Fact Sheet: Letters Explained

A full breakdown of the Letters tool, covering what it does, how to create and send letters, and how to manage your outreach.

What is the Letters tool?

The Letters tool lets you create professional, personalised letters to landowners directly from LandInsight. It is designed to make landowner outreach faster, more consistent, and easier to manage, whether you are contacting one owner or running a bulk campaign across multiple sites.

Letters can be downloaded and posted yourself or sent directly through LandInsight. All letters and their statuses are tracked from the Letters hub.

How to create a letter

From a saved site:

Open your saved site on the map and open the Assessor on the right of your screen
Click the Management panel
Select the Letters tab
Click Create letter

From Saved Sites:

Find the site in your Saved Sites list
Click the site card
Select Create letter

What you can personalise

Each letter can be fully personalised before sending. You can add:

Company logo or letterhead
Letter body (written by you)
Signature
Your name
Email address
Phone number
VAT number or company registration number
Return address

You can preview the letter before saving or sending to check how it will appear to the recipient.

💡 LandTech Tip: Keep your letter concise and professional. Landowners respond better to clear, direct outreach that explains who you are and what you are looking for, without being overly detailed about your intentions at this early stage.

What's included automatically

When you create a letter from a saved site, LandInsight automatically pulls in certain details from that site and includes them in the letter. These are:

The date the letter is created
The property address associated with the site
The title number linked to the site

These details are added by the system, you don't type them yourself. They appear in the letter body alongside the text you write.

At the moment, these fields cannot be removed or hidden. The Letters tool is designed to include relevant site information as standard. If this causes an issue for your outreach, consider downloading the letter as a PDF and editing it externally before sending, or managing your correspondence via the Export owners (CSV) option (Unlimited plan only).

Sending letters

Once your letter is ready, you have two options:

Download and send yourself: Download the letter as a PDF and print and post it yourself. This gives you full control over the physical correspondence.

Send through LandInsight: Send directly via LandInsight. Delivery and status are tracked automatically from the Letters hub.

Sending letters in bulk

If you want to contact multiple landowners at once, you can send letters in bulk across several sites in a single batch. This is useful when running a targeted outreach campaign across a defined area or portfolio of sites.

How to send a bulk batch:

Go to Home (top left corner of your screen)
Click Letters hub
Select the sites you want to include
Create or apply your letter template
Review and send the batch

All letters in the batch are tracked together, making it easy to see which have been sent and which have had a response.

💡 LandTech Tip: Use letter batches to run outreach across multiple sites at the same time. Sending in batches keeps your correspondence organised and makes it easier to track responses by campaign.

Tracking letters

All letters are tracked from the Letters hub, accessible via Home in the top left of your screen. From here you can:

View all letter batches and their current status
See which letters have been sent, delivered, or are still in draft
Search and filter by batch, site, or date
Download individual letters or entire batches

Letter pricing and letter delivery

It costs £1.20 per letter (including VAT) to send a letter through LandInsight.

Once sent, the letter will typically take 5 to 7 days to be delivered to the recipient.

If you prefer not to use the platform's sending service, you can download any letter as a PDF and manage postage yourself at no cost through LandInsight.

Exporting ownership data for external bulk letter sending

While LandInsight has a built-in Letters tool, you may prefer to manage your outreach externally using your own CRM or a dedicated mailing house. On the Unlimited plan, you can export ownership details and formatted address fields for multiple sites at once into a single CSV, ready for use in an external bulk mail-merge.

How to use it:

Ensure all the sites you want to export are saved within one specific pipeline stage (for example, a stage named 'Retail in WC1')
Navigate to the Saved Sites area
Click the three dots next to the pipeline stage you want to export
Click Export owners (CSV)
The CSV file will download directly to your computer. Check your downloads folder for the file, which includes all the address fields needed to run your mail-merge

💡 LandTech Tip: The exported CSV includes a column indicating whether the title is owned by the ultimate owner of the site or a subsidiary. You can use this to tailor your letter's messaging depending on whether you are writing directly to the parent company or a child company.

Available on: Unlimited plan only

Limitations of the Letters tool

The built-in Letters tool works for single-parcel, single-title commercial and residential sites. It cannot currently be used for:

Leasehold titles: letters can only be sent to freehold owners via the tool
Complex ownership structures: sites with multiple overlapping titles or corporate ownership trees are not supported
Land assemblies: where a site spans multiple parcels or titles, the tool cannot address all relevant owners in a single letter

If your site falls into one of these categories, use the Export owners (CSV) function instead (Unlimited plan only) to pull the relevant ownership details and manage your outreach externally. See the Exporting ownership data for external bulk letter sending section above.