Letter Writer Overview
  • 08 Jan 2024
  • 2 Minutes to read
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Letter Writer Overview

  • Dark
  • PDF

Article Summary

The Letter Writer is a powerful tool for managing communications with important contacts in Generations. It is available from the Reports list on the Home Screen, and allows you to create and save letters for Active Clients, Potential Clients, Active Caregivers, Applicants, Referral Sources, Case Managers, and Physicians.

  • Create and save letters as templates, then send to contacts either by email or print a hard copy and mail. Emails can be scheduled to send at a later date.
  • You can also use custom letterhead.
  • Labels can be created either here or via the  the reports menu.
  • As a best practice, do not send any electronic messages (including emails, text messages, and reports) that contain identifiable Client information like full name, address, phone, date of birth, etc.


Watch a video about Letter Writer.

Understanding Letter Writer

There are three tabs: letter writer, letter writer history, and scheduled emails. For detail on how to use Letter Writer, see Working With Letters

Letter Writer

  • Location: The default is all Locations. Select one if desired. 
  • Show inactive: A checkmark here will show inactive Clients, Caregivers, and Referral Sources.
  • Clients-Active: This list is based on the selected Type. Select one or use your CNTRL or Shift keys to select multiples.
  • Type: Select one. The list to the left changes based on this selection.
  • Report Option: Letters, Labels, or Email. Letters open in PDF or Word, Labels use Avery formats, and Emails are sent.
  • Labels: Select one Avery format option.
  • Saved Letters: A list of all letters.
  • Search Letters: Search the list of letters.
  • New Letter: Click to create a new letter.
  • Edit Letter: Click to make changes to an existing letter.
  • Delete Letter: Click to delete a letter.
  • Set Margins: Click to change margins.

  • OK: Click to send an email, create labels, or open a letter in PDF or Word. Emails can be scheduled to send at a later date.
  • PDF: Used for printing actual letters.
  • Word: Used for editing letters to be printed and mailed.

Letter Writer History

A a list of all letters sent by email.

  • Select date: Use arrows or click to select dates.
  • Search Box and Button: Search through history of letters.
  • 1 to 10 of 10 Records: Click the arrows to move through the list.
  • Name: Click to see who it was sent to, plus date and time the letter was sent and opened.
  • Date sent: The date the letter was sent.
  • Recipients: The total number of people to whom the letter was sent.
  • Opens: The total number of people who opened the letter.
  • Open Rate: The percentage of people who opened the letter.
  • Succeeded: The number of emails sent successfully sent.
  • Failed: The number of emails that failed to send. Typically this is because there is no email address; see other reasons why emails may fail to send.

Scheduled Emails

A list of emails scheduled to send at a later date.  

  • 1 to 2 of 2 Records: Click the arrows to move through the list.
  • Yellow Pencil: Click to edit an existing item.
  • Red X: Click to delete an item.
  • Letter Name: The name of the email being sent.
  • Scheduled Date: The date the email will be sent.
  • Scheduled Time: The time the email will be sent.

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