Configuring Promotional Letters for Guest Marketing Emails (Cloud) 🎥

Configuring Promotional Letters for Guest Marketing Emails (Cloud) 🎥

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Promotional letters are used to send marketing or informational messages to groups of guests. These letters are typically sent in bulk through the Promotional Letter feature and are delivered as an attachment to the email. They are designed to promote offers, events, or packages rather than communicate reservation-specific details.
Path: Management > Property Settings > Letters

Instructions

1. Select Promotional Letter from the left panel.



2. Click Add New.



3. Enter a Title for the letter.



Choose How the Letter Will Be Delivered

Option 1: Standard Letter (PDF Attachment)
4. Enter your message in the Letter Body field.


Option 2: HTML Letter (Attachment Content)
4. Check the HTML box.
5. Click Browse and select your HTML file.
6. (Optional) Click Preview to review the layout. Enter a valid reservation number to generate the preview, then click OK.
7. (Optional) Click Show Available Fields to view the reservation data fields (placeholders) that can be inserted into your HTML template.


5/8. Click Save to create the promotional letter. Changes are not saved from the text box or HTML section until this button is selected.



Understanding Promotional Letters

What Promotional Letters Are
  1. Promotional letters are bulk communication tools used to send messages to multiple guests.
  2. They are not tied to a specific reservation event (like confirmations).
  3. They are typically used for: Promotions, Special offers, Events, or Guest engagement campaigns.
How Promotional Letters Are Delivered
  1. The promotional letter is sent as a PDF attachment to the email.
  2. The email body itself is not customizable and typically contains a generic message.
  3. The actual content is inside the attached document.
Email Behavior
  1. The email subject is defined when sending the promotional letters (not in this setup screen).
  2. The email body is system-generated and cannot be modified.
  3. Only the attached letter content can be customized.
Where Promotional Letters Are Used
  1. Sent from: Front Office > Supervisor > Res Mgmt > Promotional Letter
  2. Can be: Emailed, Printed, Or both
  3. Sent in bulk using guest filters (dates, stay history, etc.)
How They Differ from Other Letter Types
  1. Confirmation Letters: Sent per reservation with full reservation details
  2. Custom Letters: Define email subject and message content for reservation emails
  3. Promotional Letters: Bulk marketing emails sent as attachments
Customization Limitations
You can customize the letter content (attachment)
You cannot customize:
  1. The email body
  2. The attachment file name

Still Need Help With This Topic?

Ask Yourself:
  1. Did you create and save the promotional letter?
  2. Are you customizing the correct part (attachment vs email body)?
  3. Are you using the correct feature to send the letters in bulk?
Support May Ask You:
  1. Which promotional letter are you using?
  2. Are you sending the letters from Reservation Management?
  3. What delivery method did you select (Email, Print, or both)?
  4. What subject line did you enter when sending the letters?
  1. Send Promotional Letters (Cloud)
  2. Configuring Custom Letters for Guest Communications (Cloud)
  3. Configuring Confirmation Letters for Guest Reservations (Cloud)
  4. Uploading HTML Letters for Guest Emails (Cloud)
  5. HTML Letter Field Tags for Guest and Reservation Data (Cloud)
  6. FAQ - Management / Letters (PMS)