# Royal Enfield Dealer Onboarding — Email Content Brief (Client & Stakeholders)

**Audience:** Marketing, Legal, Dealer Development leadership, and anyone preparing or approving customer-facing copy.  
**Not a technical document:** This brief explains *what* each communication is for, *who* sees it, and *what your team should supply*. Engineering implements delivery; you own the words and policy.

**Where to edit live copy:** After go-live, authorised users can change subject lines and HTML bodies in the application under **Master Configuration → Email Templates** without developer involvement. Run the seed script only when adding *new* template types.

**Companion (technical) catalogue:** For merge-field names, file paths, and automation triggers tied to code, see `RE_Dealer_Email_Templates.md`.

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## How to use this document

1. **Review each row** in the tables below. Decide whether the default copy fits your brand and regulatory needs.
2. **Fill the “Your team should confirm” column** with decisions (e.g. exact deposit amounts, bank account text, legal disclaimers, contact paths).
3. **Send your marked-up copy** back to the implementation team *or* enter it directly in **Email Templates** in the admin portal.
4. **Placeholders** shown in curly braces (e.g. `{{applicantName}}`) are replaced automatically by the system—do not remove them unless Product agrees to drop that personalisation.

**Tone guidance (default):** Professional, warm, concise; Royal Enfield voice; avoid jargon where a plain “next step” works; always include a clear call-to-action and support path.

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## A. Onboarding — Applicant (prospect) journey

| # | Working name | Purpose (plain English) | Who receives it | When it is sent (business event) | Your team should confirm |
|---|--------------|-------------------------|-----------------|----------------------------------|---------------------------|
| A1 | Opportunity available | Invite applicant to complete the assessment questionnaire | Applicant email | Location is in an open opportunity window | Questionnaire link text, support contact |
| A2 | Non-opportunity regret | Politely close the lead when no window exists | Applicant | Application submitted, no opportunity | Regret wording, future contact policy |
| A3 | Questionnaire submitted | Acknowledge receipt of assessment | Applicant | Questionnaire submitted | Optional next-step expectation |
| A4 | Questionnaire reminder | Nudge to complete pending questionnaire | Applicant (+ WhatsApp if mobile on file) | Bulk reminder from DD-Admin | Reminder frequency policy |
| A5 | Shortlisted | Congratulate and point to portal | Applicant | Bulk or single shortlist | Portal URL / “what happens next” |
| A6 | **Prospect document request** | Ask for KYC / business documents after shortlist | Applicant (+ WhatsApp if available) | Immediately after shortlist | **Full checklist** (PAN, net worth, bank statements, etc.), deadlines, file rules |
| A7 | Application rejected | Formal rejection with optional reason | Applicant | Rejection at any evaluation stage | Standard reason codes, escalation contact |
| A8 | Interview (applicant / panelist) | Schedule, reschedule, or cancel interviews | Applicant and/or panelists | Interview actions in assessment module | Meeting etiquette, virtual link policy |
| A9 | LOI issued | LOI available on portal | Applicant (email only per policy) | LOI document generated | LOI legal disclaimer, portal path |
| A10 | **Statutory document request** | Collect licences, NOCs, deeds, GST, etc. post-LOI | Applicant | After LOI issuance email | **Authoritative statutory list** for your state/entity types |
| A11 | **LOI acknowledgement reminder** | Chase if LOI not acknowledged | Applicant (+ WhatsApp if available) | **Manual:** DD-Admin sends bulk “LOI ack reminders” for selected applications | Deadline text, consequences of non-ack |
| A12 | **Security deposit request** | Request deposit and proof upload | Applicant (+ WhatsApp if available) | After applicant acknowledges LOI | **Amount**, bank vs online flow, timeline |
| A13 | Payment verified (internal) | Finance verified deposit | DD-Admin / DD-Lead | Finance marks payment paid | Internal wording only |
| A14 | LOA issued | Appointment letter ready | Applicant + internal teams | LOA fully approved | Celebration tone, dealer code display rules |
| A15 | **Dealership agreement signature** | E-sign request for agreement | Applicant | Same event as LOA issuance (second email) | **Agreement** legal intro, signing deadline |
| A16 | Dealer codes ready | SAP sales/service codes | Applicant | Dealer code generation stage | Code formatting, next operational steps |
| A17 | **FDD document request** | Financial due diligence checklist | Applicant | FDD agency assigned | **FDD checklist**, partner naming, confidentiality line |
| A18 | **Architecture / site inputs** | Request drawings, photos, civic approvals | Applicant | Architecture lead assigned on application | **Input list** aligned with your architecture SOP |
| A19 | **Document received acknowledgement** | Confirm each upload | Applicant | Each document upload to the application | Whether per-file email is acceptable volume-wise |
| A20 | **Document submission reminder** | Remind pending uploads | Applicant (+ WhatsApp if available) | **Manual:** bulk “document reminders” from DD-Admin | Default pending text vs customised list per campaign |
| A21 | **Document rejected — resubmit** | Explain rejection and ask for corrected file | Applicant (+ WhatsApp if available) | DD-Admin / DD-Lead / Legal rejects a document on portal | Standard rejection categories, appeal path |
| A22 | Onboarding status update | Generic status change | Applicant | Many workflow transitions | When to use vs specific templates |
| A23 | EOR complete | All EOR items verified | DD-Head / NBH (configurable) | EOR checklist 100% | Internal handoff language |
| A24 | Inauguration logged | Dealership live | Internal teams | Inauguration recorded | Distribution list |

