Writing a letter
Writing a letter
It is possible to write letters to clients and contacts. You can format these letters entirely as you wish. You can then easily print the letters or forward them in PDF format.
You can also create this type of letter in advance using letter templates and have it automatically populated with data from the selected customer using dynamic fields. For more information, see Add letter template.
To start creating a letter, first select a client or contact to whom the letter will be addressed. This can be someone other than the person the letter is ultimately about. For this client or contact, there will be a section called 'Letters'. Here you can see all letters addressed to this client or contact, along with a button for writing a new letter.
Once you have opened or created a letter, you will see various fields that can be filled in. The first field, Person, can be used to indicate whom the letter is about. You can also enter the same person as the Addressee here. If this person is a client, you can also select an associated animal, if applicable. There is also a field for Letter templates; if any have been created, you can select one here.
Below these fields, you will see your letter as it will eventually be printed. For a new letter, this will initially be blank.
Above your letter, you will see a toolbar with various formatting options you can use. Some important options include making text bold, italic, or underlined, adding color, inserting photos, and adding dynamic fields.
Dynamic fields are pieces of text that you can add to a letter and that automatically take over data from, for example, the client or their animal. This allows you to easily add information to the letter without having to look it up elsewhere, while ensuring that it is always up to date, even if you subsequently select a different client, for example.
Once your letter is complete and needs to be sent, you have several options:
- Save the letter as a PDF file. You can then print or forward it yourself. - Add the letter to a new email. This creates an email message with a PDF file of the letter attached. - Print the letter directly.