How to Email a Proposal/Contract/BEO
Learning Objectives
How to email proposals, contracts, BEOs from Thynk
How to email proposals, contracts etc using email templates if they were set up during the configuration of your system
Emailing Proposals/Contracts/BEOs/Proforma Invoices
You now know how to create a new booking, add room types, block events, added packages and created a BEO. At each booking stage, you may need to email a proposal, or contract, or BEO, etc. to your customer.
Two Methods of Emailing Documents to your Customers
There are two methods to email documents to your customers:
By having the system generate the document and attaching it to an email ‘manually’.
By generating the document and using email templates that automatically create an email with the attachment. This method will only work if your hotel has been configured to use email templates. You can check with your team if it has.
To Email the Document ‘Manually’ Without Email Templates
If your hotel wasn’t set up with email templates, follow these steps to email the documents:
Regardless of which method you chose, you will always generate the document first by finding your booking, and clicking into it to open it.
On the right side of your booking screen, click on the ‘Documents’ tab. Here you will see a list of available documents.
To have the system generate/merge the document you like, click on the ‘PDF’ button on the right of the document. This creates a PDF, which means you won’t be able to make any changes before emailing it. If you prefer to generate a Word document because you know you have to edit something, click on ‘DOCX’.
In this example, we will click on the ‘PDF’ button. Scroll down while in the ‘Documents’ tab to the section called ‘Files’, where all your generated documents (including BEOs and proforma invoices if using) are saved.
Click on the file you have just created to see a Preview. Scroll down to see the entire proposal. Here you can click on ‘download’ and the PDF will be saved in your Downloads folder (if you are using Chrome, that’s where files are saved automatically).
Now, open your email system, create your email to your customer and attach the downloaded file and send it to them.
To Email your Documents using Email Templates
If you had your email templates set up during your configuration, follow these steps to email your documents:
In the booking, on the right side of the screen, click on the tab called ‘Communication’.
Here you will see available documents that you can generate based on the booking status.
For example, if the booking status is Tentative, you should see the ‘contract’ document there. If it were still at an inquiry stage, you wouldn’t see this contract option.
Click on the ‘email’ action button next to the file name to start it to generate the contract.
This will then open up an email window with the ‘from’ - your email address, ‘to’ - the contact’s email address, and the subject line will already contain the booking name. Note: you will be blind copied automatically, so this also shows in your emails. If you prefer that the ‘from’ shows a generic email address for your sales, or events team, you can change it here.
Below it, you will see the email wording that accompanies the contract. Example: Dear xxx, thank you for the opportunity to host your meeting. Find attached … etc. You will also see the PDF attachment of the contract/document you chose to email.
You could make a few edits to the email, if you’d like here and then click on ‘Send’.
Best Practices for Emailing Proposals/Contracts to Customers
Remember that if you generate one of these standard documents in Word format, you are able to edit them before sending them to your customer. But, be careful not to edit them too much, as those edits are only going to appear on the Word document, and will not be transferred back to the booking. Ideally, you should keep manual edits to a minimum.
For example, If you want to change the contact on the booking, or add other information, do not edit it in the Word proposal. Instead you should edit the booking itself. Change the contact you have linked to the booking to show the correct one, for instance, and regenerate the proposal. This way, this new contact will always be attached to the booking for historical and operational purposes.
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