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Sending Email Correspondence from a Reservation

How to Generate and Send a Letter from a Reservation.

 

Overview

Form Letters are customizable correspondence templates that can be printed or emailed to guests.

Effective communication is key to delivering a smooth and professional guest experience. Whether you’re confirming a booking, providing check-in details, or responding to a guest request, sending a form letter directly from a reservation helps keep all Correspondence organized and easily accessible.

To send an email from a reservation, a Form Letter must first be created. Emails can only be sent using these pre-defined templates.

✎ Please Note: RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

 

 

 

Visual Guide

In the side menu of RMS, go to Reservations > Reservation Search to locate a reservation.

  1. Navigate to the Correspondence menu.

  2. Select the Send Out icon.

    Reservation screen in RMS with the Correspondence menu or tab selected and a Send Out icon/button highlighted to start sending a form letter from the reservation

     

  3. Pick a Form Letter.
  4. Click the Open icon.
  5. Select Email.
    Send Out window in RMS showing a list or dropdown of Form Letters, the selected letter highlighted, an Open icon to preview and an option to choose Email as the delivery method
     
  6. Select the Recipients.
  7. Email/Exit.
    Email form letter screen in RMS displaying the chosen template, recipient selection checkboxes or fields (such as guest email and additional contacts) and an Email/Exit button to send the message and close the window
★ Tip: A copy of the letter will be saved under the Correspondence section of the reservation. This section also includes an Email Read column, which indicates whether the guest has opened the message.

 

Reservation Correspondence list in RMS showing a row for the sent form letter with columns such as Date, Type, Description and an Email Read column indicating whether the guest has opened the email

 

 

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