Send and share from a transaction

A lot of work on a transaction ends with handing something to someone else: the deadlines to escrow, a kickoff letter to the parties, the forms list to a broker, the whole file as a ZIP, or a link for the agent on the other side. Send, in the transaction's header beside Ask this file, puts all of it in one menu. On a narrow screen the button is a paper-plane icon. When you scroll down, the slim bar that stays at the top of the page has a smaller Send too.

Nothing leaves the transaction on its own. LetterScript doesn't email deadline reminders or write drafts on a schedule; the one automatic email left is the meeting reminder you can switch on for booked meetings. An email goes out when you click Send in the composer, a file leaves when you download it, and a link exists only once you create it.

What's in the menu, and who sees it

The menu is grouped by how things leave the transaction:

You only see what you can use. An item that doesn't apply isn't greyed out; it isn't shown at all. Dates sheet appears once the transaction has at least one date, Forms list once a form set is saved with at least one form in it, and All documents (ZIP) once there's a document (the line beneath it gives the count). A group with nothing in it is left out, and when nothing applies to you on a transaction, there's no Send button.

Email and the read-only link stay with the owner for the same reasons they do everywhere else: the transaction's mailbox lives in the owner's workspace, and only the owner can publish a link. See Share a transaction. Without a plan that includes email, the Email tab still shows the mail already stored there, but nothing new can be written from the transaction, so the menu doesn't offer it.

Email

Every email item opens the composer on the transaction's Email tab, where you read the message, change anything you like, and click Send yourself.

• New email opens an empty composer, the same as New email on the Email tab.
• Email the read-only link… opens a message carrying your newest working link, what it shows (the property's requirements and which documents are on file, by type only), and the day it stops working. It isn't addressed to anyone: who gets a public link is your call. The line beneath the item says when the link expires.

Before your first email, LetterScript asks you to confirm your sending address. If you haven't done that yet, an email item takes you to that step at the top of the Email tab instead of opening the composer. Confirm it, then start the email again. Email from inside a transaction covers the composer itself.

Deliverables

Every deliverable except the ZIP opens a review screen first (below), where you check the facts on it and then download it, email it or attach it to an email.

• Dates sheet: the transaction's deadlines on one page, as a PDF. See Deadlines and the timeline for what's on it.
• Kickoff letter (Kickoff — key dates & contacts): introduces everyone, with the key dates, a contact sheet of the people on the transaction, the escrow and title details, and when the next deadline is.
• Wire-fraud warning: asks the reader to verify wire instructions by phone before any money moves, with the earnest money deposit's due date when that's known, and the escrow and title details.
• Closing-week summary: the close of escrow and possession dates, the escrow and title details, up to eight items still outstanding on the point-of-sale (POS) disclosure checklist, and the next deadline.
• Congratulations (Congratulations on closing): a short note to your own client once escrow has closed, with the possession date when there is one.
• Forms list: the saved form set as a spreadsheet (CSV). See The form set.
• All documents (ZIP): every document on the transaction in one ZIP, downloaded straight away with no review step. It's the same download as Download all on the Files tab; Upload documents covers what's inside it and its limits. It takes a moment, so the menu closes and Preparing the archive… shows until it's ready.

The four letters can each be downloaded as a PDF or turned into an email. Under each one, the menu says Letter or email, or Letter (PDF) when you can't email from this transaction.

What the letters always do

The letters go to people on every side of the transaction, so they follow the same rules whatever you change:

• Dates go out under their standard names. If you renamed a milestone, a letter still uses its standard name, so a private note you typed into a name never reaches the other side. A custom milestone you added keeps the name you gave it. The lists of dates (the key dates, the closing dates and the next deadline) leave out waived, voided and completed dates, and dates someone marked Not applicable in Purchase timeline, and the finer-grained dates tagged TC (for transaction coordinator). The congratulations note is the exception: it gives the possession date even once that date has been reached and marked done.
• The dates come with a caveat. Each list of dates ends with a line asking readers to check them against the executed contract, which governs if anything differs.
• The property is named by its address, never by the transaction's own name, which often carries a client's name. A transaction with no address yet says "the property".
• Buyers and sellers are listed by name only. On the contact sheet, the buyers and sellers themselves appear without an email address or phone number. A client's personal number is theirs to give out. Their agents, escrow, title and the lender are listed with their email and phone.
• Unconfirmed contacts are listed without their details. Anyone else marked Unconfirmed on the People tab appears by role and name, followed by "(contact details not yet confirmed)", because their details couldn't be checked against the documents.
• The closing-week summary's outstanding items end with a note that it isn't a Natural Hazard Disclosure report and doesn't satisfy California Civil Code §1103.

