Differential Rent Reviews — generate and download income request letters

A Differential Rent review can produce up to three income request letters. The first letter requests the information; the second and third are reminders for tenants whose details remain outstanding.

Before starting, create the review and confirm its tenant list using Save and continue.

Check the letter templates

In the letter template settings, select the Differential Rent Review Templates tab and check the wording for each letter before generating it. These income request templates are separate from the Differential Rent Assessment Cover Letter and the CREL Rent Review Notice letter types.

Generate the first letter

1. Open Tenants > Rent Reviews and open the Differential Rent review.
2. In Income requests, check the Letter date.
3. Select Queue letter 1.
4. Follow progress in Letter generation and downloads. Use Refresh progress to update the counts.

Affinity prepares the letters in the background. You can leave the page and return later. The PDFs are split into batches of up to 50 tenancies; a batch may contain more than 50 pages.

Generation creates PDFs for printing and posting. It does not send an email or confirm that a letter has been posted or received.

Download the letters

Select a PDF batch to download that batch. Once the letter stage is complete, Download all (ZIP) downloads all its PDF batches together. The ZIP contains separate PDFs, not one combined document.

Downloading again retrieves the same generated files. Search and housing-group filters in the tenant list do not change the contents of those files.

Generate reminders

1. Record any returned income details before generating the next letter.
2. Once the preceding letter stage is complete, check the letter date and select Queue letter 2 or Queue letter 3.
3. Review progress and download the resulting batches.

Tenancies marked as returned are excluded from subsequent reminders. Affinity rechecks returned details and eligibility before preparing each batch. If details arrive after a PDF has already been generated, that PDF remains unchanged; check it before posting.

If generation stops

Skipped entries can include returned details or tenancies that are no longer eligible. If generation stops with an error, use Retry remaining letters after the issue is resolved. Completed batches are retained.

Delete a generated letter

Only the latest letter stage can be deleted. For example, if letters 1, 2 and 3 exist, only letter 3 can be deleted.

1. Select Delete letter for the latest stage.
2. Read and confirm the deletion message.

This removes that stage's PDF batches, recorded tenant letter dates and linked correspondence entries. Earlier letter stages and returned-details dates are retained. Downloaded or printed copies are not recalled. You can then generate the deleted stage again if required.

Template changes do not alter files already generated. Check the template before requeuing a deleted stage.