How to Send Subcontractor Back Charges and Notification of Potential Back Charges

How to Send Subcontractor Back Charges and Notification of Potential Back Charges

Commnia allows you to send Back Charges with a formal letter, track responses from any mail client, and generate a register.

Back Charges are created through the Commnia Inbox as an email message. This way you retain full transparency within your Inbox.

1. Accessing Back Charges

Login to your Commnia account and select your project.

From the main menu via Quick Add (+) click on New Email.


Alternatively, select Inbox and create New Email.

Select Back Charge Notice from Category Folder.



The following screen will appear.


2. Add Recipients

Start typing the name of the contact to display a list of users from the project contact list.

Alternatively, you can click on the To, CC, or BCC button to display the full global contact list.  




If a contact is not already a part of Commnia, you are able to add them by clicking on the Create New Contact icon.

To see how to Create New Contact - click here.

The Send Privately function means that recipients will not see who else the email has been sent to in To Field.

3. Enter Email Subject

Enter a subject for your new email message.


4. Complete Dynamic Fields

Enter any required information into the dynamic fields.

The dynamic fields have been set up based on the email type.
i.e. For a Delay Notice, the default fields are Requested By Date, Approve by, etc. and the option to include Addons.

Enter the date you would like a response by.


Click on Addons to include a Standard Clause, Cost Table and Authorisation.


If you select Standard Clause, you will have the option to enter details by typing in the field or select from Custom Templates.





To see how to create Custom Standard ClauseTemplates click here.

If you select Cost Table the following dialogue box will appear.


Once you have entered the information to the cost table, click on Add to return to your email.

Authorisation will display a new field where you can either enter the details of the authorisation or insert directly from a custom template.


To see how to add authorisation templates to the Inbox email click here.

5. Enter the Email of the Body

  • Enter your email message into the description field.
  • You can manually enter the body of your email, this field is in Html format meaning you can paste text and images directly from word or even your internet browser.
  • Alternatively, select from a list of Custom templates.

To see how to create Custom Correspondence Templates click here.

6. Attach Files

Files can be attached to the email directly from Commnia Drive, the document register, from your local device, or drag and drop files with no restriction on file size.


To learn more about how to attach files to email click here.

7. Send Email

Your email signature will automatically be included in every email communication. You can edit your email signature by clicking on the edit icon.


To learn how to create and edit your signature click here.

Once you've entered all information for your email, you can Preview, Save as Draft or Send.


If you have clicked to Send Privately the recipients will not see who else the email has been sent to. 


8. Email

Once you have clicked send, the receiver will receive the following formatted email with the option to view it as PDF Letter.



Below is an example of the PDF Letter.

Each Back Charge Notice that is created will be logged directly on to the Back Charge Notice register in Commnia Inbox, to see how to review click here.

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