How to send multiple Form Letters from a reservation in RMS.

Overview

The Correspondence 'Send Out' option on a reservation can be used to send, print or record a merged Form Letter.

The merged Form Letter can be sent to the Guest Portal or emailed to the selected Guest and up to three adhoc email addresses.

Sending the Form Letter to the Guest Portal can be used for Interactive Form Letters that the Guest can complete within the Guest Portal and send back to the Property for approval.

A Form Letter sent from the reservation can be selected as an Emergency Form Letter.

An Emergency Form Letter will be sent to the email address on the Guest Profile regardless of the Communication Preferences on the Guest Profile.

A record of the correspondence sent will be retained on the reservation.

Tip! A Read Receipt will be available for emailed correspondence. The updating of the read receipt will be determined by the recipient's mail server.

Tip! Form Letters must be setup in RMS to be available for sending from the 'Correspondence' tab on the Guest Profile.

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.

Tip! Changes made to the Form Letter or Email Body will only apply to this send, and will not change the Form Letter template.

Guide

Open the Reservation in RMS.

1. Navigate to the 'Correspondence' tab.
2. Select 'Send Out'.
   
    
3. Select the Form Letters.
   Multiple Form Letters can be selected if required.
   Select 'Emergency Form Letter' (Optional).
   An Emergency Form Letter will send to the email address on the Guest Profile regardless of the Communication Preferences on the Guest Profile.
4. Select 'Open'.
   
    
5. Edit the Form Letters by clicking on the applicable tab.
6. Select the 'Email All'.
   
    
7. Select the Recipients.
   Enter Alternate Email (Optional).
8. Select 'Email/Exit'.
   

Tip! Selecting multiple Form Letters will send an individual email for each selected letter. Use a HTML Form Letter with PDF attachments to send multiple pieces of information to guests with a single email. Click Here for instructions on adding attachments when sending Form Letters in RMS.