A Correspondence Form Letter Template to notify guests of a Pending Payment.

Overview

Form Letters are correspondence templates that enable you to create standardized messages automatically populated with information from various areas in RMS, including the reservation, guest profile, reservation account, property, and more.

RMS comes with a selection of standard correspondence templates that you can personalize. 
Additional templates are also available HERE for your use.

Information

This form letter is designed to be automatically triggered to notify guests of an upcoming payment. It is an optional feature available in the Timed Triggers setup.

The purpose of this letter is to inform the guest of a pending payment within their payment schedule, including relevant details.

Although this is a template, once saved in RMS, you can customize the form letter to align with your business’s branding, look, and feel.

Form Letter Template Example

This is an example of the Form Letter with its Merge Fields. 

Import Guide

To import this Form Letter Template into your RMS, you will need to download and save the attached .txt file at the bottom of this article. 

Click the  Start Guide  button below to begin the walkthrough.  

Click on the Full Screen Icon to view the guide in full screen. 👇🏼

In the RMS Side Menu, Navigate to Form Letters

1. Click on Add
   
    
2. Click on Source to access the Source Code. 
   
    
3. Search for and open the downloaded "Template - Scheduled Payment Notification.txt"
4. Copy All the Text in the .txt file
5. Paste the text into the Form Letter
6. Click on Source to view the Form Letter
   
    
7. Add a Description for your reference. 
8. Add a Subject which will be the Subject of the Email when this form letter is sent to the guest. 
9. Save
   

Now you can modify this form letter to suit your business needs, branding, look, and feel. 

Use

It is recommended that you add this form letter to the "On Reservation Amendment" Option of the Payment Schedule Templates.

In the Side Menu of RMS, search for "Payment Schedule Templates"

1. Edit a Payment Schedule Template.
   
    

2. Navigate to Triggers.

3. Edit a Timed Trigger
   
    

4. Select the Correspondence Type of Email.

5. Choose the number of days you want to notify the guest before the payment is triggered. 

6. Select the relevant correspondence Template.

7. Save & Exit 
   
    

This Correspondence Form Letter Template will now be automatically sent the given number of days before the Payment is triggered.