Issuing a Letter to an Owner or Resident
Issuing a New Letter
Issuing a New Letter is a fundamental task throughout every department. Generally speaking you will be sending a letter to an Owner or Resident in our system. All letters that are generated in the system have the ability of being set up with field markers to pre-fill from an Owner or Resident Detail just by selecting the intended party and identifying which letter template to use.
Although their are several pre-formatted letter templates to use., there is no limitation on what can be created. By creating a new letter template, a draft can be made available in the letter drop-down selection to be used for more than one time. You could then use it as a standardized letter format appropriately for any of your property Owners or Resident.
To learn more, here are some related training links
Letter to an Owner
From the Command Center:
Under the Owner Information section
- Select the New Letter link
* Note: All previous letters created or sent to the owner can be accessed from this link. Once you have created a new letter, a copy of it can be accessed from the Letter History screen. You will be taken there by using this link.
Letter to a Resident
From the Command Center:
Under the Resident Information section
- Select the New Letter link
* Note: All previous letters created or sent to the resident can be accessed from this link. Once you have created a new letter, a copy of it can be accessed from the Letter History screen. You will be taken there by using this link.
Creating a Letter from Letter Templates
This is the same process whether to an owner or a resident. The detail information for the intended party will populate throughout the template based on which link on the Command Center screen you selected. For more information on how to properly initiate this for the intended party please refer to either the section above for an Owner or for a Resident
* For this example we will continue with a letter made out for an owner.
From the Letter Template screen
The Preloaded Intended Party will be labeled at the top of the Page
- Make sure that the Division from the drop-down list
- Select the Template Name from the drop-down list
- Select the property from the drop-down list (this is limited to the properties the intended party is identified with, so unless the intended party is registered to multiple properties, there will usually only be one.)
- The Title, Name and Date will fill in, but can be edited before saving, Then, click SAVE and this will be stored in the Letter History of the intended party.
- The pre-formatted Header Info can be edited and updated by clicking INSERT HEADER DETAIL
- The letter template can be edited in the Letter Content area.
- Once complete, select SAVE to update.
- Then, click PRINT PREVIEW and a new window will open with the letter in a pdf format ready to print.
* To email the letter to the Intended Party, check-mark Email to Recipient, then click PRINT PREVIEW