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Dealer_Onboarding_Backend/docs/RE_Dealer_Email_Templates.md

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RE Dealer Management System — Email Communications Catalogue

Document Owner: Dealer Development — Product / Engineering Last updated: 2026-05-11 Status: Living document. Section A lists every email wired in the application. Section B covers the ten onboarding document / LOI / LOA / FDD / architecture templates that are now implemented; share RE_Dealer_Email_Content_Client_Brief.md with non-technical stakeholders for copy sign-off.

Purpose: A single source of truth for every outbound mail the platform sends — what triggers it, who receives it, what channels it goes on, and the exact copy currently rendered to the recipient. Use this for stakeholder sign-off, copy review, and to plan the next set of communications (Document Collection, Statutory Document Collection, etc.).

Table of Contents

  1. Conventions & Common Elements
  2. Master Index of Email Templates
  3. Section A — Currently Implemented Mails
    • A.1 Dealer Onboarding
    • A.2 Dealer Resignation
    • A.3 Dealer Termination
    • A.4 Constitutional Change
    • A.5 Dealer Relocation
    • A.6 Full & Final (F&F) Settlement
    • A.7 Workflow / Collaboration / Generic
    • A.8 SLA & Escalation Mails
  4. Section B — Onboarding extensions (implemented)
  5. Appendix — Common Header / Footer / CTA Partials

1. Conventions & Common Elements

  • Every mail is rendered through a Handlebars template stored under backend/src/emailtemplates/*.html and seeded into the email_templates table (backend/src/scripts/seed-master-emails.ts, seed-missing-templates.ts, seed-interview-templates.ts).
  • Master Configuration (Admin → Master → Email Templates) lets DD-Admin edit Subject, Body, and toggle Active without code changes.
  • Each template ships with a fixed set of merge placeholders (e.g. {{applicantName}}, {{applicationId}}, {{link}}).
  • Every mail is wrapped with:
    • Header partial: Royal Enfield black banner with logo (partials/email_header.html).
    • Footer partial: Copyright + "do not reply" line (partials/email_footer.html).
    • Primary CTA partial: Red action button rendered only when ctaUrl is supplied (partials/primary_cta.html).
  • Channels per recipient are decided in code (NotificationService.notify) — typically a combination of system (in‑app), email, and whatsapp (when a mobile number is on file).

2. Master Index of Email Templates

# Template Code Module Recipient(s) Channels Status
1 OPPORTUNITY Onboarding Applicant email Implemented
2 NON_OPPORTUNITY Onboarding Applicant email Implemented
3 QUESTIONNAIRE_SUBMITTED Onboarding Applicant email Implemented
4 QUESTIONNAIRE_REMINDER Onboarding Applicant email + whatsapp Implemented
5 APPLICANT_SHORTLISTED Onboarding Applicant email Implemented
6 APPLICANT_REJECTED Onboarding Applicant email + whatsapp Implemented
7 INTERVIEW_SCHEDULED Onboarding Applicant / Panelist email Implemented (legacy)
8 INTERVIEW_SCHEDULED_APPLICANT Onboarding Applicant email + whatsapp + system Implemented
9 INTERVIEW_SCHEDULED_PANELIST Onboarding Panelist (Internal) email + whatsapp + system Implemented
10 INTERVIEW_RESCHEDULED_APPLICANT Onboarding Applicant email + system Implemented
11 INTERVIEW_RESCHEDULED_PANELIST Onboarding Panelist email + system Implemented
12 INTERVIEW_CANCELLED_APPLICANT Onboarding Applicant email + system Implemented
13 INTERVIEW_CANCELLED_PANELIST Onboarding Panelist email + system Implemented
14 USER_ASSIGNED Collaboration Internal user (participant) email + system Implemented
15 LOI_ISSUED Onboarding Applicant email Implemented
16 LOA_ISSUED Onboarding Applicant + internal email + system Implemented
17 DEALER_CODE_READY Onboarding Applicant + internal email + system Implemented
18 ONBOARDING_STATUS_UPDATE Onboarding Applicant email + system Implemented
19 ONBOARDING_PAYMENT_VERIFIED Onboarding DD-Admin / Internal email + system Implemented
20 EOR_COMPLETED Onboarding DD-Head + NBH email + system Implemented
21 INAUGURATION_COMPLETED Onboarding Internal teams email + system Implemented
22 RESIGNATION_RECEIVED Resignation Dealer email + whatsapp Implemented
23 RESIGNATION_SUBMITTED Resignation Internal (ASM, RBM, DD-ZM, …) email + whatsapp + system Implemented
24 RESIGNATION_APPROVED Resignation Dealer email + system Implemented
25 RESIGNATION_UPDATE Resignation Dealer system (email optional) Implemented
26 TERMINATION_INITIATED Termination Internal stakeholders email + whatsapp + system Implemented
27 TERMINATION_SCN_ISSUED Termination Dealer + Internal email + whatsapp + system Implemented
28 TERMINATION_LETTER_ISSUED Termination DD-Lead, DD-Admin, Finance email + system Implemented
29 TERMINATION_FINAL_CLOSURE_DEALER Termination Dealer email + whatsapp + system Implemented
30 TERMINATION_UPDATE Termination Dealer system (email optional) Implemented
31 CONSTITUTIONAL_CHANGE_SUBMITTED Constitutional Internal stakeholders email + whatsapp + system Implemented
32 CONSTITUTIONAL_CHANGE_APPROVED Constitutional Dealer email + system Implemented
33 CONSTITUTIONAL_CHANGE_UPDATE Constitutional Dealer system (email optional) Implemented
34 RELOCATION_RECEIVED Relocation Dealer email + system Implemented
35 RELOCATION_SUBMITTED Relocation ASM email + whatsapp + system Implemented
36 RELOCATION_APPROVED Relocation Dealer email + system Implemented
37 RELOCATION_UPDATE Relocation Dealer system (email optional) Implemented
38 FNF_INITIATED F&F Finance, Dept heads, DD-Admin email + system Implemented
39 FNF_SUMMARY_PREPARED F&F Finance email + system Implemented
40 FNF_SETTLEMENT_APPROVED F&F DD-Admin, Legal, Finance email + system Implemented
41 WORKFLOW_ACTION_REQUIRED Workflow (cross-module) Next actor email + whatsapp + system Implemented
42 WORKFLOW_STATUS_UPDATE_DEALER Workflow (cross-module) Dealer system (terminal: + email + whatsapp) Implemented
43 WORKNOTE_NOTIFICATION Collaboration Mentioned user email Implemented
44 GENERIC_NOTIFICATION Cross-cutting Any email Implemented
45 SLA_REMINDER SLA Stage owner email + system Implemented
46 SLA_BREACH_WARNING SLA Stage owner email + system Implemented
47 SLA_BREACH SLA Stage owner + escalation email + system Implemented
48 SLA_ESCALATION SLA Escalation level user email + system Implemented
B.1 PROSPECT_DOCUMENT_REQUEST Onboarding Applicant email + whatsapp Live
B.2 STATUTORY_DOCUMENT_REQUEST Onboarding Applicant email Live
B.3 DOCUMENT_SUBMISSION_REMINDER Onboarding Applicant email + whatsapp Live (bulk)
B.4 DOCUMENT_RECEIVED_ACKNOWLEDGEMENT Onboarding Applicant email Live
B.5 DOCUMENT_REJECTED_RESUBMIT Onboarding Applicant email + whatsapp Live
B.6 FDD_DOCUMENT_REQUEST Onboarding Applicant email Live
B.7 LOI_ACKNOWLEDGEMENT_REQUEST Onboarding Applicant email + whatsapp Live (bulk)
B.8 SECURITY_DEPOSIT_REQUEST Onboarding Applicant email + whatsapp Live
B.9 DEALERSHIP_AGREEMENT_SIGNATURE_REQUEST Onboarding Applicant email Live
B.10 ARCHITECTURAL_PLAN_REQUEST Onboarding Applicant email Live

