Violation letters have been updated to ensure that notices are delivered correctly when a property has multiple contacts with different mailing addresses and delivery preferences. Letters and emails are now generated per contact and mailing address, with linked contacts sharing a single letter and email-preference contacts receiving email delivery automatically.
The following describes the enhancements made to violation letters in this release:
Updated logic when generating letters:
Owner Address generates letters for contacts with Owner toggle enabled, using designated Mailing Addresses.
Linked contacts on the Contacts tab in CINC receive one letter addressed to both.
Email preference contacts receive one email regardless of multiple mailing addresses.
Paper Source Email settings can override contact preferences (e.g., "Email and Letter" sends both formats even if contact prefers email only).
Enhanced recipient handling when posting violations:
One letter per mailing address for Property Contacts (addressed to both).
Separate letters per mailing address for Additional Owners and Linked Contacts.
Mailed letters and emails separated automatically based on contact preferences and Paper Source configuration.
PDF downloads (Recent Reports) contain mail-only letters.
Email letters available on the Email Correspondence page with violation job filter.
All letters attached to Correspondence Notes.
Clicking Preview from the New Violations page or the Quick Violation Escalation page now shows:
All letters (email and print) in one PDF.
One letter per address for property contacts.
Separate letters per address for additional/linked contacts.
Business names are used when enabled.
Violation letters with LetterStream or HOA Mailers as the Paper Source destinations now export from the Export Print Jobs page. LetterStream or HOA Mailers integration must be enabled.
Print jobs display after generation.
Displays contact names (not primary homeowner).
Shows linked contacts as Contact 1 and Contact 2.