Contact management > Keeping in touch with your contacts > Personalised letters
You can create personalised letters (also known as mail-merge letters) for any of your contacts. A personalised letter is a document template that contains standard text as well as fields that can be automatically filled with data stored in your company file.Personalised letters are useful when you need to send the same letter to several contacts. For example, you may want to send several slow-paying customers a payment reminder letter. Instead of entering each contact’s information on the letters yourself, you can set up a letter template that contains the text you want to appear, and insert data fields that automatically fill in with the contact’s name, address and the amount owing.OfficeLink is a feature that automates the process of merging contact information stored in your company file with a Microsoft Word template (a .dot file). Your software includes a set of templates that you can use, and they are stored in the Letters folder, which is located within your software’s program folder.You can edit these templates and create new ones using the mail-merge features of Microsoft Word. For information about working with mail-merge templates, see Microsoft Word Help.The following table summarises the templates provided with your software.
apologise for a problem your company has caused for a customer, and to assure the customer that the problem will be addressed. let your customers know that items they’ve ordered are on backorder and will be shipped as soon as possible. notify customers whose payments have bounced. Collection-First Letter remind customers whose accounts have become overdue to make a payment. Collection-Second Letter express greater urgency than Collection-First Letter and request that your customer contact you immediately. Collection-Third Letter encourage customers who have overdue payments to make a payment before their credit history is damaged. Collection – Final Letter advise customers that you will turn their account over to a collection agency if payment isn’t made within a specified number of days. create a fax cover page. This page includes room for a memo. Complaint Resolution Letter reply to customers who have questioned an amount on their monthly statement. This letter indicates that you are looking into the matter and that you will credit the customer’s account for the amount in question while the matter is investigated. You can edit these templates and create new ones using the mail-merge features of Microsoft Word. For information about working with mail-merge templates, see Microsoft Word Help.If you want to use a mail-merge letter template created using word processors other than Microsoft Word, you will need to export the data out of your company file and then merge that data with the letter yourself.