How to Send an Email Campaign in Tenancy Manager

What is the Email Campaign service?

Use this feature to send a bulk email to tenants, for example, it could be used for:

• The Information Sheet 2026 required under the Renters’ Rights Act (England).
• A statutory variation statement after legislation change (Wales)
• A change of address to notify tenants with an updated section 48 notice
• Change of managing agent notification
• Change of bank details for rent payments (with fraud-warning best practice)
• New rent payment method/portal launch
• Winter prep reminders (frozen pipes, condensation guidance)
• Holiday office closure notice

Open the Email Campaigns page

1. In the left-hand sidebar, open Tenancy Manager.
2. Click Email Campaigns.
3. You should arrive on the Email Campaigns page at: https://docs.landlordsguild.com/tenancy-manager/email-campaigns

Tip: pulling tenant emails from the Rents view

• If you use Tenancy Manager for tracking rents, navigate to the Rents view in the sidebar, select all tenancies you want to add emails for, and click Bulk Actions → Copy Tenant Service Emails to copy them all to the clipboard.

Start a new campaign

1. On the Email Campaigns page, click + Add in the top right.
2. A pop-up window called New Email Campaign will open.

Add your recipients

1. In Recipients, leave Manual selected if you want to paste or type email addresses directly.
2. In the recipient box, use the field: Add emails
3. If you copied emails from the Rents view as mentioned earlier, paste them into the recipient box and press tab or enter.
4. Otherwise, enter each email address and press Enter to add it.
5. Added recipients appear as separate tags above, with a count such as 6 recipient(s) added.
6. A maximum of 200 can be added per send. If you need more, please contact us.

Optional alternative

• Switch from Manual to CSV Upload to upload recipients from a CSV file. Use 'email' as the header (optional), then all emails in one column. You can download a sample.csv when selecting the CSV upload tab.

Enter the From name

• In From Name, enter the name of the person or entity from whom the email is sent, e.g. My Local Agent or Jayne Smith

Enter the reply-to address

• In Reply To (Optional), enter the email address replies should go to.

Enter the email subject

• In Subject, type the subject line for your campaign.

Write the message body

1. In the Message Body, type the content of your email.
2. The editor includes formatting tools: Paragraph, Bold, Italic, lists, links, images and tables.
3. Include {FOOTER} to insert the email footer taken from Tenancy Manager settings.

Attach the PDF

1. In Attachment (PDF only), click Browse.
2. Select the PDF you want to send.

Important

• Only one PDF file can be uploaded.
• If you are sending a legally required document, double-check you’ve selected the correct PDF before clicking Send.

Send the campaign

1. Review the form: Recipients, From Name, Reply To, Subject, Message Body, Attachment.
2. Accept the terms (no spam or marketing - only used for tenancy management)
3. Click Send. (Or Cancel to abort.)

Check that the campaign appears in the list

1. After sending, you are returned to the Email Campaigns list.
2. A new row appears for your campaign showing Subject, Content preview, and Attachments.
3. Initially, the status will show Queued with Delivered: 0 and Total equal to your recipient count.

Send a test

You can test the service by creating a campaign, adding your email, and sending it.

Monitor delivery status

The campaign status updates over time:

• Queued — accepted, waiting to send.
• Partial — some emails delivered, but not all.
• Delivered — all recipients received it.

View recipient-level results

1. Click the expand arrow beside the campaign row.
2. A section appears titled Recipients for: [your subject].
3. Columns shown: Message ID, Recipient Email, Status, Initiated At.
4. Each row has action icons, including a download button.

Delayed

If a status shows as delayed, please check back in 24/48 hours.

Download delivery evidence

For each recipient, click the download icon to open a delivery report PDF showing:

• Email address
• Status (e.g. DELIVERED / BOUNCED)
• Subject and content
• Attachments
• Event log with timestamps for Sent, Delivered/Bounced, or other event

These reports are useful as proof of sending and delivery outcomes.

Download a sample report.

Important notes and warnings

• Delivered does not mean it was necessarily received or read by the recipient. However, as a landlord, you only need to show that you served the document. It’s no different to posting a letter with proof of postage; it may not have been received or opened by the tenant. The delivery report could still be challenged by a tenant.
• Delivered just means that the provider we use to send emails successfully delivered the email to the recipient’s mail server.
• If any are shown as bounced (or other non-delivered status), you should deal with them manually. You could try sending it from your personal email client or posting a hard copy of the document.
• Emails are sent from notify@notifications.tenancymanager.co.uk, which is unmonitored for receiving emails. The email could be treated as spam by some email services. If the tenant replies, it will be sent to the reply-to address entered.
• If your email mentions an attachment, make sure one is actually selected before clicking Send.
• A Partial status means some recipients did not receive the email — check the recipient list to identify bounces.
• From the action button next to each campaign, you can archive or duplicate.
• The Archived toggle filters the campaign list. If you cannot find a campaign, check whether Archived is on or off.
• Keep the delivery report PDF with their tenancy file. Never rely on any of our features for long-term storage.

Acceptable use and sending limits

By using Email Campaigns, you agree to the following.

What it’s for

Email Campaigns is for messages relating to a tenancy you manage. That includes statutory documents (Information Sheet, written statement, section 48 notices), changes affecting the tenancy (managing agent, bank details, rent portal), and operational notices to your own tenants (office closure, winter prep, maintenance reminders).

What it’s not for

• Marketing, advertising, or promotional content of any kind.
• Messages to anyone who isn’t a current or former tenant of yours.
• Bulk mail to lists you’ve bought, scraped, or otherwise acquired.
• Anything you wouldn’t be willing to defend as a legitimate landlord-tenant communication.

Misuse will result in your access to Email Campaigns or Guild subscription being suspended, and may breach the Guild’s terms of use.

Sending limit

Each campaign is capped at 200 recipients per send. If you genuinely need to send more in a single batch — for example, a large portfolio serving the Information Sheet — contact us, and we’ll consider raising the limit.

By clicking Send, you confirm the message complies with the above and that the recipients are your tenants (or former tenants where the contact remains relevant to their tenancy).

Quick summary

1. Go to Tenancy Manager → Email Campaigns in the sidebar
2. Click + Add
3. Add recipients
4. Fill in From Name and Reply To
5. Enter Subject
6. Write the Message Body
7. Attach the PDF via Browse
8. Click Send
9. Watch for Queued → delivery updates
10. Expand the row to review recipient results and download delivery reports