Section A — Currently Implemented Mails

For every template below the document records:

  • Template Code, File path, Subject line
  • Trigger (When sent)
  • Recipients (To)
  • Channels (email / WhatsApp / in‑app)
  • Placeholders
  • Current body copy as rendered (after substituting partials)

A.1 — Dealer Onboarding

A.1.1 OPPORTUNITY — Opportunity Available

Field Value
File backend/src/emailtemplates/opportunity.html
Subject Action Required: Royal Enfield Dealership Opportunity
Trigger Applicant applies for a location where a Dealer Development opportunity window is open. Sent automatically from onboarding.controller.ts on submitApplication and on bulk conversion of non-opportunity → opportunity.
Recipient Applicant (external)
Channels Email
Placeholders applicantName, location, applicationId, link, ctaLabel

Body (rendered):

Hi {{applicantName}},

Thank you for expressing interest in a Royal Enfield dealership opportunity for {{location}}.

To proceed with your application, we require you to complete a mandatory business assessment questionnaire. This will help us evaluate your profile better.

[ Complete Questionnaire ] ← CTA button linking to {{link}}

Please complete this at your earliest convenience. If you have any questions, feel free to contact our development team.

Regards, Royal Enfield Team

A.1.2 NON_OPPORTUNITY — Regret Email

Field Value
File backend/src/emailtemplates/non_opportunity.html
Subject Update on your Royal Enfield Dealership Application
Trigger Applicant applies for a location where no opportunity window is open.
Recipient Applicant
Channels Email
Placeholders applicantName, location

Body:

Dear {{applicantName}},

Thank you for your interest in a Royal Enfield dealership for {{location}}.

After careful review of your application and the current organizational requirements, we regret to inform you that we are unable to proceed with your request at this time.

We will keep your profile in our database for future opportunities. We wish you the very best in your future endeavors.

Regards, Royal Enfield Team

A.1.3 QUESTIONNAIRE_SUBMITTED — Questionnaire Acknowledgement

Field Value
File backend/src/emailtemplates/questionnaire_submitted.html
Subject Questionnaire Submitted Successfully: {{applicationId}}
Trigger Applicant submits the assessment questionnaire (questionnaire.controller.ts / assessment.controller.ts).
Recipient Applicant
Channels Email
Placeholders applicantName, location, applicationId

Body:

Hi {{applicantName}},

Your business assessment questionnaire for {{location}} (Application ID: {{applicationId}}) has been successfully submitted.

Our team will review your responses and get back to you with the next steps.

Regards, Royal Enfield Team

A.1.4 QUESTIONNAIRE_REMINDER — Pending Questionnaire Reminder

Field Value
File backend/src/emailtemplates/questionnaire_reminder.html
Subject Reminder: Complete your Dealer Assessment
Trigger Scheduled job (NotificationService) for applicants whose questionnaire is still pending.
Recipient Applicant
Channels Email + WhatsApp
Placeholders applicantName, location

Body:

Hi {{applicantName}},

This is a reminder that we are awaiting your response to the dealership assessment questionnaire for {{location}}.

Completing this questionnaire is a mandatory step to move forward with your application.

[ Complete Questionnaire ]

If you have already submitted it, please ignore this email.

A.1.5 APPLICANT_SHORTLISTED — Shortlist Notification

Field Value
File backend/src/emailtemplates/applicant_shortlisted.html
Subject Congratulations! You are Shortlisted: {{applicationId}}
Trigger DD-Admin shortlists the application (onboarding.controller.ts → shortlistApplication).
Recipient Applicant
Channels Email
Placeholders applicantName, location, applicationId, portalLink, ctaLabel

Body:

Hi {{applicantName}},

We are pleased to inform you that your dealership application for {{location}} has been shortlisted for further evaluation.

Our team will contact you shortly to schedule the next level of interviews. In the meantime, you can track your application status on our dealer portal.

[ Visit Dealer Portal ]

Regards, Royal Enfield Dealer Development Team

A.1.6 APPLICANT_REJECTED — Rejection Notice

Field Value
File backend/src/emailtemplates/applicant_rejected.html
Subject Update on Your Dealership Application — {{applicationId}}
Trigger WorkflowService.transitionApplication reaches any rejection stage (Level 1 / Level 2 / Level 3 / LOI / LOA).
Recipient Applicant
Channels Email + WhatsApp (if phone available)
Placeholders applicantName, applicationId, location, rejectionReason

Body:

Application Rejected — {{applicationId}}

Dear {{applicantName}},

We regret to inform you that your Royal Enfield Dealership Application ({{applicationId}}) for location {{location}} has been rejected after careful evaluation.

Reason for Rejection: {{rejectionReason}}

We appreciate your interest in partnering with Royal Enfield. You may reapply in the future when opportunities are available in your area.

For any queries, please contact your local RE representative or reach us at dealer-support@royalenfield.com.

Best Regards, Royal Enfield Dealer Development Team

A.1.7 INTERVIEW_SCHEDULED — Generic Interview Scheduled (legacy)

Field Value
File backend/src/emailtemplates/interview_scheduled.html
Subject Interview Scheduled: {{applicationId}}
Trigger Legacy fallback when interview-specific variants are not available.
Recipient Applicant / Panelist
Channels Email
Placeholders name, applicationId, level, dateTime, type, location

Body:

Hi {{name}},

Your interview for the Royal Enfield dealership application ({{applicationId}}) has been scheduled.

  • Interview Level: {{level}}
  • Date & Time: {{dateTime}}
  • Mode/Location: {{location}}
  • Type: {{type}}

Please ensure you are available at the scheduled time. If it's a virtual interview, the link will be shared separately or is included in the location field above.

A.1.8 INTERVIEW_SCHEDULED_APPLICANT

Field Value
Seeded by seed-interview-templates.ts
Subject Interview Scheduled: {{applicationId}}
Trigger DD-Admin schedules a Level 1 / 2 / 3 interview (assessment.controller.ts).
Recipient Applicant
Channels Email + WhatsApp + System
Placeholders applicantName, applicationId, type, scheduledAt, meetLink, appLink

Body:

Dear {{applicantName}},

Your {{type}} for Royal Enfield Dealership Application ({{applicationId}}) has been scheduled.