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## B. Collaboration & workflow (internal and dealer)

| # | Working name | Purpose | Who receives it | When | Your team should confirm |
|---|--------------|---------|-----------------|------|---------------------------|
| B1 | User assigned | Someone joined the case as participant | Assigned user | Participant added | Role titles |
| B2 | Worknote mention | @mention in worknote | Mentioned user | Mention in collaboration | — |
| B3 | Action required | Next approver’s turn | Next actor (+ WhatsApp if phone) | Workflow advance / send-back | CTA labels |
| B4 | Dealer status update | Milestone to dealer | Dealer / applicant | Interim or terminal workflow events | Terminal vs interim policy |

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## C. Resignation, termination, relocation, constitutional change, F&F, SLA

Use the same pattern: confirm legal wording for **termination**, **show-cause**, **F&F amounts**, and **SLA** escalation text with Legal and Finance. Detailed rows can mirror Section A format in your next revision; the technical catalogue lists every code already live.

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## D. Operational notes for your team

1. **Bulk actions (DD-Admin):**  
   - **Questionnaire reminders** — existing endpoint.  
   - **Document submission reminders** — new; send to selected `applicationIds`; optional custom “pending” paragraph.  
   - **LOI acknowledgement reminders** — new; only sends if LOI is approved, a generated LOI document exists, and **no** acknowledgement record is present yet.

2. **Document rejection:** DD-Admin, DD-Lead, Legal Admin, or Super Admin can call the reject API (or future UI button) with a **mandatory reason**; the applicant receives the resubmission email.

3. **WhatsApp:** Where a template supports WhatsApp, the system uses the mobile number on the applicant or user record. If no number is stored, email is still sent.

4. **Default checklists in code:** Until you replace them in **Email Templates**, the system uses sensible default bullet lists for prospect documents, statutory documents, FDD, and architecture inputs. **Legal should replace these** with your official lists.

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## E. Sign-off sheet (optional)

| Template (working name) | Owner | Copy approved (Y/N) | Legal approved (Y/N) | Effective date |
|-------------------------|-------|---------------------|------------------------|------------------|
| Prospect document request | | | | |
| Statutory document request | | | | |
| LOI acknowledgement reminder | | | | |
| Security deposit request | | | | |
| Dealership agreement signature | | | | |
| FDD document request | | | | |
| Architecture / site inputs | | | | |
| Document received acknowledgement | | | | |
| Document submission reminder | | | | |
| Document rejected — resubmit | | | | |

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## F. Reference — API endpoints (for IT / integration; not for dealers)

All routes require an authenticated staff token (same as other onboarding APIs).

| Action | Method & path | JSON body |
|--------|----------------|-----------|
| Bulk document upload reminder | `POST /api/onboarding/applications/document-reminders` | `{ "applicationIds": ["<uuid>", ...], "pendingDocuments": "<optional paragraph>", "dueDate": "<optional display string>" }` |
| Bulk LOI acknowledgement reminder | `POST /api/onboarding/applications/loi-ack-reminders` | `{ "applicationIds": ["<uuid>", ...], "dueDate": "<optional>" }` — skips applications that already have an LOI acknowledgement on the latest generated LOI document |
| Reject an uploaded document | `POST /api/onboarding/applications/:id/documents/:documentId/reject` | `{ "rejectionReason": "<required>", "dueDate": "<optional>" }` — roles: DD Admin, DD Lead, Legal Admin, Super Admin |

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**Document version:** 1.0  
**Aligned with application build:** May 2026  

When you update copy in production, record the change owner and date in your own change log; the portal stores template versions in the database.
