> For the complete documentation index, see [llms.txt](https://help.tahua.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.tahua.io/knowledge-base/administrator-help-guides/verifiers/institution-emails-and-notifications/decision-letter-emails-and-notifications.md).

# Decision Letter Emails & Notifications

If an institution did not receive an email notification after an offer decision was made, this is likely related to how the offer was set up and sent. This article explains exactly when Institutions are notified and what to check.

### When Institutions Receive Email Notifications

Institutions are **not** notified at every stage of the offer process. The table below summarises when a notification is and isn't generated:

| Event                                                                                           | Institution notified?                                          |
| ----------------------------------------------------------------------------------------------- | -------------------------------------------------------------- |
| Letter of Offer sent to applicant (acceptance assumed - no decision required)                   | **Yes** (email - "Letter of Offer Sent to Applicant" template) |
| Letter of Decline sent to applicant                                                             | **Yes** (email)                                                |
| Applicant accepts offer — Institution review is required and an Institution contact is assigned | **Yes** (email + task)                                         |
| Applicant accepts offer — institution review not required, or no Institution contact assigned   | No                                                             |
| Applicant declines offer                                                                        | No (although an email template is currently in the works)      |

In short: an Institution is notified in two situations:

* The offer is sent using the **Offer Notification** method (or otherwise auto-accepts), so no decision is required from the applicant - the Institution gets an informational email as soon as the offer is sent.
* The offer uses **Offer & Decision** and the applicant **accepts**, and both of the following are true:
  * The application is configured to require the Institution to review and approve the acceptance
  * An Institution contact has been assigned to the application

***

### Common Reasons No Email Was Sent

#### 1. "Offer Notification" method selected instead of "Offer & Decision"

When sending a Letter of Offer, there are two notification methods:

| Method                 | What it does                                                                                         |
| ---------------------- | ---------------------------------------------------------------------------------------------------- |
| **Offer Notification** | Sends the applicant a Letter of Offer. The Aapplicant is not required to formally accept or decline. |
| **Offer & Decision**   | Sends the Applicant a Letter of Offer requiring them to formally Accept or Decline.                  |

If **Offer Notification** was selected, no Applicant acceptance action is triggered, so no Institution notification is generated regardless of other settings.

#### 2. Institution review not required for this application

Even if the Applicant accepts via the Offer & Decision method, the Institution will only be notified if the application has been set up to require the institution to review and approve the acceptance. If this hasn't been configured, no email will be sent.

#### 3. No Institution assigned

If no Institution has been assigned to the application, there is no one to notify even when Institution review is required and the Applicant accepts.

#### 4. No recipients selected in the Notify column at the Send step

At the final Send step of the Decision, the **Notify** column controls which users in the Applicant Organisation are emailed. If nobody is ticked, the Applicant receives no email and no notification — and because they are never prompted to Accept the offer, the Institution notification that depends on that acceptance is never triggered either.

Note that the Notify column controls **Applicant** emails only. It does not switch off the informational email an Institution receives when a Letter of Offer or Decline is sent, as described in the table above. See [Create Decision](/knowledge-base/administrator-help-guides/decisions/create-decision.md) for more on sending a Decision without emailing the Applicant.