  • Scheduled Time: {{scheduledAt}}
  • Meeting Link/Location: {{meetLink}}

Please ensure you are available at the scheduled time.

[ Join Meeting ] [ View Application ]

Best Regards, Royal Enfield Onboarding Team

A.1.9 INTERVIEW_SCHEDULED_PANELIST

Field Value
Seeded by seed-interview-templates.ts
Subject New Interview Assignment: {{applicationId}}
Trigger DD-Admin assigns / re-assigns a panelist.
Recipient Panelist (Internal user: DD-ZM, RBM, ZBH, DD-Lead, NBH, DD-Head)
Channels Email + WhatsApp + System
Placeholders panelistName, applicantName, applicationId, type, scheduledAt, meetLink, appLink

Body:

Hi {{panelistName}},

You have been assigned as a panelist for {{type}} with {{applicantName}}.

  • Application ID: {{applicationId}}
  • Scheduled Time: {{scheduledAt}}
  • Meeting Link/Location: {{meetLink}}

[ Join Meeting ] [ Open Assessment Dashboard ]

Please review the applicant's profile before the session.

Regards, System Administrator

A.1.10 INTERVIEW_RESCHEDULED_APPLICANT

Field Value
Subject Interview Rescheduled: {{applicationId}}
Trigger DD-Admin reschedules an interview.
Recipient Applicant
Channels Email + System

Body:

Dear {{applicantName}},

Your {{type}} for Royal Enfield Dealership Application ({{applicationId}}) has been rescheduled.

  • New Scheduled Time: {{scheduledAt}}
  • Meeting Link/Location: {{meetLink}}

[ Join Meeting ] [ View Application ]

Best Regards, Royal Enfield Onboarding Team

A.1.11 INTERVIEW_RESCHEDULED_PANELIST

Same scenario as above, sent to panelist instead of applicant.

Body:

Hi {{panelistName}},

The {{type}} for {{applicantName}} ({{applicationId}}) has been rescheduled.

  • New Scheduled Time: {{scheduledAt}}
  • Meeting Link/Location: {{meetLink}}

[ Join Meeting ] [ Open Assessment Dashboard ]

Please update your calendar accordingly.

A.1.12 INTERVIEW_CANCELLED_APPLICANT

Field Value
Subject Interview Cancelled: {{applicationId}}
Recipient Applicant
Channels Email + System

Body:

Dear {{applicantName}},

We inform you that your {{type}} for Royal Enfield Dealership Application ({{applicationId}}) has been cancelled.

Our team will reach out to you if a new session is required.

Best Regards, Royal Enfield Onboarding Team

A.1.13 INTERVIEW_CANCELLED_PANELIST

Field Value
Subject Interview Cancelled: {{applicationId}}
Recipient Panelist
Channels Email + System

Body:

Hi {{panelistName}},

The {{type}} for {{applicantName}} ({{applicationId}}) has been cancelled.

You no longer need to attend this session.

A.1.14 USER_ASSIGNED — Participant Assignment

Field Value
File backend/src/emailtemplates/user_assigned.html
Subject New Application Assignment: {{applicationId}}
Trigger DD-Admin adds a participant to an application (collaboration.controller.ts).
Recipient Internal user being added (e.g. FDD, Legal, Architecture, ASM)
Channels Email + System
Placeholders userName, applicationId, dealerName, participantType

Body:

Hi {{userName}},

You have been assigned as a {{participantType}} for the following dealership application:

  • Applicant: {{dealerName}}
  • Application ID: {{applicationId}}

Please log in to the portal to review the application and complete your tasks.

A.1.15 LOI_ISSUED — Letter of Intent Issued

Field Value
File backend/src/emailtemplates/loi_issued.html
Subject Letter of Intent (LOI) Issued: {{applicationId}}
Trigger DD-Admin issues the LOI after NBH approval (loi.controller.ts → issueLoi).
Recipient Applicant
Channels Email only (per SRS §6.16.3.6 — explicitly no WhatsApp for LOI/LOA documents)
Placeholders applicantName, applicationId, ctaLabel

Body:

Congratulations {{applicantName}}!

We are delighted to inform you that your Letter of Intent (LOI) for the Royal Enfield dealership has been issued for the application {{applicationId}}.

Please log in to the portal to view and acknowledge the document to move to the next stage.

[ View LOI ]

A.1.16 LOA_ISSUED — Letter of Appointment Issued

Field Value
File backend/src/emailtemplates/loa_issued.html
Subject Letter of Appointment (LOA) Issued: {{applicationId}}
Trigger LOA fully approved by DD-Head + NBH (loa.controller.ts).
Recipient Applicant + DD-Admin, DD-Lead (internal copy)
Channels Email + System
Placeholders applicantName, applicationId, dealerCode, ctaLabel

Body:

Welcome to the Family!

Dear {{applicantName}},

We are honored to issue your Letter of Appointment (LOA) for the Royal Enfield dealership ({{applicationId}}). Your dealership is now officially authorized under the code: {{dealerCode}}.

We look forward to a successful partnership.

[ View LOA ]

A.1.17 DEALER_CODE_READY — SAP Dealer Codes Generated

Field Value
File backend/src/emailtemplates/dealer_code_ready.html
Subject SAP Dealer Codes Readiness for {{applicationId}}
Trigger DD-Admin triggers SAP Dealer Code creation (WorkflowService → Dealer Code Generated).
Recipient Applicant + DD-Admin, Finance, Sales, Service heads
Channels Email + System
Placeholders applicantName, applicationId, salesCode, serviceCode

Body:

SAP Dealer Codes Generated

Hi {{applicantName}},

We are pleased to inform you that your SAP Dealer Codes for application {{applicationId}} are now ready and active in our system.

Sales Code:    {{salesCode}}
Service Code:  {{serviceCode}}

You can now proceed with system onboarding and initial orders.

A.1.18 ONBOARDING_STATUS_UPDATE — Generic Status Update

Field Value
File backend/src/emailtemplates/onboarding_status_update.html
Subject Onboarding Status Update: {{status}} — {{applicationId}}
Trigger Any onboarding status change not covered by LOI / LOA / Dealer Code specific mails (WorkflowService.transitionApplication).
Recipient Applicant
Channels Email + System
Placeholders applicantName, applicationId, status, reason, salesCode, serviceCode

Body:

Hi {{applicantName}},

Your dealership onboarding application status has been updated.

  • Current status: {{status}}
  • Application ID: {{applicationId}}
  • Details: {{reason}}

You can sign in to the dealer development portal for more information.

[ View Application ]

A.1.19 ONBOARDING_PAYMENT_VERIFIED — Security Deposit / Payment Verified

Field Value
File backend/src/emailtemplates/onboarding_payment_verified.html
Subject Payment Verified: {{applicationId}}
Trigger Finance verifies the Security Deposit / initial payment (settlement.controller.ts).
Recipient DD-Admin, DD-Lead, Finance Team (Internal copy). The applicant is acknowledged via the workflow status update.
Channels Email + System
Placeholders applicationId, dealerName, paymentType, amount, link

Body:

Payment Verified — {{applicationId}}

Dear Team,

Finance has successfully verified the {{paymentType}} for {{dealerName}} (Application ID: {{applicationId}}).

