Uploading HTML Letters for Guest Emails (Cloud)

Uploading HTML Letters for Guest Emails (Cloud)

Uploading an HTML letter allows your property to customize the appearance of confirmation, promotional, or custom emails sent to guests. Instead of using the standard PDF attachment, HTML letters display directly in the email body, giving you more control over layout, branding, and content.
Path: Management > Property Settings > Letters

Instructions

Notes
Before uploading an HTML letter, ensure your file is created and saved in HTML (.html) format. Visual Matrix does not create or edit HTML templates.

1. Select the appropriate letter type (Confirmation, Custom, or Promotional).



3. If using Confirmation or Custom Letters, select the Language and the Letter Type you want to upload.



2. Check the HTML box.



3. Click Browse and select your HTML file.



4. (Optional) Click Preview to review the layout. Enter a valid reservation number to generate the preview, then click OK.


Info
To display guest and reservation details (such as name, dates, or confirmation number), you must use field tags in your HTML template.
See HTML Letter Field Tags (Cloud) for the full list of available tags.

Understanding HTML Letters

How HTML Letters Work
HTML letters display directly in the email body instead of as a PDF attachment.
They can be used for:
  1. Confirmation emails
  2. Custom letters
  3. Promotional emails
File Requirements
  1. Must be a valid .html file.
  2. Created outside of Visual Matrix using an HTML editor or text editor.
Preview Behavior
  1. Requires a valid reservation number.
  2. Uses real reservation data to generate the preview.
Support Limitation
HTML templates can be uploaded for guest emails; however, Visual Matrix does not provide support for creating, editing, or troubleshooting HTML files.

Still Need Help With This Topic?

Ask Yourself:
  1. Is the HTML file properly formatted and saved as .html?
  2. Are all images and links publicly accessible?
  3. Did you enter a valid reservation number for preview?
Support May Ask You:
  1. Which letter type are you uploading (Confirmation, Custom, Promotional)?
  2. Does the issue occur in preview or only in the email?
  3. Are you using any custom HTML or external resources (images, links)?
  1. Configuring Confirmation Letters for Guest Reservations (Cloud)
  2. HTML Letter Field Tags for Guest and Reservation Data (Cloud)
  3. Configuring Custom Letters for Guest Communications (Cloud)
  4. Configuring Promotional Letters for Guest Marketing Emails (Cloud)
  5. FAQ - Management / Letters (PMS)

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