Configuring Confirmation Letters for Guest Reservations (Cloud) 🎥
Confirmation letters provide guests with a summary of their reservation details and serve as an official record of their booking. In Visual Matrix Cloud, these letters can be automatically sent when a reservation is created or manually sent from the reservation screen, helping ensure consistent communication with every guest.
Some confirmation letter behavior, such as automatically sending a confirmation when saving a reservation, is controlled in Management > Property Settings > Forms > Registration Card settings. Be sure those settings are configured if you expect confirmations to send automatically.
Path: Management > Property Settings > Letters
Instructions
Before configuring confirmation letters, ensure your email settings are properly set up so messages can be delivered successfully.
1. Select Conf (Confirmation) Letter.
2. Select the Language for the letter (if using multiple languages).
Language selection is not a translator—each version must be created manually.
3. Choose the Reservation Status the letter will apply to (e.g., Non-Gtd, Guaranteed, Cancelled, Advance Deposit, No Show).
Each reservation status can have its own confirmation letter, but not all statuses are sent automatically.
- Non-Gtd (Non-Guaranteed): Reservations without a payment guarantee; typically held until a cutoff time on the arrival date.
- Guaranteed: Reservations secured with a payment method or billed to a city ledger account and held for arrival.
- Cancelled: Not sent automatically; used when manually sending a confirmation after a reservation has been cancelled.
- Advance Dep (Advance Deposit): Not sent automatically; typically used if a confirmation is resent after a deposit has been applied.
- No Show: Not sent automatically; used when manually sending a confirmation after a reservation has been marked as a no-show.
Choose How the Letter Will Be Delivered
You can configure the confirmation letter using one of the following methods:
Option 1: Use the Letter Body
4. Enter your message in the Letter Body field. This text will appear at the end of the PDF confirmation letter, not in the email body.
5. Click the Save button (green floppy disk icon).
Option 2: Upload an HTML Letter
4. Check the HTML box.
5. Click Browse and select your HTML file.
6. (Optional) Click Preview to review the layout. A valid reservation number is required to display the preview.
7. (Optional) Click Show Available Fields to view the reservation data fields (placeholders) that can be inserted into your HTML template.
HTML letters override the default delivery format (directly in the email body, no attachment).
HTML templates can be uploaded for confirmation letters; however, Visual Matrix does not provide support for creating or editing custom HTML files.
Understanding How Confirmation Letters Work
Delivery Behavior
Confirmation letters can be sent:
- Automatically, when saving a reservation (if enabled), or
- Manually using the Confirm Letter option in the reservation.
Email vs Attachment Behavior
- The email body itself is minimal and typically contains only the word “Confirmation.”
- The actual confirmation details are sent as a PDF attachment.
- If using HTML, the content appears in the email body instead of as an attachment.
Content of the Confirmation Letter
- Includes: Guest information, Reservation details, Rates, and stay information.
- Your configured text appears at the end of the document.
Rate Display Limitation
- Daily rates display for stays up to 7 days.
- For longer stays, the system shows an average rate after day 7.
Email Subject and File Name
- The subject line and attachment name are system-generated and cannot be customized.
- Format: Property Name + Confirmation + Confirmation Number
Still Need Help With This Topic?
Ask Yourself:
- Is the correct reservation status selected for the letter?
- Are you using HTML or standard letter body—and is it behaving as expected?
- Are email settings properly configured?
Support May Ask You:
- Which reservation status is the letter assigned to?
- Are you using HTML or standard text?
- Is the confirmation being sent automatically or manually?
- Are guests receiving the email and attachment correctly?
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