9.8 KiB
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.
How to use this document
- Review each row in the tables below. Decide whether the default copy fits your brand and regulatory needs.
- Fill the “Your team should confirm” column with decisions (e.g. exact deposit amounts, bank account text, legal disclaimers, contact paths).
- Send your marked-up copy back to the implementation team or enter it directly in Email Templates in the admin portal.
- 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.
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 |
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 |
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.
D. Operational notes for your team
-
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.
-
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.
-
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.
-
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.
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 |
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 |
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.