  • Verified Amount: ₹{{amount}}
  • Status: Verified & Approved

The onboarding process can now proceed to the next stage.

[ View Application ]

A.1.20 EOR_COMPLETED — EOR Checklist 100% Complete

Field Value
File backend/src/emailtemplates/eor_completed.html
Subject EOR Readiness 100% Completed: {{applicationId}}
Trigger All EOR checklist items verified (eor.controller.ts).
Recipient DD-Head, NBH (also applies to relocation-EOR scenario for DD-Admin)
Channels Email + System (alert-class — SRS §6.19.3.4)
Placeholders recipientName, applicantName, requestId, location, completedOn, link

Body:

EOR Checklist Complete — {{requestId}}

Dear {{recipientName}},

All Essential Operating Requirements (EOR) for dealer application {{requestId}} (Applicant: {{applicantName}}) have been marked as completed and verified.

EOR Status: 100% Complete — The dealership outlet is now ready for Inauguration review.

Field Value
Application ID {{requestId}}
Applicant Name {{applicantName}}
Location {{location}}
Completed On {{completedOn}}

Please review the EOR checklist and authorize the Inauguration stage to mark this dealership as live.

[ Authorize Inauguration ]

A.1.21 INAUGURATION_COMPLETED — Dealership Inauguration Logged

Field Value
File backend/src/emailtemplates/inauguration_completed.html
Subject Dealership Inauguration Logged: {{applicationId}}
Trigger DD-Admin marks the inauguration as complete; dealership goes Live.
Recipient DD-Admin, DD-Lead, NBH, Finance, Sales, Service
Channels Email + System
Placeholders dealerName, applicationId, location, date

Body:

Dealership Inauguration Logged — {{applicationId}}

Dear Team,

We are pleased to inform you that the inauguration for dealer {{dealerName}} (Application ID: {{applicationId}}) at {{location}} has been successfully logged on {{date}}.

The dealership is now marked as Active in the system. All relevant teams are requested to update their records accordingly.

A.2 — Dealer Resignation

A.2.1 RESIGNATION_RECEIVED — Dealer Acknowledgement

Field Value
File backend/src/emailtemplates/resignation_received.html
Subject We received your resignation — {{resignationId}}
Trigger Dealer submits resignation via portal (workflow-email-notifications.ts → notifyResignationSubmittedEmails).
Recipient Dealer
Channels Email + WhatsApp
Placeholders dealerName, resignationId, lwd, link, ctaLabel

Body:

Hi {{dealerName}},

We have received your resignation request {{resignationId}}.

Last working day (as submitted): {{lwd}}

Our team will review and progress clearances as per process. You can track status anytime on the portal.

[ View Request ]

A.2.2 RESIGNATION_SUBMITTED — Internal Notification

Field Value
File backend/src/emailtemplates/resignation_submitted.html
Subject New Resignation Request: {{resignationId}}
Trigger Same event as A.2.1, but for internal reviewers.
Recipient ASM (DD-ASM), RBM, DD-ZM, ZBH, DD-Lead, DD-Head, NBH, Legal, DD-Admin
Channels Email + WhatsApp + System
Placeholders dealerName, resignationId, lwd, link, ctaLabel

Body:

Hi Team,

A new resignation request has been submitted by {{dealerName}}.

  • Request ID: {{resignationId}}
  • Proposed Last Working Day: {{lwd}}

Please log in to the Dealer Development portal to review and initiate the clearance process.

[ Review Resignation ]

A.2.3 RESIGNATION_APPROVED — Resignation Approved

Field Value
File backend/src/emailtemplates/resignation_approved.html
Subject Resignation Request Approved: {{resignationId}}
Trigger NBH issues final approval; Legal uploads acceptance letter.
Recipient Dealer
Channels Email + System
Placeholders dealerName, resignationId, lwd

Body:

Resignation Request Approved

Dear {{dealerName}},

Your resignation request (Request ID: {{resignationId}}) has been approved by the Dealer Development team.

Proposed Last Working Day: {{lwd}}

The clearance process has been initiated. Please ensure all department dues are cleared as per the timeline.

A.2.4 RESIGNATION_UPDATE — Interim Status Update

Field Value
File backend/src/emailtemplates/resignation_update.html
Subject Resignation Status Update: {{status}}
Trigger Any interim stage transition during resignation.
Recipient Dealer
Channels System (email optional via Admin)
Placeholders dealerName, status, remarks

Body:

Hi {{dealerName}},

This is to inform you that the status of your resignation request has been updated.

  • Current Stage: {{status}}

{{remarks}}

You can track the progress and clearance status on the dealer development portal.

[ View Status ]

A.3 — Dealer Termination

A.3.1 TERMINATION_INITIATED — Case Initiation Internal Alert

Field Value
File backend/src/emailtemplates/termination_initiated.html
Subject Dealer Termination Case Initiated — {{requestId}}
Trigger DD-ASM creates a termination request (termination.controller.ts).
Recipient RBM, DD-ZM, ZBH, DD-Lead, Legal, NBH
Channels Email + WhatsApp + System
Placeholders recipientName, dealerName, requestId, category, initiatedBy, currentStage, remarks, link, ctaLabel

Body (key bits):

Dealer Termination Initiated — {{requestId}}

Dear {{recipientName}},

A formal termination process has been initiated for dealer {{dealerName}} (Request: {{requestId}}).

Field Value
Request ID {{requestId}}
Dealer Name {{dealerName}}
Termination Category {{category}}
Initiated By {{initiatedBy}}
Current Stage {{currentStage}}

Remarks: {{remarks}}

Please review the termination case and provide your evaluation as required. All decisions must be documented with mandatory work notes.

[ Review Termination Case ]

This notification is confidential and intended only for the named recipient. Do not share this information externally without authorization.

A.3.2 TERMINATION_SCN_ISSUED — Show Cause Notice

Field Value
File backend/src/emailtemplates/termination_scn.html
Subject URGENT: Show Cause Notice Issued: {{terminationId}}
Trigger Legal uploads & issues SCN (TerminationWorkflowService / termination.controller.ts → issueScn).
Recipient Dealer + DD-Admin / Legal copy
Channels Email + WhatsApp + System
Placeholders dealerName, terminationId, deadline, link, ctaLabel

Body:

URGENT: Show Cause Notice Issued

Dear {{dealerName}},

This is to inform you that a Show Cause Notice has been issued regarding your dealership contract (Request ID: {{terminationId}}).

You are required to submit your response on the dealer development portal by {{deadline}}. Failure to respond may lead to further action as per the dealership agreement.

