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Fortnightly Owner Digest

Most owner emails are either "everything is fine" (too bland to signal competence) or "here's a PDF statement" (too raw to mean anything). The digest is in the middle: warm prose, specific, first-person-plural, PM-reviewed.

What it produces​

Subject: Everything's smooth at 45 Bourke Street this fortnight

Hi Jane,

Short and sweet from us this fortnight — nothing urgent to report. We
replaced the kitchen dishwasher filter on the 12th ($180) after your
tenant Alex mentioned intermittent rattling; it tested clean afterwards.
The VIC annual gas safety check is still on track for next month
(2026-05-28), and we've already booked Harbour Plumbing — $310 budgeted.

Nothing else on the horizon. Rent continues on time.

Let us know if you'd like anything else.

— Sarah, PMFriend-powered from [Agency Name]

Every digest also includes:

  • 2–3 alternate subject lines (PM picks or writes their own)
  • A summary of compliance items completed + upcoming
  • WO list with friendly dollar amounts (not cents)
  • Red-flag items pushed to the top if any exist

The loop​

  1. Draft — POST /api/v1/owners/{id}/digests/draft. Returns prose + alt subjects + structured metadata.
  2. Review — PM reads, edits, picks a subject.
  3. Send — triggers outbound email. (AWS SES wiring is PLANNED — see Product Roadmap. Until then, the digest renders in-app as copy/paste.)
  4. Log — every sent digest is appended to the owner's record. Audit trail for retention + tribunal evidence.

Friendly compliance naming​

When the digest mentions compliance items, they appear as friendly labels — "Smoke alarm annual test" — never as UUIDs. This was a bug we fixed early: Claude was leaking rule IDs into the prose ("we'll schedule rule-2188-7384 next month"). Now the draft context injects a Map<UUID, String> ruleDisplayNameById so Claude sees human-readable names.

Tone guidelines​

We tuned the prompt heavily:

  • Australian English — recognised, organised, colour. No Americanisms.
  • First-person-plural "we" — the agency, not an individual.
  • Warm but not saccharine — "lovely weather and compliance" lands worse than "everything's on track".
  • Specific dollar amounts, not bands — "$310" beats "a few hundred".
  • Overdue items lead the subject + body — if there's red, the owner sees it first.

Privacy​

The digest prompt receives:

  • Property address
  • Aggregated WO data (scope, status, dollar, dates)
  • Compliance task metadata (friendly name, status, due date)
  • Owner first name (for salutation only)

It does not receive:

  • Tenant name
  • Tenant email / mobile
  • Tenant payment status
  • Raw maintenance request text

See also​