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    Reservation Correspondence Send Out

    Send a Form Letter from a Reservation in RMS.

    Decision Tree

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

    • Information
    • Use
    • Add Button

    Information

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

    The merged Form Letter can be sent to the Guest Portal or emailed to the selected Guest Profiles 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 send to the email address on the Guest Profile regardless of the Communication Preferences on the Guest Profile.

    Delete

     Reservation and Guest are default System Labels that can be customised.

    Users will require Security Profile access to use this feature.


    • Use
    • Add Button

    Use

    1. Go to the Toolbar Menu Reservation Search in RMS.
    2. Enter the Guest Name or Reservation Number and press 'Enter'.
    3. Navigate to the 'Correspondence' tab.
    4. Select the 'Send Out' icon.
    5. Select the checkbox for an existing Form Letter.
    6. Optional: Select the checkbox 'Emergency Form Letter'.
    7. Select the 'Open' icon.
    8. Optional: Edit the Form Letter or Email Body contents.
    9. Select the  'Email',  'Print' or  'Save' icon.
      1. Email:
        1. Select the 'Email' or 'Email All' icon.
        2. Select the Sender Email Address.
        3. Select the checkbox for the Recipients.
        4. Optional: Enter up to 3 Ad hoc Recipient Email Addresses.
        5. Optional: Add Attachments.
          1. Select 'Attachments'.
          2. Select the 'Add' icon.
          3. Select the Attachment Files and choose 'Ok'.
          4. Save/Exit.
        6. Select 'Email/Exit'.
      2. Print: 
        1. Select the 'Print' icon.
        2. Follow the Browser Print Pop-up.
      3. Save: 
        1. Select the 'Save' icon.
        2. Exit.


    Delete

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

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

    Use the 'Email All' icon to send all selected Form Letters in a single email when multiple Form Letters have been merged.


    • Guide
    • Add Button

    Guide

    Go to the Toolbar Menu Reservation Search in RMS.

    Enter the Guest Name or Reservation Number and press 'Enter'.

    Navigate to the  'Correspondence' tab.

    Select the  'Send Out' icon.

    Select the checkbox for an existing Form Letter.

    Optional: Select the checkbox 'Emergency Form Letter'.

    Delete

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

    Select the  'Open' icon to merge the selected Form Letters.

    Optional: Edit the Form Letter or Email Body contents.

    Delete

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

    Select the  'Email',  'Print' or  'Save' icon.

    Email:

    Select the  'Email' or  'Email All' icon.

    Delete

    Use the 'Email All' icon to send all selected Form Letters in a single email when multiple Form Letters have been merged.

    Select the Sender Email Address.

    Select the checkbox for the Recipients.

    Optional: Enter up to 3 Ad hoc Recipient Email Addresses.

    Optional: Add Attachments.

    Select 'Attachments'.

    Select the  'Add' icon.

    Select the Attachment Files and choose 'Ok'.

    Select the  'Save/Exit' icon to store the attachments and return to email options.

    Select 'Email/Exit'.

    Print: 

    Select the  'Print' icon.

    Follow the Browser Print Pop-up.

    Save: 

    Select the  'Save' icon.

    Select the  'Exit' icon to return to the Reservation.

    A record of the correspondence sent will be available on the 'Correspondence' tab of the Reservation and the Guest Profile.

    A Read Receipt will be available for emailed correspondence.

    Delete

    The updating of the read receipt will be determined by the recipient's mail server.


    Use

    1. Go to the Toolbar Menu Reservation Search in RMS.
    2. Enter the Guest Name or Reservation Number and press 'Enter'.
    3. Navigate to the 'Correspondence' tab.
    4. Select the 'Send Out' icon.
    5. Select the checkbox for an existing Form Letter.
    6. Optional: Select the checkbox 'Emergency Form Letter'.
    7. Select the 'Open' icon.
    8. Optional: Edit the Form Letter or Email Body contents.
    9. Select the  'Email',  'Print' or  'Save' icon.
      1. Email:
        1. Select the 'Email' or 'Email All' icon.
        2. Select the Sender Email Address.
        3. Select the checkbox for the Recipients.
        4. Optional: Enter up to 3 Ad hoc Recipient Email Addresses.
        5. Optional: Add Attachments.
          1. Select 'Attachments'.
          2. Select the 'Add' icon.
          3. Select the Attachment Files and choose 'Ok'.
          4. Save/Exit.
        6. Select 'Email/Exit'.
      2. Print: 
        1. Select the 'Print' icon.
        2. Follow the Browser Print Pop-up.
      3. Save: 
        1. Select the 'Save' icon.
        2. Exit.


    Delete

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

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

    Use the 'Email All' icon to send all selected Form Letters in a single email when multiple Form Letters have been merged.

    • Guide
    • Add Button

    Guide

    Go to the Toolbar Menu Reservation Search in RMS.

    Enter the Guest Name or Reservation Number and press 'Enter'.

    Navigate to the  'Correspondence' tab.

    Select the  'Send Out' icon.

    Select the checkbox for an existing Form Letter.

    Optional: Select the checkbox 'Emergency Form Letter'.

    Delete

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

    Select the  'Open' icon to merge the selected Form Letters.

    Optional: Edit the Form Letter or Email Body contents.

    Delete

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

    Select the  'Email',  'Print' or  'Save' icon.

    Email:

    Select the  'Email' or  'Email All' icon.

    Delete

    Use the 'Email All' icon to send all selected Form Letters in a single email when multiple Form Letters have been merged.

    Select the Sender Email Address.

    Select the checkbox for the Recipients.

    Optional: Enter up to 3 Ad hoc Recipient Email Addresses.

    Optional: Add Attachments.

    Select 'Attachments'.

    Select the  'Add' icon.

    Select the Attachment Files and choose 'Ok'.

    Select the  'Save/Exit' icon to store the attachments and return to email options.

    Select 'Email/Exit'.

    Print: 

    Select the  'Print' icon.

    Follow the Browser Print Pop-up.

    Save: 

    Select the  'Save' icon.

    Select the  'Exit' icon to return to the Reservation.

    A record of the correspondence sent will be available on the 'Correspondence' tab of the Reservation and the Guest Profile.

    A Read Receipt will be available for emailed correspondence.

    Delete

    The updating of the read receipt will be determined by the recipient's mail server.


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