In today's fast-paced property management environment, effective communication with tenants, vendors, owners, and investors is critical. Yardi Correspondence, specifically Yardi Voyager Correspondence Reporting, provides a powerful solution that revolutionizes how property management companies manage their communication workflows. This integrated feature enables property managers to generate personalized statements and letters containing unique information for each recipient within a familiar, user-friendly interface.
What is Yardi Correspondence?
Yardi Correspondence is a comprehensive communication management tool built into the Yardi Voyager platform. It enables property management professionals to create, customize, and distribute various types of correspondence, including resident statements, renewal letters, and custom letters, to multiple recipients simultaneously. The system seamlessly integrates with your existing Yardi database, pulling real-time property, tenant, and financial information to create personalized communications on scale.
Yardi Correspondence uses your property management data to fill documents with recipient-specific details automatically. Whether you're sending monthly statements to hundreds of tenants, renewal notices to expiring leases, or quarterly reports to investors, the system ensures accuracy and consistency across all communications.
Powerful Communication Capabilities
The versatility of Yardi Correspondence makes it invaluable for a wide range of communication needs. For tenant correspondence, property managers can generate monthly statements showing charges, payments, and balances, or send lease renewal letters with customized terms and pricing. The system can automatically include property-specific information, payment histories, and upcoming charges—all tailored to each resident.
When communicating with vendors and contractors, Yardi Correspondence can generate work orders, payment notifications, and performance reports that are directly integrated with your maintenance and accounting modules. This ensures that vendors receive accurate and timely information about projects and payments.
For owners and investors, the platform excels at creating professional quarterly reports, distribution statements, and property performance summaries. Each owner receives correspondence containing only their relevant properties and financial data, maintaining confidentiality while streamlining the reporting process.
Familiar and Easy to Use
One of Yardi Correspondence's greatest strengths is its similarity to Microsoft Word's mail merge functionality, a tool with which most office professionals are already familiar. If you've ever created a mail merge document in Word, you'll feel right at home with Yardi Correspondence.
The system uses Word templates that you design according to your brand standards and communication needs. Through the Yardi Merge Tokens Add-In, users can easily insert dynamic data fields (referred to as "tokens") into their templates. These tokens act as placeholders that automatically populate with the correct information for each recipient when correspondence is generated.
The process is straightforward: create your template in Word, add merge tokens where you want dynamic data to appear, upload the template to Yardi, configure your recipient criteria, and generate your correspondence. The system handles the heavy lifting of data extraction and document generation, producing print-ready PDFs or email-ready documents for each recipient.
Templates can be reused repeatedly, modified as needed, and shared across your organization, ensuring brand consistency while reducing the time spent on routine communications. The system also supports conditional logic, formatting options, and custom calculations, providing you with the flexibility to create sophisticated communications without requiring programming knowledge.
Getting Expert Help
While Yardi Correspondence is designed for ease of use, maximizing its potential often requires strategic implementation and customization. Organizations looking to optimize their communication workflows or implement advanced features may benefit from expert guidance. Experienced Yardi consultants, such as those at Assetsoft, can help property management companies design efficient templates, configure complex token logic, integrate correspondence workflows with other Yardi modules, and train staff on best practices.
Whether you're new to Yardi or looking to enhance your existing implementation, Yardi Correspondence represents a significant opportunity to improve operational efficiency and stakeholder communication. By automating personalized correspondence, property management teams can focus less on document preparation and more on building relationships and growing their portfolios.