs excluding VAT | |
| %{lease.total_new_fee_without_vat} | Rent at the next regulation incl. additional costs excluding VAT | |
| %{lease.additional_fees} | Total additional costs | |
| %{lease.additional_fees_without_vat} | Total additional costs excluding VAT | |
| %{lease.valid_from} | Lease start date | |
| %{lease.valid_to} | Lease end date | |
| %{lease.index_regulation_date} | Date of next indexation | |
| %{lease.market_regulation_date} | Date of next adjustment to current rent | |
| %{current_date} | Today's date | |
| %{property_owner.name} | Landlord's name | |
| %{property_owner.address_visit} | Landlord's visiting address | |
| %{property_owner.address_postal} | Landlord's mailing address | |
| %{property_owner.address_city} | Landlord's zip code and location | |
| %{property_owner.email} | Landlord's email | |
| %{property_owner.phone} | Landlord's phone number | |