Reviewing Documents and Reminders

Every uploaded compliance file needs a human review. Lettie stores the file first, suggests details where it can, and keeps the record Under Review until those details are confirmed.

Who can do what

Direct landlord

You can upload, review, edit, replace and set reminder timing for records on your own properties.

Agency

  • Owner and Admin can manage records across every branch and can change the organisation-wide reminder setting.
  • Member can manage records for assigned or managed branches and unassigned properties, but cannot change organisation settings.
  • Viewer can read details, preview or download available files and see reminder timing, but cannot upload, confirm, edit, replace or change reminders.

Viewers are also excluded from compliance reminder recipients. Agency Members, Admins and Owners may receive reminders for properties in their branch scope, subject to their notification preference and available contact details.

Upload the file

  1. Open Compliance and choose Upload document.
  2. In Upload compliance document, choose Property *.
  3. Under Document *, drop the file into the box or choose Drop files here or click to browse.
  4. Select one or more Reminder timing choices: 30 days, 45 days, 60 days or 90 days.
  5. Choose Upload and process.

Accepted uploads are PDF, DOC, DOCX, TXT, PNG, JPG, JPEG and WEBP, up to 10 MB. The same exact file cannot be stored twice in the same account or organisation.

If every reminder option is cleared, Lettie restores a default rather than saving no reminder timing. The usual default is 30 days; some document types have a different fallback.

What happens after upload

The source file is saved to private compliance storage. Lettie then attempts to suggest:

  • document type and title;
  • issue and expiry or renewal dates;
  • provider and certificate reference;
  • structured facts and possible property match warnings.

The result can be incomplete or wrong. A blurred scan, unusual layout, unsupported content or temporary reading failure may leave only a file-name-based suggestion. The upload is still kept safely so you can enter the details yourself.

Extracted by Lettie means the record contains machine-suggested information. It does not mean Lettie verified the source. A confidence value is not a guarantee.

Confirm the suggested details

The newly uploaded record opens with Check the document against these suggested details. Reminders remain off at this point.

  1. Open the source using View document or the document preview.
  2. Compare the source with every suggested field.
  3. Correct Document type, Title, Issue date, Expiry / renewal, Provider, Reference and Notes.
  4. Leave a date blank when it is not printed on the source. Do not invent a renewal date to make the record look complete.
  5. Review any structured facts in Check and correct details found by Lettie.
  6. Select I checked the details Lettie found against the document.
  7. If Lettie warns that the property may not match, check the address or identifier and select I checked the source document and confirm it belongs to [property]. only when that is true.
  8. Choose Confirm details.

After confirmation, the status is calculated from the confirmed expiry date and reminders can begin. Use Edit document details to correct a confirmed record later.

Confirmation is an audit statement by the person selecting the checkbox. If the source is unclear, stop and obtain the correct document rather than confirming a guess.

Preview and download

The side panel shows available fields such as Property, Type, Provider, Reference, Issued and Expires.

PDFs and images can normally be previewed. Some office files cannot be shown in the browser; use Download and open the source in a suitable trusted application. A missing preview does not mean the stored file is invalid.

An Official EPC data record links to View official source and is read-only. If the official source has no expiry date, Lettie says Official record has no source expiry date rather than making one up.

Reminder timing

Reminder choices appear only when the record has an expiry date and is not Missing. Select any combination of 30 days, 45 days, 60 days and 90 days.

The upload dialog says reminders are sent by WhatsApp and email by default, but actual delivery depends on the account:

  • Under Review records do not send reminders.
  • A confirmed record must reach one of its selected days before expiry.
  • In-app notifications are created for eligible users.
  • Email or WhatsApp is used only when the recipient has that channel in their notification preference and a valid address or phone number.
  • WhatsApp also requires a configured sender, credentials and an approved compliance template.
  • Failed or unavailable channels do not prove the reminder reached the recipient.

An expired document can generate an in-app expired notice. The system records reminder attempts so a retry does not intentionally resend a channel that was already accepted for the same recipient and deadline.

Never use reminders as the only compliance control. Keep an independent calendar or management process suitable for your obligations.

Agency reminder recipients and setting

Agency reminders are scoped to the property:

  • Owners and Admins are eligible across all branches.
  • Members are eligible for assigned or managed branches and unassigned properties.
  • A Member with no branch assignment in an organisation that uses branches is eligible only for unassigned properties.
  • Viewers do not receive compliance reminders.

An Owner or Admin can open Organisation, Settings, then Email notifications, change Compliance expiry reminders, and choose Save notification settings. Despite sitting under the email heading, this organisation-level switch controls compliance reminder dispatch for the agency, so turning it off suppresses the automated agency reminder run rather than only changing one document.

Direct landlord reminders go to the account user, subject to service access, notification preference and configured channels.

Activity history

Open Activity to see available events, including:

  • Document uploaded
  • Lettie suggested document details
  • Document details confirmed
  • Document details updated
  • Document replaced
  • Official EPC record linked

The history helps explain the Lettie record, but the original document remains the authoritative source.

Replace an old document

Use Upload new for an expired, missing or already-replaced record. Use Replace document for a current uploaded record.

  1. Choose the replacement action from the record panel.
  2. In Replace compliance document, upload the new file and choose the reminder timing.
  3. Choose Upload and process.
  4. Review and confirm the new record just as you would any other upload.

The replacement must belong to the same property. The earlier uploaded record is marked Replaced and retained for history. Official EPC records cannot be replaced through this upload action because they are read-only.

For searching, statuses and property grouping, return to Using the Compliance Hub.

Last Edited: August 10, 2026