NirmaanOne Help
How-toReviewed 2026-09-29

Issue an offer with its letter

Publish the offer letter template once, then issue a draft offer so the letter is generated and filed with it and the offer moves to Issued.

Issue an offer with its letter

Issuing turns a draft offer into the offer the allottee actually receives. When you issue with a letter, NirmaanOne generates the offer letter from your published template first, files it with the offer and on the allottee's page, and then moves the offer to Issued, so an issued offer always carries the letter that went out with it. The letter template only needs publishing once.

Before you start

  • The offer is drafted and complete: Draft an offer to an allottee. If the allottee will buy extra area, set the entitlement split before you issue: it can only be saved on a draft (Split the entitlement and start the allottee's purchases).
  • A published template for offers. Every organization ships "Offer letter (standard)" as a Draft under Settings > Documents > Templates; nothing can be generated from it until it is published. Publishing needs the publish permission on Document Templates: in the default roles the Administrator, the Sales Manager and Legal & Documentation. A letterhead is optional but gives the letter its logo, header and footer.
  • Issuing needs the Edit permission on Termsheets: the Administrator, the Rehab Officer and Legal & Documentation in the default roles.

Steps

  1. From the account menu open Settings, then Documents and the Templates tab (Document templates). Click Offer letter (standard), or your own template whose record type is Termsheet. It opens in the template designer with a Draft badge and the alert "Drafts cannot be used yet. Publish the template to offer it on termsheet records and in workflows." Skip steps 1 and 2 when the list already shows the template as Published.
  2. Review the wording; pick a real offer under Preview and press Preview to see it filled in. Then click Publish. The dialog "Publish template" explains "The draft is snapshotted as version 1. Documents generated from now on use it; earlier documents keep the version they were made with." Add Notes (optional) and confirm with Publish. You see "Published as version 1." and the badge reads Published.
  3. Open the project, choose the Society & Tenants tab and open the draft offer: click the Draft badge in the allottee's Offer column, or the open icon on its row in Offers (term sheets). The panel "Offer · <name>" opens with a Draft badge and Issue to member in its footer. See Society & Tenants.
  4. If you change anything in the panel, click Save changes first; you see "Offer saved." While the form holds unsaved changes (including a benefit plan you applied but haven't saved), Issue to member is greyed out with "Save your changes first".
  5. Click Issue to member. The dialog Issue the offer opens with:
    • Letter: the published templates that render an offer, as "<name> (<kind>)", the first one already selected, plus Issue without a letter.
    • Issued on: today by default; change it to the date on the letter if it differs.
  6. Keep or change the letter and the date. With a letter chosen the dialog reads "The letter is generated first, then the offer moves to Issued — so an issued offer carries the letter that was sent with it." With Issue without a letter it reads "The offer moves to Issued and no letter is produced. You can generate one later from the offer's Documents card."
  7. Click Generate letter & issue (or Issue without a letter). You see "Offer issued and the letter generated." (or "Offer issued."). The badge reads Issued, the panel shows "A issued offer is read-only. Reopen it as a draft to change the terms. Issued <date>.", and the letter appears in the offer's Documents card.

What happens next

  • The letter is numbered "OL-<financial year>-<sequence>" and filed on the offer. It also appears under Generated on the allottee's page, from where it can be downloaded. Use Generate document on the offer's Documents card to produce a letter later for an offer issued without one; a letter generated that way does not replace earlier letters.
  • The system rule "Member offer issued: collect the signed copy (system)" notifies the Rehab Officers ("Offer issued: <name>, <project>") and gives one of them the task "Collect signed offer: <name>", due in 14 days. The rule "Member offer issued: email the member (system)" can email the "Offer issued to member" message but ships switched off; switch it on under Rules once you have reviewed its wording.
  • Dated benefit installments of an issued offer are picked up by payout runs on their due dates.
  • The offer can no longer be edited. Next: Record acceptance and the signed offer; to change the terms, Correct an issued offer and re-issue it; once issued, purchases of the extra area can start (Split the entitlement and start the allottee's purchases).
  • Issuing again later with a letter voids every earlier letter on the offer and marks it "superseded by" the new one; issuing without a letter leaves them as they are.