[ Submit Response ]

A.3.3 TERMINATION_LETTER_ISSUED — Internal Letter Generated Alert

Field Value
File backend/src/emailtemplates/termination_letter_issued.html
Subject Termination Letter Generated: {{requestId}}
Trigger Legal generates/uploads the official termination letter (workflow-email-notifications.ts → terminal event override).
Recipient DD-Lead, DD-Admin, Finance
Channels Email + System
Placeholders recipientName, dealerName, requestId, link, ctaLabel

Body:

Termination Letter Generated — {{requestId}}

Dear {{recipientName}},

The official Termination Letter has been generated and uploaded to the portal for dealer {{dealerName}} (Request ID: {{requestId}}).

This letter is now visible to the DD-Lead, DD-Admin, and Finance teams. Please proceed with the necessary administrative and financial closure steps.

[ View Letter ]

A.3.4 TERMINATION_FINAL_CLOSURE_DEALER — Final Closure to Dealer

Field Value
File backend/src/emailtemplates/termination_final_closure.html
Subject Official Notice: Termination of Dealership — {{requestId}}
Trigger Workflow reaches TERMINATION_STAGES.TERMINATED (terminal event for dealer).
Recipient Dealer
Channels Email + WhatsApp + System
Placeholders dealerName, requestId, terminationDate, link, ctaLabel

Body:

Notice of Termination — {{requestId}}

Dear {{dealerName}},

This is the official notification that your dealership agreement with Royal Enfield (Request ID: {{requestId}}) has been formally terminated effective {{terminationDate}}.

The final Termination Letter is available for your reference in the dealer portal. Your portal access will remain active for a limited period to allow you to download relevant documents and track the Full & Final (F&F) settlement progress.

[ View Letter & Portal ]

For any clarifications regarding the settlement process, please contact the Dealer Development Admin team.

Best Regards, Royal Enfield Dealer Development Team

A.3.5 TERMINATION_UPDATE — Interim Status to Dealer

Field Value
File backend/src/emailtemplates/termination_update.html
Subject Termination Status Update: {{status}}
Recipient Dealer
Channels System (email optional)
Placeholders dealerName, status, remarks

Body:

Hi {{dealerName}},

This is to inform you that the status of your dealership termination request has been updated.

  • Current Stage: {{status}}

{{remarks}}

Please log in to the portal to check if any actions are required from your end.

A.4 — Constitutional Change

A.4.1 CONSTITUTIONAL_CHANGE_SUBMITTED — Internal Alert

Field Value
File backend/src/emailtemplates/constitutional_change_submitted.html
Subject New Constitutional Change Request: {{requestId}}
Trigger Dealer submits constitutional change request (constitutional.controller.ts).
Recipient ASM, RBM, DD-ZM, ZBH, DD-Lead, DD-Head, NBH, Legal
Channels Email + WhatsApp + System
Placeholders dealerName, changeType, requestId, link, ctaLabel

Body:

Hi Team,

A new Constitutional Change request has been submitted by {{dealerName}}.

  • Request Type: {{changeType}}
  • Request ID: {{requestId}}

Please log in to the Dealer Development portal to review the request and documents.

[ Review Request ]

A.4.2 CONSTITUTIONAL_CHANGE_APPROVED — Final Approval to Dealer

Field Value
File backend/src/emailtemplates/constitutional_change_approved.html
Subject Constitutional Change Approved — {{requestId}}
Trigger Workflow reaches CONSTITUTIONAL_STAGES.COMPLETED (terminal).
Recipient Dealer
Channels Email + System
Placeholders dealerName, requestId, proposedConstitution, link

Body:

Constitutional Change Approved — {{requestId}}

Dear {{dealerName}},

We are pleased to inform you that your request for a Change in Constitution (Request ID: {{requestId}}) has been officially approved by the Royal Enfield management.

  • New Constitution: {{proposedConstitution}}
  • Status: Approved & Updated

The system records have been updated to reflect this change. You can now proceed with the legally compliant transition as per the approved structure.

[ View Request Details ]

A.4.3 CONSTITUTIONAL_CHANGE_UPDATE — Interim Update

Field Value
Subject Constitutional Change Update: {{status}}
Recipient Dealer
Channels System (email optional)

Body:

Hi {{dealerName}},

This is to inform you that your Constitutional Change request has been updated.

  • Current Stage: {{status}}

{{remarks}}

[ View Status ]

A.5 — Dealer Relocation

A.5.1 RELOCATION_RECEIVED — Dealer Acknowledgement

Field Value
File backend/src/emailtemplates/relocation_received.html
Subject Relocation request received — {{requestId}}
Trigger Dealer submits a relocation request.
Recipient Dealer
Channels Email + System
Placeholders dealerName, requestId, link, ctaLabel, distance

Body:

Relocation Request Received — {{requestId}}

Dear {{dealerName}},

We have received your request for dealership relocation (Request ID: {{requestId}}).

The internal feasibility assessment and multi-level review process have been initiated. You will be notified of any document requirements or status updates via the portal and email.

Current Status: ASM Review (In Progress)

[ Track Request ]

You can track the real-time progress of your request by logging into the Dealer Portal.

A.5.2 RELOCATION_SUBMITTED — Internal Alert to ASM

Field Value
File backend/src/emailtemplates/relocation_submitted.html
Subject New relocation request: {{requestId}}
Trigger Same event as A.5.1, sent to assigned ASM.
Recipient ASM
Channels Email + WhatsApp + System
Placeholders dealerName, requestId, outletCode, link, ctaLabel, distance

Body:

New Relocation Request: {{requestId}}

Dear Team,

A new dealership relocation request has been submitted by {{dealerName}} for outlet {{outletCode}}.

  • Request ID: {{requestId}}
  • Outlet Code: {{outletCode}}
  • Distance from existing site: {{distance}} km

Please log in to the Dealer Development portal to review the proposed location, property documents, and feasibility details.

[ Review Request ]

A.5.3 RELOCATION_APPROVED — Final Approval to Dealer

Field Value
File backend/src/emailtemplates/relocation_approved.html
Subject Relocation Approved — {{requestId}}
Recipient Dealer
Channels Email + System
Placeholders dealerName, requestId, newLocation, link

Body:

Relocation Approved — {{requestId}}

Dear {{dealerName}},

We are pleased to inform you that your request for Dealership Relocation (Request ID: {{requestId}}) has been officially approved by the Royal Enfield management.

  • New Location: {{newLocation}}
  • Status: Approved & Records Updated

Our team will coordinate with you for the physical transition and site readiness audit. You can track the next steps via the portal.

[ View Request Details ]

A.5.4 RELOCATION_UPDATE — Interim Status

Field Value
Subject Relocation update — {{requestId}} ({{status}})
Recipient Dealer
Channels System (email optional)

Body:

Hi {{dealerName}},

Your relocation request {{requestId}} has been updated.

