Docs/Records, Defects, and Renewals

Records Delivery

Records delivery sends generated records to tenants and clients and keeps a clear delivery trail for each one.

For: Office teams3 min read3 sections
Client delivery exampleCustomer-safe walkthrough

Deliver to tenants and clients with a clear trail

Tenant delivery runs automatically on generation and can be resent; client delivery sends the PDF and a secure link. Delivery stamps keep the trail clear.

What you see

  • Automatic tenant delivery within the statutory window.
  • Client delivery to the landlord or letting agent with a secure link.
  • Delivery stamps recording when each copy was sent.

How to use it

  • Confirm contact details before generating so delivery reaches the right people.
  • Deliver to tenants within the 28-day window.
  • Resend from the record if a copy did not arrive.
  • Confirm both delivery stamps before closing the job.

Client report preview

Prepared for Northgate Lettings

Portfolio compliance - May 2026

96% of properties hold a current record. Two properties are due in June and one needs remedial work following an At Risk defect.

Compliant

177

Due soon

2

Action req.

1

DeliveredPortal enabledAI summary reviewed

Decision guide

SituationRecommended actionProof it worked
Tenant says nothing arrivedConfirm the contact email and resend.A new delivery stamp appears.
Agent needs a copyUse client delivery with the secure link.The client delivery stamp is set.
Defect outstandingSchedule remedial work, not just delivery.The action-required status is tracked.

Troubleshooting path

  1. 1If a link will not open, it has been turned off or has expired; turn it back on from the record page and resend.
  2. 2If a stamp is missing, confirm the send completed rather than erroring.
  3. 3If the wrong person received it, correct the contact and resend.

Related docs

Gas safety records (CP12)Renewal lifecycle and remindersClient portal

Records Delivery Functions

Records delivery in Manifold is the last mile of a gas safety check: getting the finished, immutable record in front of the tenant and the client without anyone in the office having to chase it by hand. For a CP12 the tenant copy goes out automatically at generation when the property has a tenant email; the landlord or agent copy is sent from the record page, and either can be resent on demand.

  • Tenant delivery runs automatically when a CP12 is generated and the property has a tenant email, and can be resent from the record page.
  • Client delivery emails the landlord or letting agent the PDF and a secure link.
  • Delivery stamps record when the tenant and client copies were sent.
  • Tokenised links let recipients open the record without a Manifold account.
  • The tenant email carries the secure link; the landlord or agent email carries the PDF and the link. Copy link and Print / Save as PDF sit on the record page for anything else.
  • The Records list has a Delivery column and filters for Undelivered and Delivery overdue (28 days), so the office can work the backlog without opening each record.

Delivery Standards

Delivery timing is not a courtesy; it is a statutory obligation the workspace is built to meet by default, so treat a missing delivery stamp as something to investigate the same way you would a missed check.

  • Deliver to tenants within the statutory 28-day window.
  • Treat secure links as client-facing; anyone with the link can view the record.
  • Confirm delivery stamps before closing out a job.
  • See Renewal Lifecycle and Reminders for how delivery ties into the reminder tiers that follow a record.

Troubleshooting

  • Tenant did not receive the record: confirm the contact email and resend; check spam.
  • Link does not open: the public link has been turned off or has expired. Turn it back on from the record page and resend; the record itself is never removed.
  • Delivery stamp missing: confirm the send completed rather than erroring mid-flight.

Make Compliance Self-Chasing

The renewal lifecycle exists so compliance does not depend on someone remembering. Generating a CP12 schedules the next check, status rolls up to the dashboard, and reminders escalate automatically.

  • Confirm renewal reminders are enabled and recipients are correct before relying on them.
  • Use the due-soon and overdue tiles as the daily worklist for protecting compliance.
  • Deliver records to tenants within the statutory 28-day window.
  • Treat action-required outcomes as remedial work to plan, not just a status to display.

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