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This guide has been reviewed against our global client base and classed as relevant to all regions

Letters can be generated throughout AgencyCloud using letter templates which are set-up to meet the needs of your business

Letters are generated in Microsoft Word and, after creating, can be saved to AgencyCloud in Word and/or as a PDF - once saved, further options are available to rename/print/email the letter

1. Create letter

From relevant record, e.g. property, applicant, tenancy, offer

  • Click Letters (top right)

  • Letter templates are shown on the left side of the screen and are usually grouped in categories - click the category heading to expand the section and view available templates
    Saved letters are displayed on the right side of the screen - see step 3 for more information

  • Select the required template and click Create (or double-click template)

    • Journal Entry is automatically ticked to ensure the creation of the letter is logged in the relevant journal (in this example, the property journal)

    • Re allows extra text to be added to the journal entry along with the letter template name

The letter is displayed in Microsoft Word, see next step

2. Save letter

From letter in Word:

  • Click Save (in Word)

  • The screen will switch back to the Letter Generator in AgencyCloud and will display document options

  • Options are:

    • Save document in property letters folder - saves the document in Word or PDF to the Existing letters and files section of the Letter Generator (shown on right above) - see step 3

    • Save document normally - allows the document to be saved to your device as a Word document (outside of AgencyCloud)

    • Save as PDF - allows the document to be saved to your device as a PDF document (outside of AgencyCloud)

    • E-mail PDF - creates the document as a PDF and attaches it to a new email message, as outlined here: ???????

3. Save document in AgencyCloud

From the save options shown in step 2:

  • Select Save document in property letters folder and click Accept

  • The following prompt is displayed, click Yes
    Clicking No will save the letter to AgencyCloud as a Word document - this is useful if you need to change the letter (if future editing isn’t required, click Yes to save as a PDF)

  • The Save file as screen is displayed:

    • File name the filename of the letter can be changed to something more specific
      This can also be done once the file is saved to AgencyCloud

    • Leave File type set to PDF document

    • Click Save

  • The file is stored in the letters screen

The letter file shown in this example has since been renamed, information on when/who carried this out is shown at the bottom of the screen - see step 4 for information on renaming a letter

On lettings properties, an option to Include documents from checks is also available (top right), click here for more information: Attached checklist documents available in letters screen

4. Right-click options to rename/email letter

After a letter/document has been saved, further options are available

From existing letters and files:

  • Right-click over the letter

  • Options are:

    • Open - opens the letter/document

    • Rename - changes the filename as shown in the letters screen

    • Delete - deletes the file from the letters screen

    • Print - displays installed printers to print the letter to

    • Attach to e-mail - attaches the letter/document to a new email message

    • Set as property particulars - (shown on property letters screen) uses this file as the Predefined Details for the property - for more information on property details, click here:
      Prepare a property for marketing

    • Document type - set to Letter by default - this option allows the document type to be changed (which impacts the category the letter is stored in within the letters screen)

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