Contact Correspondence

📨 Browse and Edit Contact Correspondence in Acquaint

To access a Contact’s communication history or send new correspondence:

• Open the Contact’s profile

• Click the Correspondence icon located in the Show group

🗂️ Correspondence Overview

The Correspondence screen displays all interactions related to the Contact and any associated Property, including:

These entries are shown in chronological order and include:

• Date

• Subject/Details

• Property

• User

🔍 Filtering Correspondence

Use the drop-down filters at the bottom of the screen to refine the view:

• All Correspondence is shown by default

• Filter by type (e.g. Letters, Emails, Tasks)

• If filtering by Tasks, an additional Task Status filter appears, allowing selection of:

You can also tick the Exclude Property Marketing Emails checkbox to hide promotional messages.

📅 Mailing List Tracking

The Mailing List group includes:

• Last Checked Date – updated automatically when correspondence is added

• Renewal Date – indicates when the Contact should next be reached; triggers a Home Page reminder when due

• Update Date – manually extends the Renewal Date based on the Contact Type’s mailing cycle

📋 Marketing Preferences

The Marketing Preferences group tracks the Contact’s consent settings:

• Mailing List – includes Contact in postal mailings

• Emailing List – includes Contact in email campaigns

• SMS Text List – includes Contact in text message campaigns

• Pass Details to Third Parties – indicates consent to share details externally

• Pass Details to IFA – allows sharing with financial advisors

• Pass Details to Conveyancer – allows sharing with conveyancers

• Preferences Request Sent – shows if a Marketing Preferences email has been sent, and when

• Preferences Confirmed – shows if the Contact has submitted their preferences, and when

When adding a new Contact, all Marketing Preferences are initially unticked and cannot be manually selected. Upon saving, Acquaint prompts you to send a Marketing Preferences email. Contacts can update their preferences via the provided link, and once submitted, preferences are automatically imported and recorded.

This system supports compliance with General Data Protection Regulation (GDPR).

🛠️ Correspondence Display Options

From the Menu button, you can choose to display:

• Property Marketing Emails

• Work Order Correspondence

• Certificate Correspondence

Example: If you add correspondence to a Work Order, it will not appear in the Contact/Property Correspondence screen unless the relevant filter is enabled.

✉️ Correspondence Actions

You can manage individual correspondence records using the following options:

🧠 Additional Features

• Mailing List fields are visible within the tab, including Last Checked and Renewal Dates

• Home Page Reminders are triggered when a Contact’s Renewal Date is reached

• Update Date button extends the Renewal Date based on Contact Type settings

• Adding an Appointment or Property Offer automatically updates the Last Checked and Renewal Dates

• Link button allows external Word documents to be associated with the Contact

• Edit Subject button customizes the subject line for mailings or linked documents—especially useful when using templates