The two exceptions are your own choices on the review screen: showing a contact's details on one copy, and typing a label of your own for a date.

Review before it leaves

The review screen lists every fact the sheet or letter is built from, all of it from the transaction record. On a larger screen the facts are on the left and a preview on the right; on a phone, switch between them with Facts and Preview at the top.

• Needs a look comes first, already open: facts the documents couldn't stand behind. Each says why: Not confirmed by the documents, The documents disagree, The documents changed since this was set, or From Follow Up Boss for a date or a person that came from the transaction's Follow Up Boss deal and that nobody has changed here (and, for a person, that no document names). Renaming a date doesn't make it yours: only a date you set by hand is listed as set by you. A fact you change for this copy only stays here, showing your change, because the transaction record still has the doubt until you fix it there.
• Everything else is folded under N facts match the record. Open it to check or change those too.

Changing a fact

Each fact has the controls its kind allows:

• Include leaves a row out of this copy, or puts it back. A row you leave out is struck through and marked Left out of this copy.
• Edit opens the row: a date and a Label (this copy) of your own for it, a value, or a contact's Name, Email and Phone. A contact is always listed under their role on the transaction, which can't be renamed here. A date, value or name can't be emptied for one copy: to keep it off this copy, untick Include instead.
• Also fix it in the transaction record sits under an edit that can also change the record, and is ticked unless you untick it. With it ticked, the button reads Save and fix record and the change is saved to the transaction, the same as editing it on the Overview or Workflow tab: the dates sheet, the timeline and everything else that reads the record follow it. Only that one date or contact changes; anything else the transaction picked up since you opened the review stays as it is. If someone removed that date or person from the transaction in the meantime, the fix isn't saved, and the message says so. A banner confirms Fixed in the transaction, with Undo. Untick it, and Save for this copy changes only what you're about to send. The row shows Changed for this copy, with reset to put it back. Fixing the record doesn't undo your other choices for that row on this copy: a row you left out stays left out, and contact details you chose to show stay shown.

What can go to the record: a milestone's date; a contact's name, email and phone; and the escrow number, escrow holder and title company. A date's label, an Include choice and showing a contact's details only ever change this copy. Some custom dates added on older transactions can only be fixed in the record from the Milestones editor on the Workflow tab; the review screen says so when you try. Fixing a contact's email in the record also lets that address add documents to the transaction by email, and the screen says so before you save.

The property address is never typed into the record from here: Fix the address in the transaction record opens the same address picker the transaction uses everywhere else. An address typed under Edit changes this copy only.

A few rows work differently:

• Unconfirmed contacts keep their details off the copy until someone vouches for them. These details are right, with Also fix it in the transaction record ticked, clears the Unconfirmed mark on the transaction. Unticked, it shows the details on this copy only, with a warning to show them only if you've checked them yourself.
• Clients are listed by name only; Show contact details on this copy adds their email and phone to this one copy.
• Payment and escrow contacts (escrow, title and the lender, the escrow number, escrow holder and title company, and every contact on the wire-fraud warning) can't be changed for one copy. A copy that names a different wiring contact than the file is exactly what wire fraud looks like, so these change in the transaction record or not at all. You can still leave a row out, or show a contact's details.
• Outstanding items on the closing-week summary, and the rows of the forms list, can only be included or left out here. Change the checklist or the form set itself to change them.

Only someone who can edit the transaction can fix the record. With Can view access, the screen says so, and on a letter you can only leave rows out and show contact details.

If the record changes while you're reviewing, an edit that no longer fits is dropped, and the screen says how many with N edits no longer apply — the record changed.

The preview

The preview shows the copy as it will go out, with your changes. A letter shows its subject and email text. You can't edit the wording here; that's done in the composer after Email…. A sheet shows its rows. Under Always included are the caveats that go out with it, which can't be removed. Beside the buttons, a line counts the changes you've made for this copy only.

