Settings > Office > Letters tab

TABLE OF CONTENTS

  1. Edit the content of your letter.
  2. Change the status of your letter , make available to your Agents option



Which Module 

Each letter is attached to an area or module in the program. This is where you want your letter to be available; e.g. Listings, CRM, Sales or Promotions.


New Letter template

Click on the Add  button to create a New letter template.

Select the module where you want to use this Letter


System templates

You can create a new letter starting with a copy of one of the system letters - this is an easy and quick why to create your template

Choose Skip if you want to start from nothing 

We recommend that your always start with a copy of either a system of one of you existing templates.
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Give your template a Name

Using good template file names

Using good file names for your template makes your life lot easier! This is especially the case with Sale & Purchaser letters

Try and make sure they are consistent and as ‘readable’ as possible…


‘Lawyer Sales Deposit Refund letter Oct 2020” might seem ok but who’s lawyer the purchasers or the vendors ?


Consider two letter templates names like this;

  • Deposit Refund (Purc Sol)
  • Deposit Refund (Vend Sol)


You don’t need the word Sale, because its already in the sales module

You don’t need the date because that date is automatically stored.

Topic first so that both template letters will appear beside each other and then who it is for..

Try and be consistent when giving your Letters easy to find letters


The available merge fields for your letter depends on the module that you have selected. For example if you want to create a Listing Letter you will see the merge fields for a Listing.

A Letter Template set for Listings will only be available when you are viewing a Listing.


Letter editor


Click on the letter Document that you want to edit or click on the Edit button

Your letter will open in a new tab


Take some time to understand the elements on your Letter template

  1. The name for your Letter template
  2. The module where you want your Letter to appear
  3. Your merge field options
  4. Test button to make sure your merge fields are working correctly

Give Your Template a Name and a Description


Add text to your Letter

You have 2 methods to add the text to your Letter;

Option 1 – Type your letter

Option 2 – Use the Home > Paste option


Make sure that you select the the paste Plain text option so that you do not accidentally copy html formatting into your Letter.


This is the most common problem when creating a Letter. Don’t copy text from a website. Make sure that you directly type your message or copy to NotePad or use the Paste option – you do not want to accidentally copy html formatting characters into your Letter.


Click on the Save button to save your Document.


Save your document

The save a letter is under the File tab on the word ribbon

Use the File > Save option. This will save your letter to the Listing Docs tab


Hard and soft returns

Who knew!

Because the Letters editor is web based document editor it is important to understand both Hard and Soft returns.

A hard return will create a new paragraph Enter key which can be selected/highlighted as a block of content

A soft return Shift + Enter keys creates a line break but stays within the same paragraph


A non-paragraph line break, which is a soft return, is inserted using ⇧ Shift+↵ Enter or via the menus, and is provided for cases when the text should start on a new line but none of the other side effects of starting a new paragraph are desired.


Tables

You can insert tables into your letter.

Table Wizard

When using tables that are full page width you will need to set the table at 99% width


Merge fields

There are many merge fields from OSL Office that you can use in your letters. Merge fields are just like mail merge in MS Word.

Different merge fields available depending on the module that your select.


Insert a merge field into your letter. Use the Insert dropdown to add a merge field to your letter

Standard Listing merge fields

These are merge fields for the module that you have selected.

e.g. Listing Address, Display price, Listing Agents.


System merge fields

These are merge fields that include your personal contact details, your office and your company details.

e.g. Your company name, email, phone number.