Email Letters (Elite)

This feature allows you to create different stock email letters for each contract status. The default letter from Parameters will be inserted whenever you email a contract. Please notes that Point of Rental does not store emails. You can set up a blind carbon copy (bcc) to have a copy sent to your inbox.

Topics included in this article

• Getting There

• Email Messages Screen Definitions

• Creating/Editing Email Letters

• Enhancing Email Templates with AI

Getting There

1. Go to the Gear icon 
   
    
2. Under Core Options, select App Configuration> System Configurations
   
    
3. Select Email Letters. You will need the appropriate security access to make these changes.
   

Email Messages Screen Definitions

 You can select one of these customized letters from the drop-down menu in the upper left, which lists all the available letters by contract status.

• Add Button: Clicking this button allows you to add a new email letter.
   
• Delete Button: Any letter with a blank description will be deleted once this button is clicked.
   
• Purge Button: Any letter with blank fields will be deleted once the button is clicked.

Creating/Editing an Email Letter

You can create letters for Closed, Open, Quote, Work Order, Purchase Order, Payment Receipt, General, Letter, and On Hold. 

Please note that the system will automatically insert the Default email body line entered into Parameters for each contract status: Quote, Reservation, Open, etc. However, if you blank out those defaults in Parameters for some reason, the system will automatically insert "Invoice ##### attached." If you don't want that message, then enter something in Parameters.

1. You will see the screen below when adding or editing a new email letter. The top bar of options allows you to configure the look of their email to match the brand and specifications their consumers are most familiar with. 
   
   
   
   1. This is written and saved in XHTML. If you edit a current email template that is not in HTML, you will be warned that the template will be converted. After this happens, you should review the template to ensure that it still looks correct. At this point, you can either hit 'cancel,' and the template will revert to non-XTHML, or' OK' to save the template in the new format. You will also be warned again at this point to verify that they want to retain the newly converted template.
      
      
      
2. Edit the template's top portion: Status, Description, Default message for this status, Store, and Subject. The definitions for each field are below.
   
   
   

   Status	Choose the contract status with which you want to associate this email letter. You can choose from: Quote, Reservation, Open, On Hold, Closed, Payment Receipt, or General. Note: This field is routinely updated and should be checked often. (Reports have recently been added to the status field).
   Description	This would be the name of the email letter you are creating.
   Subject	Default email subject line.
   Default message for this status	You can select which method (Quote, Reservation, Open, or Closed) to be your default message.
   Store	If you're a multistore, you can select which stores can use the email letter.
   Text QuikLink (available to users in versions 2025.11 and above)	Check this box to set up a message for text that will include a QuikLink. To learn more about this feature, please see the article QuikLink Overview (Elite Only).  Please note that this feature is only available (visible) for users who have Twilio integrated with POR. To learn more about the Twilio integration, see the article Set Up Twilio SMS Integration in Elite.

   
   
   
3. Create or edit the email body.
   

   Special Fields

   You can use any Special Field needed. You can use any of these special fields to have the system auto-fill in information about the customer and the customer’s contract. For example, entering {Customer Name} special fields item into the body of the email will display the Customer's Name in the email body when emailing a customer. Please note: The {Contract Date} item refers to the contract out date while {Date} displays the date the email is sent. If the date in the Email Subject Line is not displaying the correct date for the contract, make sure the {Contract Date} item is selected and added to the Subject field.
   
   
   
   

   QuikLinks and the Elite Consumer Portal

    Important: To ensure accurate QuikLink generation, do not include the following variables in the email subject or body:

   • {WebVerificationLink}
   • {WebPaymentLink}
   • {WebPaymentLinkDep}

   Including these variables may result in the delivery of incorrect Consumer Portal links to your customers. This can lead to confusion and frustration, hindering their experience. 
   
   

   Hyperlinks

   You can embed hyperlinks into your email messages by writing the email in HTML. For further information, you can go to www.w3schools.com/html
   
   Basic Example:
   

   <html>

   <body>

   <p>Hello {CustomerName}</p>

   <br>

   <p>Attached is your invoice</p>

   <br>

   <a href=”www.website.com”>Visit Our Web Page</a>

   <br>

   </body>

   </html>

Enhancing Your E-mail Templates with AI 

To assist in creating e-mail templates, users can enhance the tone of their text with four different options.  To start, click on the 'Enhance Tone with AI' button.

From there, the user will see the following screen: Professional, Persuasive, Friendly, and Polite. Choose one and hit 'Enhance'.  The enhanced text will appear on the right-hand side of the screen.  You can continue to refine it based on the prompts, or you can 'Accept' it to override what is written in the template text box on the main form.

Did you accidentally hit 'Accept'? No worries. Just cancel to prevent any of the changes from being saved, and then reopen the template to try again.