Information on setting up Form Letters in RMS.

Overview

Form Letters are customizable correspondence documents that can be printed, emailed, or sent to the Guest Portal for digital completion. Triggered Correspondence allows you to set up automated emails of Form Letters based on pre-configured rules.

Frequently Asked Questions

What format is a Form Letter in?

• Form Letters can be created in either HTML or PDF format. When emailed as PDFs, the Form Letter is attached as a document with a text body in the email. HTML Form Letters are displayed directly within the email body. Interactive Form Letters are best suited for the 'HTML' Document Format.

Do you have Form Letter templates?

• Yes! A variety of pre-made templates are available and can be easily customised to meet the specific needs of the Property.

What’s the difference between a Standard Form Letter and an Interactive Form Letter?

• Interactive Form Letters feature elements that allow guests to complete forms or contracts digitally via the Guest Portal, streamlining the process of sending, completing, and returning documents. Any Form Letter containing Interactive Elements will automatically be converted to the 'Interactive' Document Type.

How can I personalise a letter for the guest?

• A comprehensive library of Merge Fields is available to auto-populate guest, reservation and account information into your Correspondence before printing or emailing. Only official RMS Merge Fields can be used in Form Letters. The use of '« »' characters without a valid RMS Merge Field will prevent the Form Letter from merging correctly.

Do you have any size recommendations for images in a Form Letter?

• For optimal display, any images included in a PDF Form Letter should not exceed 990px (W) x 1400px (H).

Are Form Letters available at the Enterprise level or Property level?

• Enterprise customers have the option to restrict Form Letters to specific Properties.

Do all staff members have access to send Form Letters?

• Security Profiles can be configured to limit access to certain Form Letters.

Create Form Letter Categories

Form Letters can be organised into categories to make them easier for Users to access. Properties can set up these categories in a way that best fits their procedures, such as grouping letters by type or by the stage of the reservation they relate to.

Examples include Confirmation Letters, Before Arrival, During Stay, Master reservations.

In the side menu of RMS, go to Setup > Lookup Tables > Form Letter Categories.

1. Select Add.
   
    
2. Enter the Description.
3. Select Save/Exit.
   

Create a Form Letter

Navigate to Setup > Correspondence > Form Letters.

1. Select Add.
   
    
2. Select the Document Format.
3. Enter a Description.
4. Enter the Email Subject Line.
   Select a Category (Optional).
   Select a Template (Optional).
5. Enter the Letter Contents.
6. Insert Merge Fields.
   Select a Merge Table.
   Place the Cursor in the Letter Contents.
   Select the Merge Field.
   Repeat these steps for all required Merge Fields.
7. Select 'Save/Exit.
   
    
8. Select the Form Letter Access.
9. Select Apply.
   

Copy an Existing Form Letter

Use this option when you want to create a new form letter based on one you already have, without setting it up from scratch.

To copy an existing form letter:

1. In the Form Letters list, select the Form Letter to copy.

2. Select Copy.
   
    

3. Enter a new Form Letter name.

4. Select Copy/Exit.
   
    

The copied form letter will appear in the Form Letters list with the new name. You can now edit it without affecting the original.

For more information on Form Letters, please refer to the course available in RMS University.