Form Letters can be sent via email in one of two formats: HTML or PDF. 

Overview

Form Letters can be configured to send in your preferred format.

This article provides an overview of the "Send As" options available for Form Letters in RMS.

HTML (Embedded in the Email Body)

HyperText Markup Language (HTML) is the standard format used to create web-based content, including websites and emails.

HTML offers advanced formatting capabilities that are not supported in PDFs, such as embedded videos, GIFs, hyperlinks, and responsive design elements. However, the appearance of HTML content may vary slightly between different browsers or email clients.

When a Form Letter is configured as HTML in RMS, it is sent as the body of the email—no separate email body needs to be created.

Best for:

• Booking confirmations

• Pre-arrival instructions

• General guest communication

• Promotions and newsletters

Pros:

• Mobile-friendly and easier to read at a glance

• Visually engaging with branding, links, and formatting

• Loads directly in the email without requiring a download

• Better for ongoing communication and guest engagement

Cons:

• Formatting can be inconsistent across email clients (e.g., Outlook vs. Gmail)

• May be flagged by spam filters if not coded properly

PDF Attachments

Portable Document Format (PDF) is a widely used file format designed to preserve the exact layout and appearance of electronic documents.

PDFs are not easily altered, except in cases where form fields are intentionally added for user input. All formatting, images, fonts, and colours are embedded within the file, ensuring consistent display across devices and independent of the user's browser or email client.

When a PDF Form Letter is configured in RMS, it is sent as an email attachment. A separate email body must be created to accompany the attachment.

Best for:

• Formal documents (e.g., invoices, contracts)

• Group bookings or corporate accounts requiring printed documentation

• Long-form content with complex formatting

• Legal agreements or terms of stay

Pros:

• Maintains consistent formatting and layout

• Easy to print or save for guest records

• Feels more "official" or formal

Cons:

• Requires download to view

• Not mobile-friendly (can be hard to read on phones)

• Can be missed if the recipient overlooks the attachment
  PDF