About Template Letters

Template letters are used to generate case letters.

Case letters are sent to clients to advise them about possible suspensions and appeal results. Service Infractions generates case letters based on the template letter .docx files uploaded to the policy.

Template letters use Trapeze-specific terminology with Microsoft Word's MergeField function. This allows Service Infractions to populate a copy of the template letter with case information from your database and save the resulting case letter.

Some template letters will also contain tables with information about each infraction. For example, where the client was picked up and dropped off, and the date the infraction occurred. These tables must be marked so that Service Infractions can correctly populate them.

It's a good idea to have already written the template letters before you create a service infraction policy. Template letters are required for each Warning Alert stage, Violation Alert stage, and Appeals stage that appears in your policy. For the Appeals stage, two template letters are needed: one used when the Appeal is approved and one used when the Appeal is denied.

To organize your template letters, you can name them to match the intended policy stages. For example, WarningAlertStage1_TemplateLetter001 or AppealApproved_TemplateLetter001.

No template letter is needed for the Suspension stage, as suspension letters are sent in the Violation Alert stage.