How should I notify my landlords about switching to agentOS or agentPay?
Use our template letter to inform landlords about the changeover, and share our example statement so they can see how their new rental statements will look.
We provide a template letter specifically designed to notify your landlords about the upcoming software changeover to agentOS or agentPay. This letter helps you provide clear communication about the impending changes, reassures landlords about the transition, and helps manage their expectations.
The template below can be customised with your agency details, including your contact information and expected changeover date. Using this template helps maintain strong relationships with your landlords during the changeover period.
Important: When sending this letter to your landlords, include your agency's contact information (not agentOS contact details). Landlords should contact you directly with any questions about the changeover.
Example landlord statement: We recommend including an example statement with your letter to show landlords exactly how their rental statements will appear when generated from agentOS. This helps reassure them about the professional appearance and manages their expectations during the transition. The statement layout and colour scheme can be customised during your onboarding journey.
Landlord Changeover Letter Template
Copy the template below and customise it with your agency information:
Dear <Landlord name>,
Important update: We're upgrading our property management system
We are pleased to announce that on <expected date>, we will be upgrading our lettings software to agentOS/agentPay, an award-winning cloud-based property management system. This change follows careful research and planning, and we're confident it will significantly enhance the service we provide to you.
Why we're making this change
Modern technology now enables us to offer a more efficient, transparent service with innovative features that benefit both landlords and tenants. We believe this upgrade will improve your experience and make managing your property investment easier.
What will change for you
The most noticeable change will be the appearance of your monthly rent statement. We've enclosed an example with this letter so you can see what to expect.
New online access through MyProp
We're also introducing MyProp, a secure online portal where you can log in at any time to:
- View your statements and documents such as safety certificates
- Access individual property breakdowns and financial reports
- Check the progress of any ongoing works
- Read feedback from prospective tenants whilst your property is being marketed
- Monitor rent collection and payment history
Getting access to MyProp
After <changeover date>, you can create your own MyProp account by visiting myprop.app and creating an account.
Your tenants will also have their own MyProp portal where they can report maintenance issues and track repairs.
Our commitment to you
We have carefully planned this transition to ensure minimal disruption. All your property and financial information will be transferred securely to the new system, and your dedicated property manager remains your main point of contact throughout.
Our goal is to streamline our operations and, ultimately, reduce paper communications whilst improving the speed and quality of our service to you.
Questions or feedback?
We welcome your thoughts and are here to help if you have any questions about this change. Please contact your property manager or our office on <insert agency phone number> or <insert agency email>.
We'll keep you updated as we develop additional features, and we look forward to providing you with an even better service through agentOS/agentPay and MyProp.
With best wishes,
<Agency name/Signature>
What to customise in the template:
- <Landlord name> - Replace with actual landlord name
- <expected date> - Your planned changeover date
- agentOS/agentPay - Delete whichever doesn't apply
- <changeover date> - When MyProp will be available
- <insert agency phone number> - Your agency's phone number
- <insert agency email> - Your agency's email address
- <Agency name/Signature> - Your agency name and signature
If you need assistance customising this letter or have questions about the changeover communication process, contact onboarding@agentos.com.