Download, email or attach

The buttons at the bottom of the screen depend on the deliverable and on what you can do:

• Download PDF (or Download CSV for the forms list) saves the copy as you've corrected it. Anyone who can open the transaction can download. Letters are named for the property's address, such as "1042 Ellis St Berkeley CA 94702 - Kickoff letter.pdf".
• Copy text, on a letter, copies its subject and text to paste wherever you need them.
• Email…, on a letter, opens the composer with the letter's subject and text and its To line already filled in (see below). Edit anything, then click Send.
• Attach to an email, on the dates sheet and the forms list, opens a new email with the reviewed copy attached and a subject naming it and the property.

Email… and Attach to an email are there for the transaction owner when the plan includes email. Until your sending address is confirmed, the screen says Confirm your sending address first, with a link to do it; Download still works.

Who a letter is addressed to

Email… fills the To line from the people on the transaction in the letter's roles. By default, the kickoff letter and the closing-week summary go to the buyer, the seller, both agents and escrow; the wire-fraud warning to the buyer and the buyer's agent; the congratulations note to your own client (the seller on a listing, the buyer otherwise). A contact you corrected on the review screen is addressed as corrected, and one you left out isn't addressed. Above the To line, the composer tells you who isn't on it:

• Left off: Escrow (Pat Lee) — contact not yet confirmed: someone in one of those roles is marked Unconfirmed, so their address isn't filled in for you. Check it on the People tab, and add them yourself if it's right.
• Left off: Buyer (Jane Doe) — client; their personal email would be visible to the other side: when the email also goes to someone on the other side of the transaction, buyers and sellers aren't filled in, because everyone on the To line sees every address on it. Write to your client separately, or add them yourself if they're happy to share their address. A letter that only goes to your own side, like the wire-fraud warning to the buyer and the buyer's agent, keeps the client on it.
• No email on file for: Lender: nobody in that role has an email address on the transaction.

These notes are for you and are never sent. Every recipient is a chip you can remove, and you can add anyone before you send.

A letter email you've started editing is kept the way any unfinished email is, in a slot of its own, so it never overwrites a plain New email or another letter. Picking the same letter again fills it in from the record as it is now; when you had an unsent version, the composer offers Restore your earlier draft.

Attachments

In the composer, Attach adds files to an email. There are two kinds, and nothing is uploaded from your computer: to send a file you have locally, upload it to the transaction first.

• Documents from this transaction… lists the transaction's documents. Tick the ones to send and click Attach.
• Generated — review first offers the Dates sheet, Kickoff letter, Closing-week summary and Forms list, each once there's something to put on it. Each opens the review screen with a single Attach button, and what's attached is the copy exactly as you reviewed it.

One email can carry up to 10 attachments, 10 MB in all. The composer shows the running count and total beside Attachments. Click an attachment to download it and check it. If any attachment can't go when you click Send, nothing is sent, and the attachment says why.

What a document is called

A document goes out under a name made from its type and the property's street, such as "Residential Purchase Agreement (RPA) - 1042 Ellis St.pdf", never the name it was uploaded with, which can carry a client's name or your own notes. When LetterScript isn't confident of a document's type, or the type is a statutory disclosure (such as the TDS, the NHD report or the Closing Disclosure) or a tax form, it goes out as "Document - 1042 Ellis St.pdf"; HOA documents go out as "HOA documents". Two documents that would share a name are numbered, such as "(2)". To change a name, click Rename (the pencil) on its attachment; the file type at the end stays the same.

What can't be attached, and why

Every document is listed, and one that can't go is shown greyed out with the reason:

• A form LetterScript filled in — these can't be attached: a form filled in on LetterScript, its e-signed copy, or any document carrying the "AI-generated draft via LetterScript" footer, such as a filled form printed, signed and uploaded again. These are drafts for your own review.
• Contains a taxpayer ID — send it from a secure channel: a W-9, the FIRPTA forms 8288 and 8288-A, California Form 593, and the tax-return forms that carry one (Schedule D and Form 8949). Email is the wrong place for a Social Security or tax ID number.
• Only PDF, JPEG, PNG, WebP and CSV files can be attached.
• Over 10 MB — too large to attach.
• Still processing — try again when it's finished, or This file didn't finish processing.
• Archived — restore it from the Files tab first: the file was moved to long-term storage. Open it once from the Files tab to start bringing it back, which takes about 12 hours, then attach it.
• A saved email, not a file: an email's text kept on the transaction, not a document.
• This file is missing from storage, or Couldn't check this file — try again in a moment.

