Negotiation & Settlement Messaging
Negotiation & Settlement Messaging
Available from: v0.1.40
Negotiation & Settlement Messaging replaces ad-hoc email exchanges with a structured, auditable message thread attached directly to each deduction or dispute. Agents, landlords, and tenants communicate in one place — with full read receipts, timestamps, and attachment support.
Overview
When a deduction or dispute is raised, a dedicated message thread is created for that item. All three parties — agent, landlord, and tenant — can post messages, upload supporting files, and track who has read what, without leaving the platform.
This gives every negotiation a complete, tamper-evident audit trail that can be referenced if a dispute escalates to a formal scheme.
Key Capabilities
Threaded Messaging
Messages are grouped per deduction/dispute item. Each thread is isolated, so a conversation about a cleaning charge does not mix with one about a damaged appliance. Participants can read the full history of any thread at any time.
Read Receipts
Each message shows delivery and read status for every participant. This removes ambiguity about whether an offer or response has been seen, which is particularly important near resolution deadlines.
Timestamps
Every message is recorded with a precise timestamp. The chronological record is immutable — useful for demonstrating responsiveness and good faith during formal dispute proceedings.
Attachment Support
Participants can attach files directly to any message within a thread. Accepted attachment types include:
- Photos (e.g. check-in / check-out inventory images)
- Invoices and quotes from contractors
- Any other supporting documentation
Attachments are stored against the deduction record, not in external email inboxes, keeping all evidence centralised.
How It Works
- A deduction or dispute is created — a message thread is automatically opened for that item.
- Any party sends a message — the agent, landlord, or tenant composes a message (and optionally attaches files) from within the deduction detail view.
- Other parties are notified — participants receive a notification that a new message is waiting.
- Read receipts update — as each participant opens the message, their read status is recorded and visible to all.
- Thread remains open until the deduction is resolved or closed, at which point the full thread is archived with the deduction record.
Roles & Permissions
| Role | Can send messages | Can attach files | Can view read receipts |
|---|---|---|---|
| Agent | ✅ | ✅ | ✅ |
| Landlord | ✅ | ✅ | ✅ |
| Tenant | ✅ | ✅ | ✅ |
All parties have symmetric messaging rights within a thread. Agents may have additional administrative controls (e.g. closing a thread on resolution).
Audit & Compliance
Because all negotiation now happens inside the platform:
- The full thread — including attachments — is stored against the deduction record.
- Timestamps and read receipts provide an objective account of who said what, and when.
- The thread can be exported or referenced during formal deposit scheme adjudication.
- There is no reliance on external email chains, which can be incomplete, altered, or lost.
This supports compliance with the Renters' Rights Act by ensuring every stage of a dispute is transparent and documented.
Frequently Asked Questions
Can a party delete a message after sending it? No. Messages are immutable once sent, preserving the integrity of the audit trail.
What happens to the thread if a deduction is withdrawn? The thread is closed and archived alongside the deduction record. Participants can no longer post new messages but can still view the history.
Is there a message size or attachment size limit? See the platform's current file upload limits in your account settings. These apply to attachments within message threads.
Will parties outside the three roles (e.g. a solicitor) be able to view threads? Not at this time. Thread access is scoped to the agent, landlord, and tenant named on the tenancy record.