Generate a letter from a saved RTB notice to keep it linked to that notice and available in the tenant’s Letters section.
Set up letter templates
In Settings > Letter Templates, create an active template with the appropriate letter type:
- RTB Warning Notice for warning notices.
- RTB Termination Notice for notices of termination.
You can create multiple templates of each type, for example for different circumstances. Affinity filters the list by letter type, not the template’s name or the notice reason. Your organisation is responsible for approving the wording and choosing the appropriate template.
Generate a letter
- Open the tenant and select RTB > Warnings & Terminations.
- Open the notice and check its details and dates.
- Select Options > Generate Letter.
- Check the Letter Date, Subject and Address, and select a matching template.
- Click Next, review the generated content and make any required corrections.
- Click Add to save the letter.
If no matching templates are available, ask an administrator to add or activate a template with the correct letter type. Access to letter generation depends on your RTB and correspondence permissions.
Where the letter is stored
Saved letters appear under Notice Letters on the notice and under Correspondence > Letters for the tenant. These are links to the same saved letter, not separate copies. More than one letter can be linked to a notice.
Generating a letter does not serve it on the tenant or submit it to the RTB. Complete the appropriate service process separately and update the notice’s service and receipt dates when known.
Use notice tags in templates
The template editor lists the available RTB Notice Tags. These are populated when you generate the letter from a notice:
| Tag | Information inserted |
|---|---|
| --RTB_IDENTIFIER-- | Affinity notice identifier |
| --RTB_TYPE-- | Notice type |
| --RTB_REASON-- | Recorded reason |
| --RTB_DESCRIPTION-- | Description |
| --RTB_NOTICE_DATE-- | Date of Notice |
| --RTB_EXPIRY_DATE-- | Expiry of Notice for a warning, or Termination Date for a termination |
| --RTB_DAYS_OF_NOTICE-- | Days of Notice |
| --RTB_TENANT_SERVED_DATE-- | Date Served on Tenant |
| --RTB_RECEIVED_DATE-- | Date Received by RTB |
Dates use DD-MMM-YYYY. Missing dates are left blank. Tags use the notice details recorded when the letter is generated: changing the notice afterwards does not automatically rewrite a saved letter. Always review the final letter before issuing it.
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