Two warnings don't stop a document from going:

• Personal or financial details — check who it's going to. Settlement statements, loan estimates, statutory disclosures, tax forms and court papers from a probate, conservatorship or guardianship case are marked so you check the recipients.
• This document reads like wiring or payment instructions. When you tick a document, it's checked for payment instructions, and a document that reads like them is marked. It can be sent, and recipients get a wire-fraud verification notice with the email.

The exception: on a workspace that hasn't bought a transaction yet, a document that reads like payment instructions can't be emailed from LetterScript at all. When you tick it, it's unticked and greyed out with This can't be emailed from this workspace — share it another way.

A generated attachment that's out of date

A generated attachment is the copy you reviewed. If the facts it was built from change before you send it (a date moves, a contact is corrected, an outstanding item is collected), sending stops, and the attachment reads Out of date — the transaction changed since you reviewed it. Review again reopens the review screen with the changes you made last time, and attaching the new copy replaces the old one.

A generated attachment you never send is kept for 30 days, then deleted; after that, attach it again. One you send is kept with the email.

Cc, Bcc and people outside the transaction

The composer always shows To. Cc and Bcc, beside it, open those lines. Bcc recipients are hidden from everyone else on the email. You see them on your sent message as Bcc:, and Reply all never includes them. One email can go to up to 25 people across To, Cc and Bcc, and each address is sent to once: an address on To isn't copied again on Cc or Bcc.

As you type, the composer suggests the people on the transaction, the people it's shared with, and your People directory, and you can type any email address. Addresses at LetterScript's own mail domain (this transaction's address, another transaction's, or a LetterScript user address) can't be added: the transaction already keeps a copy of everything you send.

Someone who isn't on the transaction gets a dashed outline, and a note under the recipients reads Not on this transaction — replies file here; documents they send wait for your approval. Their reply files into the transaction like any other, but emailing them doesn't make them a trusted sender: documents they send are held until you click Add to documents or Trust sender & add all. Replying to someone who wrote to the transaction first is different: that vouches for them, and what they send afterwards files automatically. A Bcc recipient is never trusted because you emailed them. Someone LetterScript added to the transaction's Parties from the documents isn't marked, since they're on the transaction — but an address read off a document doesn't vouch for anyone, and emailing it doesn't either: until you trust them, edit or verify their address, or they write in and you reply, documents they send wait for your approval too. A reply trusts only what they send after it; anything already waiting stays waiting until you add it. See Email from inside a transaction.

Read-only link

You create the read-only link (a page anyone can open without signing in) on the People tab. The menu gives you quick access to it:

• Copy read-only link copies your most recently created link that still works. The line beneath it says how often it's been opened and when it expires, for example "opened 3× · expires Oct 19", or "not opened yet".
• Copy calendar link copies that link's subscribable feed of the deadlines.
• Manage read-only links… takes you to the Read-only link card on the People tab. When you have no working link, it reads Create read-only link… instead. Links are created on that card, where you choose how long a link lasts and can see exactly what it shows.

A revoked or expired link is never copied or emailed. See Share a transaction for what the other side sees, the calendar feed, and how to revoke a link.

Good to know

• Send never sends, publishes or shares anything by itself. Deadline alerts reach only your own phone, through the mobile app (see Deadlines and the timeline), and the only automatic emails left are the meeting reminders you set up for booked meetings.
• On the Workflow tab, Dates sheet and Export as CSV still download the sheet and the forms list as they stand, in one click. Review first… beside each opens the review screen instead.
• An email you send with a letter or attachments counts like any other email from the transaction, including toward your free first transaction's sent emails (see Plans and usage).
• On a transaction shared with you, Send shows only the Deliverables group. To write to someone on it, click their email address on the People tab: it opens your own email app. The same happens on a transaction you own when your plan doesn't include email.
• A very long message to many named recipients, with several renamed attachments, can be too big to send in one step. The composer says This is too long to send in one step; shorten the message or remove a few recipients.
• A sheet or letter made with LetterScript that comes back to the transaction by email, whether it's one you sent or one another LetterScript user made, isn't filed as a new document: the attachment is marked Our own deliverable. A document you attached from the transaction is handled like any other attachment when it comes back (see Email from inside a transaction).