Form Letters allow you to utilise the Correspondence Tab in the reservation screen.  You may wish to create a Registration Card or Confirmation Letter.  The letters created are templates which will merge with certain information from the reservation depending on the merge fields chosen in the setup.

Formed letters can be created using either Microsoft Word (you will require Word to be installed on all of your machines if you choose this option) or the RMS Text Editor (a cut down version of Word, where you are not required to have Word installed).  To check which of these applications you have chosen for your form letters go to the Setup Menu, General Information, System Tab.  Ensure that your selection is to your required setting before starting.

Please follow the below steps to create your Form Letters.

Step One:

Example is using Microsoft Word as your Form Letter application.

Go to the Setup Menu, Form Letters button then select 'Add';

This will open a blank document in the back ground using Microsoft Word and the RMSWord box in the foreground.

DO NOT close the RMSWord box with the cross in the top right corner as this will freeze your screen.  You will require this box to insert your merge fields, name and save your Form Letter.

The RMSWord box merge fields are grouped into there own categories, therefore if you wish to insert the guests surname you will select the group 'Client' on the left, then highlight surname on the right.  Equally if you wish to insert the Arrival Date you will select 'Res' on the left, then highlight Arr Date (short, medium, or long) on the right.

Using the blank document, type your letter where necessary.  See above I have typed Dear I have then inserted two merge fields, one for Title and one for Surname.  Here my letter will merge with the corresponding fields on the reservation so that it will become personalised to that guest.

To insert a field, place the curser onto the letter where you wish the field to appear, then using the RMSWord box select the group that your field belongs to, highlight the specific field on the right and click once on 'Insert Field', you must then click once back onto your letter to continue.

When you have completed your letter enter a name for your letter into the 'Description' field and choose Save & Exit.

Step Two:

Now that you have setup your Form Letters you will be able to access them from both the client screen, reservation screen and report writer merge screen.

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 above box.  In this box will be a list of your Form Letters which you have created in the Setup Menu.

From here you have three (3) options;

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

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

3. 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)

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.