Create and send an ad hoc letter

Alto uses a word processor to create and send letters. An ad hoc letter is produced from a template in your library, whenever you need one, rather than being triggered by a Timeline event. Each letter template contains merge codes, so when the letter is produced, the details of the record you selected merge in to give you a complete document you can review on screen, edit, and then finalise.

There are two types of letter template in Alto:

• Ad hoc - covered here
• Event driven - based on a Timeline entry, see Create and send an event driven letter

Creating an ad hoc letter

You can start from Properties, Contacts or Tenancies - which one depends on the merge codes the template uses.

1. Click either Properties, Contacts or Tenancies on the main navigation bar
2. Search for and select the relevant record for whom you are creating the letter, from Recent & Favourite or via the Search bar in the top right
3. The Overview screen opens. Click Docs
4. In the dropdown menu, click Write a Letter...
5. In the Write a Letter window, click Ad hoc, using a letter template from my library
6. Click Next
7. Choose which template to use for your letter
   1. Filter by Brand, Branch, Sale/Rent to refine the list
   2. Click your preferred template to select it
   3. Double click a template to preview it
8. Click Next
9. Choose the records for your letter:
   1. Associated Contact - This is the person to whom you will be sending the letter  
   2. Associated Property - This can be changed if necessary
   3. Associated Tenancy - This can be changed if necessary
   4. Associated Supplier - Search for and select a supplier, if it's required to complete a merge code in your letter 
   5. Send from - Use the dropdown menu to edit if necessary
   6. Appearance (Branch/Brand) - If your agency uses different branding, select the necessary brand
10. Click Finish. Your document will open up in a new tab on your browser

Edit and send an ad hoc letter

As you scroll down the letter, you'll see the selected record's details already merged into your chosen template. Edit it, then finalise to print, email or E-Sign.

1. Edit the content of the template where needed. For editor features see Letter editor features
2. On the top toolbar of the document:
   1. Click Save if you have made any changes
   2. Click Preview PDF to show an example of your letter on the chosen stationery
   3. Cancel to remove the letter
   4. Close to save the letter to your letter rack 
3. Click Finalise, then Print, Email, Print and Email or E-Sign (if activated)

A record of the document is saved on the Timeline of every record it's associated with, where you can track it, retrieve it later, and resend if needed.

• Related Help Centre articles that you may find useful.

  Customising your letter templates ready for E-Signing

  Sending documents for E-Signing

  Email and print a letter

  Creating an ad hoc letter template

  Dashboard - Letter Rack widget

  Email tracking