  • Current stage: {{status}}

{{remarks}}

[ View Status ]

A.6 — Full & Final (F&F) Settlement

A.6.1 FNF_INITIATED — F&F Triggered

Field Value
File backend/src/emailtemplates/fnf_initiated.html
Subject F&F Settlement Initiated — {{requestId}}
Trigger F&F case is created on or after the Last Working Day (resignation closure / termination closure / settlement controller).
Recipient Finance, Spares Manager, Service Manager, Accounts Manager, DD-Admin, DD-Lead, ZBH, RBM
Channels Email + System
Placeholders recipientName, dealerName, requestId, lwd, initiatedBy, link, ctaLabel

Body:

Full & Final Settlement Initiated — {{requestId}}

Dear {{recipientName}},

The Full & Final (F&F) settlement process has been initiated for dealer {{dealerName}} (Request: {{requestId}}) effective from the Last Working Day.

Field Value
Request ID {{requestId}}
Dealer Name {{dealerName}}
Initiated By {{initiatedBy}}
Last Working Day {{lwd}}

All department clearances (NOC, Payables, Receivables, etc.) must be submitted within the stipulated timeline. Please log in and update your department's clearance status.

[ View F&F Settlement ]

A.6.2 FNF_SUMMARY_PREPARED — Summary Ready for Finance

Field Value
File backend/src/emailtemplates/fnf_summary_prepared.html
Subject F&F Settlement Summary Prepared: {{fnfId}}
Trigger All 16 department clearances received; Finance auto-summary computed.
Recipient Finance team
Channels Email + System
Placeholders fnfId, dealerName, netAmount, link, ctaLabel

Body:

F&F Settlement Summary Prepared — {{fnfId}}

Dear Finance Team,

The initial Full & Final (F&F) settlement summary has been prepared for {{dealerName}} (F&F ID: {{fnfId}}).

  • Calculated Net Amount: ₹{{netAmount}}
  • Status: Pending Final Approval

Please review the consolidated departmental responses and the settlement summary to proceed with final approval and payment processing.

[ Review & Approve ]

Confidential: This summary contains sensitive financial data. Review only via authorized portal access.

A.6.3 FNF_SETTLEMENT_APPROVED — Final F&F Approval

Field Value
File backend/src/emailtemplates/fnf_settlement_approved.html
Subject F&F Settlement Approved: {{fnfId}}
Trigger Finance approves the final settlement summary.
Recipient DD-Admin, Legal, Finance
Channels Email + System
Placeholders fnfId, dealerName, settlementAmount, link, ctaLabel

Body:

F&F Settlement Approved — {{fnfId}}

Dear Team,

The final Full & Final (F&F) settlement for dealer {{dealerName}} (F&F ID: {{fnfId}}) has been Approved by Finance.

  • Settlement Amount: ₹{{settlementAmount}}
  • Status: Approved & Closed

The DD-Admin and Legal teams are requested to update their records and proceed with final account closure.

[ View Settlement ]

A.7 — Workflow / Collaboration / Generic

A.7.1 WORKFLOW_ACTION_REQUIRED — Generic Next-Actor Alert

Field Value
File backend/src/emailtemplates/workflow_action_required.html
Subject Action Required: {{requestId}} — {{targetStage}}
Trigger Cross-module workflow transition reaches the next actor's stage (or a send-back to ASM occurs).
Recipient Next assigned actor (role-based; DD-ZM / RBM / ZBH / DD-Lead / DD-Head / NBH / Legal / Finance / FDD / Architecture)
Channels Email + WhatsApp + System
Placeholders requestId, dealerName, targetStage, remarks, link, ctaLabel

Body:

Action Required: {{requestId}}

Hi,

The request {{requestId}} (Dealer: {{dealerName}}) has reached the {{targetStage}} stage and requires your review and action.

Remarks from previous stage: {{remarks}}

Please log in to the RE Dealer Management Portal to review the case details and take action.

[ Review & Take Action ]

This is an automated notification. Please do not reply to this email.

A.7.2 WORKFLOW_STATUS_UPDATE_DEALER — Generic Dealer Update

Field Value
File backend/src/emailtemplates/workflow_status_update_dealer.html
Subject Update on Your Request — {{requestId}}
Trigger Any interim or terminal workflow event (Resignation / Termination / Constitutional / Relocation / Onboarding) that affects the dealer.
Recipient Dealer
Channels System always; Email + WhatsApp on terminal events (rejection / completion / revocation)
Placeholders requestId, dealerName, targetStage, remarks, link, ctaLabel

Body:

Update on Your Request — {{requestId}}

Dear {{dealerName}},

Your request {{requestId}} has been updated. Current status: {{targetStage}}.

Note: {{remarks}}

You can track the live progress of your request on the dealer portal:

[ View Request ]

A.7.3 WORKNOTE_NOTIFICATION — Mention Notification

Field Value
File backend/src/emailtemplates/worknote_notification.html
Subject New Update on Application: {{applicationId}}
Trigger A user is @mentioned in a work note (collaboration.controller.ts).
Recipient The mentioned user
Channels Email
Placeholders userName, applicationId, dealerName, message

Body:

Hi {{userName}},

You have a new work note or update on an application you are participating in.

  • Application: {{dealerName}} ({{applicationId}})
  • Update: {{message}}

[ View Worknote ]

A.7.4 GENERIC_NOTIFICATION — Fallback Template

Field Value
File backend/src/emailtemplates/generic_notification.html
Subject {{title}}
Trigger Used by NotificationService when no specific template applies.
Recipient Any user
Channels Email
Placeholders title, message

Body:

{{title}}

{{message}}

Please log in to the portal for more details.

A.8 — SLA & Escalation Mails

A.8.1 SLA_REMINDER — Approaching Deadline

Field Value
File backend/src/emailtemplates/sla_reminder.html
Subject SLA Reminder: {{applicationId}} — {{stageName}}
Trigger SLA scheduler detects stage nearing TAT.
Recipient Current stage owner
Channels Email + System
Placeholders applicationId, stageName, link

Body:

SLA Reminder

This is a reminder that the following application is approaching its SLA deadline.

  • Application ID: {{applicationId}}
  • SLA Stage: {{stageName}}

Please ensure this stage is completed promptly to avoid a breach.

[ Open Case ]

A.8.2 SLA_BREACH_WARNING

Field Value
File backend/src/emailtemplates/sla_breach_warning.html
Subject SLA breach: {{applicationId}} — {{stageName}}
Trigger An SLA tracking record breaches its deadline.
Recipient Stage owner
Channels Email + System
Placeholders applicationId, stageName, currentStage

Body:

SLA breach alert

The following application has breached SLA for a workflow stage.

  • Application ID: {{applicationId}}
  • SLA stage: {{stageName}}
  • Current stage: {{currentStage}}

Please take immediate action in the portal.

[ Open Case ]

A.8.3 SLA_BREACH

Field Value
File backend/src/emailtemplates/sla_breach.html
Subject SLA BREACHED: {{applicationId}} — {{stageName}}
Trigger Confirmed breach event.
Recipient Stage owner + escalation cohort
Channels Email + System

Body:

SLA BREACHED

The following application has exceeded its allotted Turnaround Time (TAT).

  • Application ID: {{applicationId}}
  • SLA Stage: {{stageName}}

Action is required immediately to minimize further delay.

