Sending notices to residents: spreadsheet or software?
Short answer
Yes, you can send notices from your own email or messenger and keep a log in a spreadsheet, and for a small building with a current contact list it is enough. It stops working when the contact list is out of date, when you cannot tell who a notice reached, or when you send notices often enough that sending them is a task of its own.
A water shutoff, works in the stairwell, a meeting date. You tell residents and you want a record that you did. A sheet and a mailing list do this for a small building.
The task: reach every resident who needs to know, and know whom it did not reach.
A notice log you can copy
One row per notice. The point of the log is the last two columns: who the notice was meant for, and who confirmed or read it.
| Date | Title | Audience | Channel | Sent by | Delivered to | Read or confirmed | Follow-up |
|---|---|---|---|---|---|---|---|
| 2026-10-02 | Water off for pipe repair | Entrance 1 | Manager | 38 of 40 | Not tracked | Reminder the day before | |
| 2026-10-08 | Owners’ meeting date | All units | Notice board and email | Board | All | Replies by email | Proxy forms |
| 2026-10-12 | Roof works schedule | All units | Manager | All | Not tracked | Photos after the works |
Paste into cell A1 of a new sheet (tab-separated):
Date Title Audience Channel Sent by Delivered to Read or confirmed Follow-up 2026-10-02 Water off for pipe repair Entrance 1 Email Manager 38 of 40 Not tracked Reminder the day before 2026-10-08 Owners’ meeting date All units Notice board and email Board All Replies by email Proxy forms 2026-10-12 Roof works schedule All units Email Manager All Not tracked Photos after the works
Keep a separate tab with one row per unit and the current contact details, and update it when a unit changes hands. The log is only as good as that list.
Signs you have outgrown the sheet
Sending is easy. Knowing it arrived is the hard part.
- 1
The contact list is always a little wrong
Units change hands and people change addresses. An out-of-date list means someone misses a notice that mattered.
- 2
You cannot tell who it reached
An email sent is not an email read. A log with “not tracked” in the read column does not help when someone says they were never told.
- 3
Notices go out on several channels by hand
Email, a notice board and a chat each need the same text posted separately, and they drift apart.
- 4
Residents ask “was there a notice?”
If there is no single place where residents can see past notices, you answer the same question again.
- 5
You send notices every week
At that rate, writing, addressing and logging each one is a recurring job with a cost.
- 6
A notice must reach the right part of the building
Sending to one entrance or one floor needs a list for each, kept up to date by hand.
The same task in Unitify
Start on the Free plan ($0 / apartment / month). A plan, not a trial. No card, no expiry. One news post for residents per month.
- 1
Write one news post
Outages, works, meetings: write the notice once, for the building.
- 2
It reaches residents in the app
Every resident who has joined the building in the app gets it as a push notification and in the app’s news feed.
- 3
See who it will not reach
Before you send, Unitify shows how many units will receive it in the app and lets you download the list of units with nobody on the app, so you know whom to reach by post or the notice board.
Notices on Free. One news post for residents per month. Base ($1 / apartment / month) adds unlimited news posts. Prices follow the live pricing page, which shows euro excluding VAT in Europe.
What Unitify does not do here
- Unitify does not show the manager who opened a notice. Whether a notice counts as formal notice, and how it must be delivered, depends on your governing documents and local law.
- Residents need to have joined the building in the app to see notices there. Anyone who has not still has to be reached the way your rules require.
- One news post for residents per month. If you send more than that, the unlimited posts come with Base.
- It is built for owner-occupied buildings run by an association or a management company.
Notices to residents: questions
Can I send notices to residents from a spreadsheet and email?
Yes. Keep a contact list per unit, send from your own email, and log each notice with its audience and date. It works for a small building with an up-to-date list.
What should a notice log contain?
Date, title, audience, channel, who sent it, who it was delivered to, who read or confirmed it, and any follow-up. The last two are the ones that matter later.
How do I know a notice reached residents?
By email alone you do not, and Unitify does not show it to the manager either. It shows who will receive the notice in the app and which units have nobody on the app.
How many notices can I send on the Free plan?
The Free plan includes one news post for residents per month. Unlimited news posts start on the Base plan. The pricing page has the current prices.
Is a notice in the app a formal legal notice?
That depends on your governing documents and local law. The tool delivers and tracks the notice; it does not decide whether it satisfies a legal requirement.
Keep reading
Try it on one building
Sign up for the free plan, add one building and move one task over. Or book a demo if you want to see it on your own building first.