---
title: Property Vacant Report
slug: property-vacant-report
docTags: 
createdAt: 2025-04-07T08:58:03.515Z
---

The Organization Admin can set up an automated email system to facilitate managing vacant rental units and ensure quick action on move-outs or lease renewals. 

### Accessing Email Configuration Settings

To set up automated property vacancy reminder emails, the Organization Admin should log in and go to **Settings **in the left sidebar. Then, under the **Configuration **tab, **select Email Configuration **to adjust the reminder email settings.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/QdDMesXKbcqh8fHw438JD_image.png)

### Choosing Recipients

Once inside the **Email Configuration section**, the admin will define the **recipients **of the reminder emails. This step is essential to ensure the right people are notified about the vacancy details.

### Recipients May Include

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/2WdccAeHxQE99-QR302SE_image.png)

- **Property Managers** 
- **Co Admin**
- **Business User**
- **Account**

The admin can either select Property Managers from the available list or manually input the email addresses who need to receive the reminder emails.

### Setting The Reminder Days

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/Ozow9uCR-wiXnsMKJyaRo_image.png)

After that admin can choose the **number of days before the Expected Vacate Date** when the reminder email will be triggered.

For Example, the admin can select:

- **15 Days:** A reminder will be sent 15 days before the tenant's expected vacate date.
- **20 Days:** A reminder will be sent 20 days before the expected vacate date.

By selecting a specific number of reminder days, the admin ensures that notifications are sent at a time that gives property managers enough time to plan accordingly. 

### Email Template

The admin will find a Default Email Template which includes the property name, room number, tenant details, and more.

### Detailed Property Information Table

The email will automatically include a **Detailed Property Information Table**. This table is dynamically generated and pulls information directly from the system.

**The table includes:**

- **Property Name: **The name of the property associated with the vacancy.
- **Rental Units:** The specific unit number 
- **Tenants:** The name of the current tenant(s) who will be vacating the property.
- **Notice Period Start Date:** When the tenant gave notice to vacate the room.
- **Expected Vacate Date: **The date by which the tenant is expected to vacate the unit.
- **Current Rent Amount:** The amount of rent being paid for the unit.

::Image[]{src="https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/rtJsgZvqAwUbbPu53ZX4u_image.png" size="48" width="811" height="544" position="center" showCaption="false"}

**Example**

- On May 10, 2025, the system will automatically trigger and send out the reminder email about the upcoming vacate date on May 15, 2025.
- The reminder email will include The Expected Vacate Date (May 15, 2025).