Send correspondence

Correspondence is the broadcast feature in SNDQ that lets you send messages, documents, and announcements directly to owners. Use it to communicate meeting reports, financial documents, important notices, or any custom message to one or multiple owners across one or more buildings.

Navigate to Correspondence

Go to Correspondence in the left sidebar. The correspondence list shows all sent and draft messages.

Column	Description
Title	Subject of the correspondence
Recipients	Number of recipients
Created	Date created
Status	Sent, Draft, or Failed
Linked building	Building associated with this correspondence
Created by	Who created the correspondence

Create new correspondence

Click New correspondence in the top right corner. The correspondence editor opens.

Compose the message

Subject

Enter the subject in the field at the top of the editor.

Message body

Use the rich text editor to write your message. The editor supports formatting (bold, italic, underline), lists, alignment, images, tables, columns, and links.

Use templates

Click Start with a template to insert a pre-made template that auto-fills the message body with standard text.

TIP

If you have a message that you send regularly (e.g. monthly report, meeting invitation, maintenance notice), save it as a template in Settings → Templates. Next time, just insert the template and send.

Dynamic variables (@-commands)

Type @ in the editor to insert dynamic variables that are personalized per recipient. The available variables depend on the context.

Recipient variables

Variable	Description
@Recipient name	Recipient's full name
@Recipient email	Recipient's email address
@Recipient language	Recipient's preferred language
@Recipient phone	Recipient's phone number
@Recipient address	Full recipient address
@Recipient address line 1	Street and number
@Recipient address line 2	Postal code and city

Building variables

Variable	Description
@Building name	Building name (e.g. "Clay Gardens")
@Building address	Full building address
@Company name building	Legal name of the VME
@VAT number building	VAT number of the VME
@Enterprise number building	Enterprise number
@Total shares building	Total shares in the building

Meeting variables

Variable	Description
@Meeting title	Meeting title
@Meeting type	Meeting type (e.g. General Meeting)
@Meeting start date	Meeting date
@Meeting start time	Meeting start time
@Meeting location address	Full venue address
@Meeting manager name	Syndic name
@Agenda list	Formatted list of all agenda items

Broadcast variables

Variable	Description
@Broadcast title	Title of the correspondence
@Reply email	Reply-to email address
@Current date	Today's date

Send settings

Delivery method

Method	Description
Respect preference	Respect each owner's communication preference (email or letter)
Email	Send to all recipients via email
Letter	Send to all recipients via postal letter (generates PDF)

Additional options

Option	Description
Send in recipient's language	Write separate content per language tab — each owner receives the version matching their preferred language
Custom PDF content	Generate a custom PDF version of the message
Attach files	Attach files (PDF, DOC, DOCX, JPG, PNG, GIF, WEBP — max 10MB)
Schedule send	Schedule the send for a later date and time
Reply email address	Reply-to email address
Email signature	Email signature to include

Select recipients

Click Edit next to the recipients section. The recipient selection panel opens.

Filter by source

Tab	Description
Contacts	Select individual contacts
Building	Select all owners of a building
Units	Select owners of specific units
Workspace	Select all contacts in the workspace

Select by building

1. Click the Building tab
2. Select one or more buildings from the list
3. Choose the recipient type: Primary owners or Co-owners
4. The right panel shows all matching owners with their name, unit, and delivery method
5. Select individual owners or all
6. Click Confirm selection

Preview and send

Save as draft

Click Close and save as draft to save without sending. The correspondence appears in the list with status Draft.

Preview

Click Preview to see how each recipient will receive the message. Use the arrows to navigate between recipients. The preview shows the personalized message with all @-variables filled in.

Test email

Click Send test email to send a test version to yourself before sending to all recipients.

Send

Click Send now to send to all recipients immediately.

Video — Full flow: create and send correspondence

Common use cases

Use case	How
Send meeting report	Use via meeting → Send report (auto-selects owners and attaches PDF)
Send document to all owners	Create new correspondence → attach file → select building → send
Send personal message	Create new correspondence → select individual contact → write message → send
Send notice to specific units	Create new correspondence → select units via Units tab → send
Multi-language announcement	Enable Send in recipient's language → write content per language tab → send

Good to know

• Delivery preference — owners with letter preference show as "Letter" recipients. These generate a PDF that must be printed and mailed manually.
• Failed delivery — check the correspondence list for Failed status. This usually means the recipient has no valid email address.
• @-variables — these are replaced per recipient. Always preview to verify they render correctly.
• File attachments — supported formats: PDF, DOC, DOCX, JPG, PNG, GIF, WEBP. Maximum size: 10MB.
• Multi-language — when Send in recipient's language is enabled, you must write separate content for each language tab.
• Draft — correspondence saved as draft can be edited and sent later.
• Generated letters — correspondence sent via letter is available in the Generated letters tab for download and printing.

Related articles

• Manage Templates
• Send meeting invitations
• Generate meeting report

Need help?

Contact our team at info@sndq.be or use the Get Help option in the SNDQ application.