> ## Knowledge Base Index > Fetch the complete knowledge base index at: https://help.plexflow.ca/sitemap.xml > Use this file to discover available pages before exploring further. > Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash). # Transmission of renewal notices: the importance of the acknowledgement of receipt ### Introduction The transmission of renewal notices is an essential step in rental management. Although current tools let you send these notices quickly, one element remains essential: making sure that the tenant has actually received them. An error in this process can lead to important consequences, including the automatic renewal of the lease under the existing conditions. The validity of this step rests not only on the sending of the notice, but especially on the ability to demonstrate its receipt by the tenant. In practice, it is not the sending that poses a problem, but rather the ability to demonstrate receipt. It is therefore important to adopt methods and follow-ups that let you confirm that the information has been transmitted successfully. Certified email is among the modern solutions used to improve the traceability of sendings. However, its legal scope can vary according to the context. That is why Plexflow works continuously to develop features that let you **increase the elements of proof linked to the transmission**, in particular by making it easier to track the acknowledgement of receipt. In this context, this article presents the good practices to favour, the limits of certain modes of transmission, as well as the tools available in Plexflow to strengthen your proof and improve your follow-up. This article is provided for information purposes only and does not constitute legal advice. ### Sending does not mean receiving Sending a renewal notice, whether by email or otherwise, does not guarantee that the tenant has actually received it. Without proof of receipt: - The response deadline can be contested - The tenant can claim that they never received the notice - Follow-up becomes more difficult and riskier In rental management, **proof of receipt is as important as the sending itself**. The lessor must therefore be able to prove that the notice was actually brought to the tenant’s attention. ### The deadline starts upon receipt In the context of renewals, the deadline (e.g. 1 month) is generally linked to the receipt of the notice. This means that: - The starting point must be clear - It must be based on proof - It must be defensible in the event of a dispute ### A more secure approach: certified email with “Click” Plexflow offers a more reliable solution: certified email with **Clicked** tracking With this method: - 📩 The tenant accesses the notice via a secure link - 🖱️ The action of clicking is recorded - 📊 You have a clear and traceable follow-up The **“Clicked”** status indicates that the tenant has accessed their notice via the secure link. ### What does the “Click” status mean? In Plexflow, the **Clicked** status corresponds to a concrete action by the tenant. This means that the tenant has: - Received the email - Clicked the **“Full notice and response options”** button - Accessed the page of their renewal notice 👉 The “Click” **increases the value of the proof**, because it is based on a voluntary action by the tenant. ![Full notice and response options button](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/bouton_1d9qb7r.png) ### The importance of the “Received” column In Plexflow, the **“Received”** column is a central element for your follow-up. - It represents your **proof of receipt** - It lets you **determine the start of the response deadline (1 month)** - It helps you **prioritize your follow-ups** ### Concrete example - The units with a date in the **“Received”** column ✔️ - The tenant has clicked and consulted the notice - ⚠️ A unit without a date (e.g. apartment 2) 👉 The tenant **has not yet clicked the link in the email** ![Received column in the renewal follow-up](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/recu_13rrwo9.png) ### Is certified email a legally recognized method? Certified email with “Click” tracking is a modern approach that aims to improve the traceability of sendings. At Plexflow, we put in place innovative ways in order to **increase the elements of proof linked to the transmission**, in particular by making it easier to track the acknowledgement of receipt. ### Improved proof… but to be nuanced This type of sending can prove: - ✔️ More secure than certain traditional methods - ✔️ More traceable (click, access, follow-up) - ✔️ Increasingly used and recognized in practice In particular because it is based on a **voluntary action by the tenant (click)**. ### Important limit Despite these advantages: We cannot take a position on the **exact legal value** of this mode of transmission. Each situation can vary according to: - The context - The proof available - The interpretation of the authorities (e.g. the TAL) ### The best practice: combine technology and communication Whatever the mode of transmission used, the best approach remains to **actively make sure of receipt**. ### Triangulate your sendings (strongly recommended) To maximize your chances and strengthen your proof: ✔️ Send the notice by certified email ✔️ Send a **text message** to notify the tenant ✔️ Make a **follow-up call** if needed 👉 Example of a text message: ``` “Hello, a renewal notice has been sent to you by email. Please take note of it. We invite you to check your junk email. If you have not received it, please write to us quickly.” ``` **Note:** The information presented in this article is provided for general information purposes and does not constitute legal advice. It does not replace the advice of a legal professional, adapted to your particular situation.