Mail Merging is the term used to describe the process of taking a particular letter and sending it to a list of people, where there are certain parts of each letter that are unique to the person(s) in the list. For example, let's say you want to send a Thank You letter to 100 clients and you want each letter to have their name and date of service in it.
So basically, you are sending the exact same letter to all 100 people, except you want there to be a different name and a different date on each letter. You could type the letter 100 times, changing the name and date each time as appropriate - that is if you wanted the process to take about 100 times longer than it should. Instead, what you can do is setup 1 of the letters, putting special field indicators where the information that will be different on each letter will be.
Mail Merging is taking that letter and combining it with your list of clients to give you the 100 different letters. The program helps you do this by giving you ways to define your different letters, and ways to come up with the list of clients you want to send the letter to, and a one-button click that creates the letters using the ReportBuilder in the software or MS Word (not included). We recommend that you use the Mail Merge Reports instead of the MS Word connection as it is more streamlined and easier to work with.
By automating your correspondence, you will be much more consistent and professional in the eyes of your clients, and they will be more likely to buy from you again and refer their friends. Once you have set up your letters that initially, you can use these letters or other correspondence pieces over and over again. With this system implemented, you can easily to prepare a week's or even a month's worth of literally in a matter of minutes!! This aspect of the program can greatly improve the consistency and effectiveness of contacting your customers, so please consider this section carefully.
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