[ Open Case ]

A.8.4 SLA_ESCALATION — Multi-Level Escalation

Field Value
File backend/src/emailtemplates/sla_escalation.html
Subject SLA ESCALATION [L{{level}}]: {{applicationId}} — {{stageName}}
Trigger Escalation chain L1 → L2 → L3 triggered when previous level does not act.
Recipient Escalation level user (typically RBM → ZBH → DD-Head / NBH)
Channels Email + System
Placeholders applicationId, stageName, level, timeValue, timeUnit, link

Body:

SLA ESCALATION [Level {{level}}]

The following application remains incomplete after an SLA breach for {{stageName}} and has been escalated to you.

  • Application ID: {{applicationId}}
  • Escalation Level: Level {{level}}
  • Delay: {{timeValue}} {{timeUnit}} past breach

Please review and intervene to resolve the pending activity.

[ Open Case ]

Section B — Onboarding extensions (implemented)

For clients / Marketing / Legal: Use RE_Dealer_Email_Content_Client_Brief.md in this folder — no code, only audiences, triggers, and sign-off.
Subsections B.1–B.10 below keep technical fields (files, placeholders) and sample prose for administrators.

Templates are in backend/src/emailtemplates/, codes in allowed-email-template-codes.ts, seeds in seed-master-emails.ts, and triggers in onboarding.controller.ts, loi.controller.ts, loa.controller.ts, and fdd.controller.ts as noted per template.

B.1 PROSPECT_DOCUMENT_REQUEST — Initial prospect document collection (implemented)

Field Value
File backend/src/emailtemplates/prospect_document_request.html
Subject Documents Required — Royal Enfield Dealership Application {{applicationId}}
Trigger Automatically after shortlist (same flow as shortlisted congratulations mail).
Recipient Applicant; WhatsApp if mobile on file.
Placeholders applicantName, location, applicationId, dueDate, documentList, link, ctaLabel

Hi {{applicantName}},

Congratulations on being shortlisted for the Royal Enfield Dealership opportunity at {{location}} (Application ID: {{applicationId}}).

To proceed with your evaluation we need the following documents to be uploaded on the Dealer Portal by {{dueDate}}:

  1. PAN Card (Proprietor / Partners / Directors)
  2. Aadhaar Card or Passport
  3. Address Proof of the proposed dealership site (Lease deed / Title deed)
  4. Net Worth Certificate from a Chartered Accountant (last 2 years)
  5. Bank Statement (last 6 months)
  6. Income Tax Returns (last 3 years)
  7. Photograph(s) of the proposed dealership site

(Final document list is determined by your application type — please refer to the portal for the authoritative checklist.)

[ Upload Documents ] → opens {{uploadLink}}

All documents must be clear, in PDF / JPG format, and under 10 MB per file. For any clarifications, contact your local RE representative or write to dealer-support@royalenfield.com.

Regards, Royal Enfield Dealer Development Team

B.2 STATUTORY_DOCUMENT_REQUEST — Statutory Documents Collection (Post LOI)

Field Value
Subject Statutory Documents Required — {{applicationId}}
Trigger Sent after the LOI is issued. Aligns with the Architectural Work stage and Statutory Document Collection sub-stage of Module 1.8.2 in the test stories.
Recipient Applicant (now Dealer-in-making)
Channels Email + WhatsApp + System
Placeholders applicantName, applicationId, dealerCode, statutoryList, dueDate, uploadLink, ctaLabel

Proposed body:

Hi {{applicantName}},

With the Letter of Intent issued for application {{applicationId}}, we now need the statutory documents necessary to open the dealership at the agreed location.

Please upload the following on the Dealer Portal by {{dueDate}}:

  1. GST Registration Certificate
  2. Trade License / Shop & Establishment Certificate from the local municipal authority
  3. MSME / Udyam Registration Certificate (if applicable)
  4. Fire Safety NOC from the local fire department
  5. Pollution Control Board NOC
  6. Building Plan Approval from the local municipal corporation
  7. Electricity / Power Sanction Letter (commercial)
  8. Lease Agreement / Sale Deed (registered) of the dealership premises
  9. Property Tax Receipt (latest)
  10. Insurance — Building, Inventory & Public Liability
  11. Bank Account Opening Letter in the dealership entity's name
  12. Memorandum / Articles of Association (for Pvt. Ltd. entities) or Partnership Deed (for LLPs / Firms)
  13. Authorized Signatory List + Board Resolution (where applicable)

[ Upload Statutory Documents ] → {{uploadLink}}

These documents are mandatory for the issuance of the Letter of Appointment (LOA) and SAP Dealer Codes. Any delay or missing documents will postpone your onboarding timeline. Our DD-Admin team will reach out for clarifications if anything needs re-submission.

Regards, Royal Enfield Dealer Development Team

B.3 DOCUMENT_SUBMISSION_REMINDER — Pending Document Reminder

Field Value
Subject Reminder: Pending documents for {{applicationId}}
Trigger Cron job — fires if a prospect / dealer has not uploaded all required documents within the configured SLA (e.g. T+3 days after PROSPECT_DOCUMENT_REQUEST / STATUTORY_DOCUMENT_REQUEST).
Recipient Applicant
Channels Email + WhatsApp
Placeholders applicantName, applicationId, pendingDocuments, dueDate, uploadLink

Proposed body:

Hi {{applicantName}},

Friendly reminder — the following documents are still pending against your application {{applicationId}}:

{{pendingDocuments}}

Please upload them by {{dueDate}} to avoid delays in your application processing.

[ Upload Pending Documents ]

If you have already uploaded these documents, please ignore this email.

B.4 DOCUMENT_RECEIVED_ACKNOWLEDGEMENT

Field Value
Subject Documents received — {{applicationId}}
Trigger When the prospect / dealer uploads all mandatory documents for a category.
Recipient Applicant + DD-Admin (cc)
Channels Email
Placeholders applicantName, applicationId, documentCategory, receivedOn, link

Proposed body:

Hi {{applicantName}},

Thank you. We have received the following documents for your dealership application {{applicationId}} (Category: {{documentCategory}}) on {{receivedOn}}.

Our DD-Admin and Legal teams will now verify the submitted documents. You will receive a separate notification if any document needs to be re-submitted, or once the verification is complete.

[ View Submission ]

B.5 DOCUMENT_REJECTED_RESUBMIT — Resubmission Request

Field Value
Subject Action Required: Re-submit documents for {{applicationId}}
Trigger DD-Admin / Legal marks a submitted document as Rejected / Re-submission Required.
Recipient Applicant
Channels Email + WhatsApp + System
Placeholders applicantName, applicationId, documentName, rejectionReason, dueDate, uploadLink

Proposed body:

Hi {{applicantName}},

One or more documents you uploaded for application {{applicationId}} could not be accepted.

  • Document: {{documentName}}
  • Reason: {{rejectionReason}}

Please re-upload the corrected document on the Dealer Portal by {{dueDate}}.

[ Re-Upload Document ]

If you have any queries regarding the reason, please contact your assigned DD representative or write to dealer-support@royalenfield.com.

