Generating Welcome Letters
Welcome letters may be created and generate automatically for the new owner once a resale is completed.
When a new owner is added to the association via a resale, the welcome letter generates overnight and is available in the queue to print and mail to the homeowner.
Creating a Welcome Letter Template
To create a welcome letter template:
In CINC, go to Tools > Correspondence Template. In CINC with universal navigation, click Associations > Correspondence Tasks > Correspondence Templates.
Search for All or a specific association.
Choose Welcome Letter from the Template Type dropdown and click New.
Enter a name for the template in the Template Name field.
NOTE: The Template Name should be unique for each association’s welcome letter.
In the body of the template, click the Insert Table icon.
A specific format is required to properly maintain the margins of the letter. Set the following and click OK to insert the table:
Width: 92%
Cell Padding: 0
Cell Spacing: 0
Alignment: Center
NOTE: This area is used for the optional company logo/image (if applicable), and a new row should be added for the text of the letter. A row should also be inserted for every alignment of text needed (left, center, or right).
(Optional) To insert a company logo/image, click the Insert Image icon. Search for and select the desired image for insertion and click OK.
Merge tags may also be inserted in place of an image to be used as a header with the association name, etc. Choose a tag from the Select Tags dropdown, position the cursor in the area within the template where the tag should display, and click Insert.
NOTE: Tags insert association and homeowner information as it was set up in the system (e.g., Address, etc.).
Additional tags are available within the system:
Homeowner Name and Address: Inserts the Property Address information.
Owner Name and Address: Inserts the Mailing Address information.
HOA Assessment Amount: Inserts the assessment amount from the homeowner’s ledger.
Click Save.
Assigning Welcome Letters
Once the welcome letters have been created for each association, do the following:
Select Setup > Association Setup. If you are using universal navigation, click Associations > View All.
Choose an association.
On the Association Information screen, select a Welcome Letter template from the Welcome Letter dropdown.
Click Save.
Adding Additional Documents
If attachments are included as part of the welcome letter, they are generated with the letter in the queue once a resale is completed.
To add additional documents to the welcome letter:
Select Setup > Association Setup. If you are using universal navigation, click Associations > View All.
Choose an association.
On the Association Information screen, click the Notes tab.
Click New.
Enter the following fields and click Save:
Description: Enter a description for the new note.
Corr Type: Select the welcome letter correspondence type from the dropdown.
Status: Select Open from the dropdown.
Note Type: Select Note from the dropdown.
Once the note is saved, a fillable attachment field appears. Click Manage.
Click Choose File to browse to and select the documents to be added as part of the welcome packet.
Click Save after each addition.
If multiple documents are added, enter the order in the Welcome Letter column in which the documents will appear in the packet.
Complete this procedure until all attachments have been added.
Flagging Welcome Letters
Homeowner Statuses used for new owners must be flagged to generate welcome letters as part of the automated process.
Select System > Dropdown Options. If you are using universal navigation, click Settings > General > Drop Down Options.
Select Homeowner Status in the Drop Down List field.
Select the applicable new owner statuses and toggle on Welcome Letter.
Click Save.