Sending Correspondence

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To send a form letter to a particular reservation, Edit the reservation in question and click onto the Correspondence Tab;

Click once on the 'Send (Out)' button at the bottom of the screen and you will receive the box listing all your form letters. Select the required letter which will appear on screen.

From here you have five (5) options;

1.   You can record the letter if you do not have time to change it now

2.   You can open and view the document before printing,

3.   You can send the document straight to the printer, or

4.    You can email the document to the client/guest (for this option to function correctly you must ensure two (2) things, one, that the field for email on the client details has been completed with an active email       address, and two, that under the Setup Menu, General Information, Options Tab you have completed the field for SMTP Server). Click here to Setup RMS for Emailing Correspondence.

5.   You may Queue your Correspondence, which will send the letter to a queued list to be emailed or printed in a batch, when you decide to process the queued correspondence - eg at the end of the day!

We suggest that you also ensure that there is a tick in the option 'Save in History' on this screen. This option will keep a record of all letters sent to this client including the date and time they were printed or emailed. By clicking on an item of Saved correspondence the exact letter/email including any editing which was sent, is displayed.

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