If something goes wrong

  • The dialog says "No published template renders an offer, so this offer will be issued without a letter. To send one, publish a template under Settings > Documents > Templates (the starter "Offer letter (standard)" ships as a draft) and generate it from the offer afterwards.": no template for offers is published yet. Cancel, do steps 1 and 2, and issue again. See No published template (trouble.documents.no-published-template).
  • Issue to member is greyed out with "Save your changes first": click Save changes (step 4).
  • "Cannot issue a <status> termsheet": someone else moved the offer on while your screen was open. Close and reopen the panel to see its current status. See Offer cannot be cancelled, reopened, edited or deleted (trouble.projects.offer-cannot-be-cancelled).
  • Publish isn't shown on the template, or "You do not have permission to do that." when you issue: your role lacks the publish permission on Document Templates or the Edit permission on Termsheets. See No permission (trouble.admin.no-access).

Related

  • Society & TenantsScreen

    On a redevelopment project, link the society being redeveloped, keep its members and the project's landowners and PAP tenants, and give each of them an offer that allots new units and sets the benefits the developer pays.

  • AllotteeScreen

    One society member, landowner or PAP tenant on a page: who they are, what they hold today, their co-owners, their offers on each project, the letters and files filed for them, their bank accounts and parking.

  • Document templatesScreen

    The list of your organization's document templates (demand letters, offer letters, termsheets, agreements, allotment letters, receipts, cost sheets), with filters and the actions to create, duplicate, open or delete one.

  • Document templateScreen

    The template designer: write a template's wording with merge fields, set its letterhead, title and page layout, preview it against a real record, and publish, retire or restore its versions.

  • Generated documentsScreen

    The organization-wide log of every document generated from a template or uploaded against a record, where you preview, download, email, void or delete them.

  • LetterheadsScreen

    Set up the branding wrapped around generated documents: logo, header and footer, page size, orientation, margins and page numbers, for the whole organization or for one project.

  • RulesScreen

    Every automation rule in your organization, system and custom, with filters, the switch that turns each rule on or off, and shortcuts to edit, test, clone, see the run history of or delete a rule.

  • TasksScreen

    Follow-ups for you and your team: add tasks by hand or let workflow rules raise them, link each to the record it is about, assign it, and mark it done.

  • Draft an offer to an allotteeHow-to

    Prepare the offer (term sheet) for a society member, landowner or PAP tenant: the area they are entitled to, the new units allotted to them and the benefits the developer pays, saved as a draft.

  • Record acceptance and the signed offerHow-to

    Mark an issued offer accepted, then signed, attaching the scanned signed copy so it is filed with the offer and on the allottee's page.

  • Correct an issued offer and re-issue itHow-to

    Take an issued or accepted offer back to draft, change the areas, units, benefits or split, and issue it again so a fresh letter supersedes the one already with the allottee.

  • Split the entitlement and start the allottee's purchasesHow-to

    Decide how the entitled area falls on each allotted unit and how much of the extra area the allottee pays for, then open a purchase per unit and price it through the usual estimate, approval and booking.

  • Generated documents: offer letters, cost sheets, void and supersededConcept

    A generated document is a numbered, filed rendering of a published template against one record, kept with its merged text, template version and file; offer letters are generated when an offer is issued and supersede the earlier ones, cost sheets print an estimate for the buyer, and a void or superseded document keeps its number and shows a watermark saying what replaced it.

  • Document templates, published versions and letterheadsConcept

    A document template is an HTML letter with merge fields written for one record type; publishing it freezes a numbered version that generation uses while the draft stays editable, and a letterhead (the template's own, else the project's, else the organization's default) supplies the logo, header, footer and page layout around it.

  • Generate document has nothing to offer: no published template for this record typeTroubleshooting

    Documents are generated only from published document templates of the record's type; the starter templates (cost sheet, allotment letter, offer letter and others) ship as drafts, so until someone publishes one, Generate document has nothing to pick, offers issue without a letter and workflow rules that generate the template fail.

  • Offer cannot be cancelled, reopened, edited or deleted: money, demands, purchases or its status stand in the wayTroubleshooting

    An offer with money recorded against it is in the books and is not cancelled from the offer; a live demand must be cancelled first; an allottee's purchase that has an estimate out or a booking must be cancelled before its unit comes off the offer; and each action is allowed only from the statuses it moves from, so a non-draft offer is reopened before it is edited.

  • "No access" or "You do not have permission": your role lacks a permissionTroubleshooting

    Every screen, button and picker is gated by a permission on a module; your role decides which you hold, so a missing one shows as a No access card, a refused action, a greyed-out button with a hover reason, or a picker that explains which permission it needs.

  • Tenant offers and allotmentsGuide

    Draft, issue, accept and sign the offer to each society member, landowner or PAP tenant, correct or cancel it, and open the purchases for area beyond the entitlement.