Send Mail

The Send Mail page displays a list of properties that meet the criteria of the event triggers you’ve turned on. You can access it by navigating to: Lettings > Actions > Send Mail.

How Triggers Work

• Listings will remain under a trigger for 1 week, or until a letter has been generated.

• The exception is the reduction trigger, where listings will remain under this trigger for 14 days.

👉 You can customise your trigger timelines and content in Settings > Event Triggers.

Reviewing and Managing Send Mail

• View details – Click the arrow icons to see which listings or landlords are available to target.

• View property pages – Click the rental property address to open the full property page.

• Exclude listings (one-off) – Untick the box beside landlords you don’t wish to target in a campaign.

• Permanently exclude landlords – Open their profile by clicking the Landlord name and update their Marketing Status.

• Unknown landlords – Either add landlord details manually or purchase the title deed to complete their record.

Printing & Sending

Once you’ve finalised your selection, you can send letters in two ways:

1. Individually – Send campaigns for specific trigger points.

2. In Bulk – Use the buttons at the bottom of the page to send all available letters across all triggers in one go.

You'll have two options to send: 

• Print and Send (Credits) – Letters are posted directly via Spectre’s printers and credits are deducted accordingly. 

• Download Print File – Letters are downloaded for you to print and distribute yourself, no credits are taken. 

👉 If you’re short on time, you can enable Spectre Automation to have these letters sent automatically by navigating to Settings > Automation. 

Previously Sent Mail

You can view, recall, or delete previously generated batches in the Previously Sent Mail tab.

• If a batch is deleted, the listings in that batch will reappear under the relevant triggers on your Send Mail page.

Letter Content Issues

If Spectre detects an issue with your letter content, a warning message will appear. Common issues include:

• “The letter content for this trigger is currently empty”
  → Go to Lettings > Settings > Event Triggers and add content for the trigger.

• “The letter template is too long to fit a single sheet of A4 paper”
  → Fix this by adjusting formatting in Settings:

  • Reduce content length.

  • Adjust margins or font size.

  • Reduce spacing between address, content, and disclaimers.

  • Shorten your signature block in Greetings & Sign-offs.

• “The letter content uses merge fields that have not been configured”
  → Configure branch information in Settings > Merge Fields.
  → Update merge fields in your templates if needed.