Execute a Contract with “Written Notices”
Capabilities Used: Certified Mail, Certified Acknowledgement, Tracking Number, Certified Differences, Certified Forwards, Notice Templates
Contracts often require parties to notify each other of various actions or requests using “Written Notice”. Using email for this is problematic because email messages are not certified. Indeed they can be easily spoofed.
TMail is perfect for this because sending certified mail in TMail is trivial. Similarly responding with certified acknowledgments is also trivial. Not only is the “envelope” certified, but the content is also certified! Further, if the contract is represented as a TMail, then it is trivial for the notices to reference the contract via the Contract TMail Tracking Number. It is also easy for Notices to reference each other.
Consider the example of a Lease between an Apartment Complex and a Resident. Here are some examples of notifications or requests that may be specified as requiring “written notice”
- New Occupant Notice
- Notice of Termination by Resident
- Notice of Termination by Apartment Complex
- Notice of Intent to Move Out
- Notice of Modification of Apartment Complex Rules
- Notice of Change of Utility Provider
- Notice of Lien Exercise
- Notice of Entry to Apartment
- Notice of Rent Increase
- Notice of Lease Change
- Notice of Delay of Apartment Availability
- Notice of Termination Due to Delay of Apartment Availability
- Notice of Report to Law Enforcement Agency
- Repair Request
- Animal Consent Request
- Animal Consent Notification
- Notice to Remove Animal
- Notice of Intent to Remove Unauthorized Animal
- Notice of Contract Breach to Resident
- Notice of Rent Acceleration
- Notice of Holdover
- Courtesy Notice of Lease Term Ending
- Notice of Rule Violation
- Notice of Safety Incident
- Notice of Change of Gate Code
- Notice of Proof of Liability Insurance
- Notice of Approval of Satellite Dish Installation
- Miscellaneous Notices
- Notice of Request for Records
Each of these notices may be sent as a normal (certified) TMail. Alternatively, the apartment complex may choose to create Form Templates for some or all of their notices. For example
- New_Occupant_Notice/trendyapartments.com
- Notice_Of_Termination_By_Resident/trendyapartments.com
- (etc.)
These Templates can be directly referenced in the Lease Agreement. For example the apartment complex may use language such as the following:
“…The resident must notify the Apartment complex of any occupant not named on the lease who stays longer than 7 days by sending a notice via the trendyapartments.com/New_Occupant_Notice template…”.
Of course, like every TMail, the sender and receiver can have a free-form discussion around the certified notice. This greatly increases the utility of the Notice. For example, a resident might provide formal “written notice” via a TMail regarding Notice to Move Out. The resident and the apartment complex can then have a less formal discussion in the same TMail regarding the specifics of the move.
The Lease may specify that all notices should be sent to johnsmith$trendyapartments.com. Alternatively, the apartment complex could create a Role-type user called manager$trendyapartments.com and require that the notice be sent to this user. Multiple regular users can be associated with a role-type Users.
Of course like any TMail, notices may be collaboratively updated. Each update will be a certified update and will not overwrite the original notice.
If the notice is updated by either party then both parties can see exactly what has changed via the certified difference capability.
With all of these capabilities, TMail is a perfect vehicle for Contract Execution via “Written Notices”.
