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Customer Letters

The Customer Letters functionality provides the ability to easily send out custom letters such as thank you letters and service reminder letters. Custom letters can be created for various topics and then saved as a template to be re-used for future mailings. Custom letters are written and saved in the Customer Letters Configuration screen.

Defining a target group of customers to receive a custom letter is specified in the Customer Letters file. In addition to the customer criteria, the file will also contain any optional information (vehicle information, recommended services, maintenance items) to be included in the letter. The Customer Letters file can also be saved and re-used for future mailings.

A target group of customers can be very general and include all existing customers or all potential customers. Specific groups of customers can also be targeted by building a set of criteria the target customers must meet.

• § Criteria can be built to limit the set of existing customers by using the information contained in the Customer Record and the ticket transactions. These information fields include:
  • Account #
  • Customer Code
  • Customer Follow Up Date (shop setting)
  • Customer Send Follow Ups
  • Customer State
  • Customer Zip
  • Grand Total
  • Labor Total
  • Recommended Services Line Type
  • Recommended Services Manufacturer
  • Recommended Services Part Number
  • Recommended Services Recommended Date
  • Send Customer Thank You (shop setting)
  • Transaction Code
  • Transaction Complete Date
  • Transaction Description
  • Transaction Ext Sell Price
  • Transaction Item
  • Transaction Line Type
  • Transaction Manufacturer
  • Transaction Percent Profit
  • Transaction Pricing Category
  • Transaction Sales Category
  • Transaction Start Date

(Note: This will print a letter for EACH of the vehicles associated with a customer that had a ticket during the date range.)

• Vehicle Last Ticket Date

(Note: This will print a letter for each vehicle that had a ticket during the date range.)

• Vehicle Make
• Vehicle Model
• Vehicle State
• Vehicle Year

• Criteria can be built to limit the set of potential customers based on the information fields contained in the Potential Customer file.

For example, to send a letter to all customers with outstanding recommended services, criteria can be built by selecting Existing Customers with Recommended Services Recommended Date > MM/DD/YY.

In addition, Job / Inspection packages can be setup to be automatically added as maintenance scheduled items based on the Service Interval Months/Miles field. As a result, they can be included in the recommended services file and then targeted based on the Recommended Services selection criteria.

A thank you letter can also be sent to your customers that have referred new customers to your store. When selecting the option Friend for the `How Did You Hear About Us?' screen at POS, the system will prompt the user to enter the name of the friend. When running the Referrals Report, the names of the friends entered at POS will be listed in the Additional Info section of the report. Manually identify these customers in your database by accessing the customer record for each of the names identified in the Additional Info section on the report and enter a value (ex: REF) in the Code field to identify that they referred a new customer. When defining the selection criteria for existing customers, these customers can then be targeted by selecting the Customer Code field and applicable value entered on the customer record (ex: REF).

1. Set the Customer Letters Configuration parameters
2. Set the Customer Letters Printing Parameters

See also