How to send a Form Letter to multiple reservations via In/Out Movements in RMS

Overview

A Form Letter can be sent to the Guest Profile on multiple reservations simultaneously using the ‘Send Letter’ option available on the In/Out Movements screen in RMS.

The In/Out Movements screen provides centralized management of all reservations that are arriving, departing, or currently in-house, making it an efficient place to handle bulk communications.

A Form Letter is a customizable correspondence template that can be:

• Emailed to the Primary Guest Profile,

• Printed for physical delivery, or

• Sent to the Guest Portal for digital completion.

Tip! Users can press Ctrl + Shift on their keyboard to select multiple reservations at once.

Emergency Form Letters

When sending a Form Letter from In/Out Movements, you can select it as an Emergency Form Letter.

Emergency Form Letters bypass communication preferences and will be sent directly to the email address on the Guest Profile, ensuring critical information is delivered promptly.

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.

Email Letters

In the side menu of RMS, go to Reservations > In/Out Movements.

1. Select a Date Range (Optional).
2. Choose a Reservation Filter.
3. Click the Checkbox next to each recipient to include them in the letter distribution.
4. Navigate to the Correspondence Options icon.
5. Pick Send Letter.
   
    
6. Select the checkbox for an existing Form Letter.
7. Click the Open File icon.

8. Pick the Email All icon.

   

    

9. Modify the Subject line (optional).

10. Select Email/Exit.

    

Tip! A record of the correspondence will be available under the ‘Correspondence’ tab on both the Reservation and the Guest Profile.

Email Letters with Attachments

In the RMS Side Menu, go to Reservations > In/Out Movements.

1. Select a Date Range (optional).
2. Choose a Reservation Filter.
3. Click the Checkbox next to each recipient to include them in the letter distribution.
4. Navigate to the Correspondence Options icon.
5. Pick Send Letter.
   
    
6. Select the checkbox for an existing Form Letter.
7. Click the Open File icon.

8. Pick the Email All icon.

   

    

9. Modify the Subject line (optional).

10. Select Attachments.

    

11. Select Add.
12. Upload the Attachment. 

13. Save & Exit. 

    

14. Select Email/Exit.

    

Emergency Letters

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

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

In the RMS Side Menu, go to Reservations > In/Out Movements.

1. Select a Date Range (optional).
2. Choose a Reservation Filter.
3. Click the Checkbox next to each recipient to include them in the letter distribution.
4. Navigate to the Correspondence Options icon.
5. Pick Send Letter.
   
    
6. Select the checkbox for an existing Form Letter.
7. Click Emergency Letter.
8. Choose the Open File icon.

9. Pick the Email All icon.

   

    

10. Select Email/Exit.

    

     

Print Letters

In the RMS Side Menu, go to Reservations > In/Out Movements.

1. Select a Date Range (optional).
2. Choose a Reservation Filter.
3. Click the Checkbox next to each recipient to include them in the letter distribution.
4. Navigate to the Correspondence Options icon.
5. Pick Send Letter.
   
    
6. Select the checkbox for an existing Form Letter.
7. Click the Open File icon.

8. Pick the Print icon.

   

    

9. Follow the Browser Print Pop-up.