Letter Documents

Creating a Letter Document

Creating a letter document is slightly different to other documents in TIMS. As well as selecting the discipline you must also determine how the letter will be send and who it is addressed to.

The following options are available for these selections:

How will the letter be sent?

This affects the default "Addressed To" content in the letter will be formatted.

  • Email
  • Post

Letter Addressed To.

This is used to populate the "Addressed To" content.

  • Empty - You must edit this content yourself
  • Job Client - Uses the client information on entered in the job details page.
  • Job Contact - Select a job contact to address this letter to.

Authoring a Letter Document

Once you have created your letter document you will be taken to the familiar document authoring page.

Authoring a letter is very similar to other documents, there are simply different fields required to fill out.

  • Addressed To - Standard letter address information
  • Heading - The attention and title fields.
  • Content - The main letter body
  • Signatures - The staff signatures on the letter. There are two formats you can choose.
    • Single - Only the author's signature, signed "Yours Faithfully"
    • Multiple - Contains both "Issued By" and "Approved By" sections.
  • Attachments - Any required attached documentation.

The other difference with letter documents is when it comes to sign-off. In addition to the usual author/approver sign-off you must select a signature to use on the letter. These come from the "Signature Blocks" defined on your staff profile page in TIMS. If you do not have any signature blocks you will only be able to select your job title.

Distributing a Letter Document

Because the distribution list is not shown in the Letter Document it has been moved into the distribution step. Before you distribute the document you can click the "Distribution List" button to open a modal and select who the letter will be To/CC'd to. You can skip this entirely if you are not distributing via email.

Next click the button and write the email message if sending via email, or write a description of when/how this letter was delivered under the "Manual Distribution" tab if you are not sending via TIMS.