This guide explains how to review the Phishing Notification - Email Form Letter and email it to every guest with an upcoming booking, using In/Out Movements in RMS.

Overview

RMS has added a Form Letter called Phishing Notification - Email to your database. The letter reminds guests how your property contacts them, and what to do if they receive a message about their booking that asks for card details or a payment. Guests across the accommodation industry are receiving messages like this, so sending the letter to every guest with a future booking is a practical precaution.

You can review the letter and update it to match your property's branding, then email it to all upcoming arrivals from the In/Out Movements screen. To send guests a text message as well, see How to Send an SMS to Guests Arriving in the Future.

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.

Prerequisites

• Access to edit and send Form Letters on your Security Profile. See User Access to Form Letters and User Access to Send Correspondence.

Review the Phishing Notification Letter

The Phishing Notification - Email Form Letter is ready to send. RMS fills in your property's name, logo, phone number, and email address automatically, so you only need to edit the letter if you want to change its wording or styling to match your property's branding.

1. In the side menu of RMS, go to Setup > Correspondence > Form Letters.
2. In Search, enter Phishing.
3. Select the Edit icon (pencil) next to Phishing Notification - Email.

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5. Review the letter, and update the wording or styling if you want to.
6. Select the Save/Exit icon.

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Please Note! Check that your property's phone number and email address in RMS are correct before you send the letter. The letter tells guests that any genuine request about their booking will come from this phone number or email address.

Email the Phishing Notification Letter to All Upcoming Arrivals

In/Out Movements lets you select every reservation arriving in a date range and email the letter to the primary guest on each one. The screen shows today's date by default, so set a date range that covers every future arrival.

1. In the side menu of RMS, go to Reservations > In/Out Movements.
2. Select the date field at the top of the Filters panel.
3. In From, enter today's date.
4. In To, enter a date far enough ahead to include your furthest future booking.
5. Select Apply.

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7. Select the Expected Arrivals filter.
8. Select the checkbox in the column header to select every reservation in the list.
9. Select the Correspondence Options icon.
10. Select Send Letter.

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12. (Optional) Select Emergency Letter to also send the letter to guests who have opted out of receiving correspondence.
13. In Search, enter Phishing.
14. Select the checkbox for Phishing Notification - Email.
15. Select the Open icon to open a copy of the letter for each reservation.
16. Select the Email All icon.

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18. Select Email/Exit.

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Tip! Expected Arrivals lists the reservations arriving in the date range that have not checked in yet. To include guests who are staying with you now, repeat these steps with the In House Guest filter.

Tip! RMS records each email on the Correspondence tab of the reservation and the Guest Profile.

Related Articles

• How to Send an SMS to Guests Arriving in the Future
• In/Out Movements: Send Letter
• Communication Preferences