Images are a powerful way to capture attention and enhance guest engagement in your correspondence. This article outlines the steps to insert images into your form letters for a more personalised and visually appealing message.

Overview

Inserting images into correspondence in the hospitality industry enhances communication and elevates the guest experience. Here's why it's often beneficial:

1. To Set Expectations Visually

Images help guests visualise what to expect—whether it’s a room, dining setup, event venue, or amenity. This reduces uncertainty and builds trust.

2. To Promote Services or Upgrades

Visuals can highlight add-ons or upgrades such as spa services, room upgrades, or dining experiences, encouraging upsells and boosting revenue.

3. To Enhance Brand Identity

Well-chosen images reflect the property’s style, tone, and quality. This creates a consistent and professional brand image that resonates with guests.

4. To Improve Engagement

People are naturally drawn to visuals. Including an image in an email or message increases the likelihood that the recipient will read and engage with it.

5. To Assist with Wayfinding or Instructions

Images are great for explaining directions, check-in procedures, or how to use digital key systems—especially for international or first-time guests.

6. To Personalise the Experience

Adding a personal touch, like a welcome photo of the guest’s room, makes the correspondence feel thoughtful and guest-focused.

Visual Guide

In the side menu of RMS, go to Setup > Correspondence > Form Letters.

1. Highlight an existing Form Letter and select Edit.
   
2. Place your cursor where image is required.
3. Select the Image icon.
   
4. Choose URL or Upload.
5. Select or Enter the file location.
                                                             

6. Choose Ok to confirm the image upload.