Send or Print a Group Confirmation Letter (Cloud) šŸŽ„

Send or Print a Group Confirmation Letter (Cloud) šŸŽ„

šŸŽ„ Watch Video
A group confirmation letter can be emailed to the group contact or printed, depending on the Confirmation Delivery setting. The letter summarizes the allocated rooms for the block (not only picked-up rooms). If you need confirmations for individual reservations linked to the group, send those individually from each reservation.
Path: Front Office > Group > Search > Open the Group
Notes
You can send a group confirmation letter whether or not any room blocks have been allocated. If allocations exist, the letter reflects them; if not, it still sends with the groupā€™s details.

Instructions

1. In Confirmation Delivery, choose Email to email the letter or choose another option to print it.



2. If Email is selected, confirm the group contact email is present and correct; update it if needed.



3. Open the Toolbox on the right and click Confirm Letter.



4. If you selected Email, a confirmation prompt will appear when the letter is sent. If you selected Mail (Print), your print dialog will open so you can print the letter.



5. Group confirmations reflect the total rooms allocated to the block, not the number already picked up.

Info
Reminder: Individual confirmations must be sent from each reservation; the group confirmation goes only to the group contact.

Still Need Help With This Topic?

Ask Yourself:
- Is Confirmation Delivery set correctly (Email or a Print option)? 
- If emailing: is the group contact email filled in and correct? 
- Are you expecting allocated rooms to appear (not just picked-up rooms)? 
- Do you actually need individual reservation confirmations instead?

Support May Ask You:
- What Group ID and which delivery mode did you select (Email/Print)?
- What email address was on the group record (if emailing)?
- Did you see the sent pop-up or any error? Screenshot if possible. 
- Were you trying to contact individual guests rather than the group contact?

    • Related Articles

    • Send Confirmation Letters in Bulk (Cloud) šŸŽ„

      ? Watch Video When you need to send confirmation letters to multiple guests at onceā€”rather than opening each reservation individuallyā€”Visual Matrix Cloud provides a bulk-send feature. This tool lets you select guests by date or filter, choose the ...

    • Create a New Group Block (Cloud) šŸŽ„

      ? Watch Video When you need to reserve blocks of rooms for a group eventā€”like a wedding, meeting, or tourā€”use a Group Block in Visual Matrix Cloud. Creating a group block lets you define the groupā€™s details, guarantee terms, deposit, room ...

    • Email a Confirmation Letter for an Individual Reservation (Cloud) šŸŽ„

      ? Watch Video Sending a confirmation letter ensures guests receive verification of their reservation details via email. In VM Cloud, you can send confirmations for both individual and group reservations. This article covers the process for an ...

    • Print or Email a Group Folio (Cloud)

      After finalising or generating a group folio in Visual Matrix Cloud, you may need to provide it to the client or internal teams either by printing a physical copy or sending it via email. This process helps ensure transparency of charges, supports ...

    • Send a Guest Cancellation Confirmation Letter (Cloud)

      When a reservation is cancelled, itā€™s best practice to send a cancellation confirmation email to the guest so they have official notice. You can do this using the ā€œConfirm Letterā€ tool in Visual Matrix Cloud. The content of the email is determined by ...