Predefined Letters

To communicate with your customers, the system allows you to create free form letters, or you can select a predefined letter from a list of letters already defined in your system. Lets first go over the predefined Letters.

From the main menu select system setup and then select “letter templates”.

Looking at the headings, Subject is the first field that should be filled in. The subject will be used when selecting a letter. Therefore, Subject should describe the contents of the letter.

To the right of the subject are the format controls. “B” for Bold, “I” for Italics, and “U” for Underline.

Next is the text align controls.

Left Align, Center Align, and Right Align.

The Letter can use any combination of these controls, which will be demonstrated later.

To the right of the alignment controls is the Font Control. By clicking on the “A” you can select a different font for the letter or a portion of the letter.

Following the font controls is the INDENT button, the UNINDENT button, and the MERGE CODES button. We will go into more detail about how these controls work, when we create our sample letter.

Next let’s look at the controls at the bottom of the screen.

First there is the “ADD” button, then the “DELETE” button, followed by the “SAVE” button and the “EXIT” button.

Next is the “RECORD NAVIGATION” buttons. The text box in the center tells you which letter number you are currently on. The number to the far right tells you how many letters are in the table. The left arrow button with a bar in front will take you to the first letter in the table. The right arrow key with the bar in front will take you to the last letter in the file. The left arrow will move you down one letter and the right arrow will move you up one letter.

Now that we have talked about all the controls on the screen, lets go into more detail about merge codes. Merge codes are used for variables in the letter. For instance, if you want today’s date to print on a letter you can include a merge code called &TODAY& anywhere in the body of the letter and any time the letter is printed, today’s date will replace the merge code. There are many merge codes already defined to the system. Let’s click on the merge code button and see how it works.

First you will notice that there are several categories of Merge codes, just click on the appropriate category and the different selections will be displayed.

Now let’s create a letter using some of the controls we’ve talked about.

First Let’s click on the ADD button and a clear form is displayed, ready for a new letter.

Next we will fill in the Subject. This can be a cover letter that is mailed out with the customer’s insurance cards. So, lets type “Insurance Cards” into the subject field and press tab to enter the body of the letter.

There is no need to enter letterhead information at the top of each letter, the system will automatically print your agency information at the top of each letter. We will discuss this in more detail later.

One thing we will want at the top of the letter is the date the letter is printed. We can accomplish this by clicking on the Merge Codes button, and under General, double click on “Today”. Now press the enter key a couple of times to move down. Next we will want the customers mailing address. So, click on Merge Codes again and click “Customer”. Then double click on “CUSTMAILNAME”. This will insert into the letter the customers name and address. Next lets reference the policy that the letter will pertain too. Type in “RE: Policy# ” and select Merge Codes, select Policy, and then double click “POLICYNUM”. Enter “Effective: “. Select merge codes, policy, then double click on effective. Next we will do the same thing for Expires.

Next we will enter a salutation of the customer’s first name. Type “Dear “, select Merge Codes, Customer, and double click “CUSTFIRSTNAME” followed by a comma. Now we can start the body of our letter.

“Enclosed are the proof of insurance identification cards for the policy referenced above.”

(Skip a Line) and type “As I told You, ” Now lets experiment with the Bold control. Click on the Bold control and type “these cards should be kept in the vehicle(s) at all times.” Now lets turn of Bold by clicking on the Bold control again, and continue the body of the letter. “This is required by law, and failure to show proof of insurance could result in a citation!”

Now skip a couple of lines and type “Please call if I may be of further assistance.”

Then skip a couple of lines and type “Thank You,”

Then skip a couple more lines and enter the Merge Code for the CSRNAME.

Now, we’ve finished creating a Letter Template. Next click the save button to save the document, and click the exit button to return to the system setup menu. Then click the exit button again to return you to the main menu.

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