B.6 FDD_DOCUMENT_REQUEST — FDD (Financial Due Diligence) Document Collection

Field Value
Subject FDD Documents Required — {{applicationId}}
Trigger DD-Admin assigns an FDD partner; the partner needs to receive a complete document checklist from the applicant.
Recipient Applicant (cc: FDD partner, DD-Admin)
Channels Email
Placeholders applicantName, applicationId, fddPartnerName, documentChecklist, dueDate, uploadLink

Proposed body:

Hi {{applicantName}},

As part of the Financial Due Diligence (FDD) for your dealership application {{applicationId}}, {{fddPartnerName}} has been engaged to perform the assessment.

Please upload the following documents on the Dealer Portal by {{dueDate}}:

{{documentChecklist}}

Typical documents include audited financial statements (last 3 FYs), GST returns (last 12 months), bank statements (last 12 months), proof of working capital, existing loan obligations, and director / partner net worth statements.

[ Upload FDD Documents ]

The FDD partner will independently contact you for any clarifications. Any non-disclosure will impact your application evaluation.

B.7 LOI_ACKNOWLEDGEMENT_REQUEST

Field Value
Subject Action Required: Acknowledge your Letter of Intent — {{applicationId}}
Trigger Within 24h of LOI_ISSUED if the applicant has not signed / acknowledged the LOI in the portal.
Recipient Applicant
Channels Email + WhatsApp
Placeholders applicantName, applicationId, loiLink, dueDate

Proposed body:

Hi {{applicantName}},

Your Letter of Intent (LOI) for {{applicationId}} is awaiting your acknowledgement.

Please log in to the Dealer Portal, review the document, and digitally acknowledge it by {{dueDate}}. Without your acknowledgement we cannot proceed to the next stage of onboarding.

[ Acknowledge LOI ]

B.8 SECURITY_DEPOSIT_REQUEST

Field Value
Subject Security Deposit Payment Required — {{applicationId}}
Trigger After LOI is acknowledged by the applicant; before LOA processing.
Recipient Applicant
Channels Email
Placeholders applicantName, applicationId, amount, paymentLink, bankDetails, dueDate

Proposed body:

Hi {{applicantName}},

Per the terms of your Letter of Intent for {{applicationId}}, the next step is to remit the Security Deposit of ₹{{amount}} before {{dueDate}}.

You may pay through any of the following channels:

  • Online payment via the Dealer Portal: [ Pay Now ] → {{paymentLink}}
  • RTGS / NEFT to the following account:
{{bankDetails}}

After remitting, please upload the payment confirmation (UTR / Transaction reference) on the portal. Finance will verify within 2 working days and we will notify you (see ONBOARDING_PAYMENT_VERIFIED).

B.9 DEALERSHIP_AGREEMENT_SIGNATURE_REQUEST

Field Value
Subject Dealership Agreement ready for signature — {{applicationId}}
Trigger LOA is issued — Legal generates the dealership agreement; awaiting applicant + Royal Enfield authorised signatory's e-sign.
Recipient Applicant
Channels Email
Placeholders applicantName, applicationId, dealerCode, agreementLink, dueDate

Proposed body:

Hi {{applicantName}},

Congratulations once again on your appointment as a Royal Enfield Dealer ({{dealerCode}}).

The Dealership Agreement for application {{applicationId}} is now ready for your signature. Please review the document in full and e-sign it on the Dealer Portal by {{dueDate}}.

[ Review & Sign Agreement ]

Once your signature is recorded, the document is automatically routed to Royal Enfield's authorised signatory for counter-signature.

B.10 ARCHITECTURAL_PLAN_REQUEST

Field Value
Subject Architectural Plan & Site Inputs Required — {{applicationId}}
Trigger DD-Admin assigns the Architecture team to a freshly issued LOI (Test Story 1.8.1).
Recipient Applicant (cc: Architecture Lead)
Channels Email
Placeholders applicantName, applicationId, architectName, inputsList, dueDate, uploadLink

Proposed body:

Hi {{applicantName}},

Our Architecture team (led by {{architectName}}) is ready to begin the dealership site design for {{applicationId}}.

To kick this off, please share the following on the portal by {{dueDate}}:

{{inputsList}}

Typical inputs needed:

  1. Site dimensions and orientation drawings
  2. Photographs of site (front, side, internal) and surroundings
  3. Civic / municipal site approvals and zoning details
  4. Electricity load sanction letter
  5. Soil-test report (if available)
  6. Proposed entry, parking, signage location preferences

[ Upload Site Inputs ]

Once these are received, the Architecture team will share a draft plan within 7 working days.

Appendix — Common Header / Footer / CTA Partials

Header Partial — partials/email_header.html

Renders the black Royal Enfield banner with the centred logo. Used by every templated email.

<!DOCTYPE html>
<html>
<head>
<meta charset="utf-8">
<style>
    body { font-family: Arial, Helvetica, sans-serif; color: #333; line-height: 1.6; margin: 0; padding: 0; }
    .container { max-width: 600px; margin: 0 auto; border: 1px solid #eee; }
    .header  { background-color: #000000; padding: 24px 16px; text-align: center; }
    .header img { display: block; margin: 0 auto; max-width: 320px; width: 100%; height: auto; }
    .content { padding: 30px; }
    .footer  { background-color: #f8f9fa; padding: 20px; text-align: center; font-size: 12px; color: #777; }
    .status-badge { display: inline-block; padding: 6px 12px; background-color: #f8f9fa; border: 1px solid #ddd; border-radius: 4px; font-weight: bold; margin: 10px 0; }
    .details { background-color: #f9f9f9; padding: 15px; border-radius: 4px; border-left: 4px solid #e31837; margin: 20px 0; }
    .code-box { background-color: #f4f4f4; padding: 15px; border: 1px dashed #e31837; text-align: center; font-family: monospace; font-size: 18px; margin: 20px 0; }
</style>
</head>
<body>
<div class="container">
  <div class="header">
    <img src="__EMAIL_HEADER_LOGO_SRC__" alt="Royal Enfield" width="320" />
  </div>
  <div class="content">

Footer Partial — partials/email_footer.html

  </div>
  <div class="footer">
    <p>&copy; {{year}} Royal Enfield. All rights reserved.</p>
    <p>This is an automated message, please do not reply.</p>
  </div>
</div>
</body>
</html>

Primary CTA Partial — partials/primary_cta.html

Renders a red action button when a CTA URL is supplied.

{{#if ctaUrl}}
<div style="text-align:center;margin-top:20px;">
  <a href="{{ctaUrl}}"
     style="display:inline-block;padding:12px 24px;background-color:#e31837;
            color:#fff;text-decoration:none;border-radius:4px;font-weight:bold;">
    {{#if ctaLabel}}{{ctaLabel}}{{else}}View details{{/if}}
  </a>
</div>
{{/if}}

Change Log

Date Author Description
2026-05-11 Engineering Section B templates implemented in app; added RE_Dealer_Email_Content_Client_Brief.md for client copy prep.