Letters let you write to a client, or to someone involved in their care, such as their GP, using your letter templates. splose fills in details like the client's name and your business details from the template's placeholders, and keeps each letter on the client's profile.
This guide shows you how to create a letter, download it as a PDF, email one or several letters, and add page breaks.
Before you begin
First, make sure that you have set up a letter template.
Create a new letter
Navigate to the Clients tab.
Select the client that you would like to create a letter for.
Select the Letters tab.
Click + New Letter.
Choose the letter template.
Select the details for its placeholders.
Check the letter. splose fills in the placeholders for you, and you can edit the text in the letter editor.
To see how the letter will look, click Preview.
Click Create Letter.
View your completed letter
After a letter is created, you will be moved to the view page. You can either email the letter or download the PDF.
Send a letter
Send a letter or multiple letters when needed.
To send a letter:
Go to the client's file, then Letters.
Next to the letter you wish to send, click the three dots, then Email letter.
Edit the email, then click Send. If password-protected documents are on, the button says Send Securely.
Send multiple letters in bulk
To send letters in bulk:
In the client's file, go to Letters.
Tick the box next to each letter you want to send.
In the bar at the bottom of the page, click Send.
Edit the email, then click Send. If password-protected documents are on, the button says Send Securely.
Things to Note
To password-protect the letters you email, turn on Password-protected documents in Settings > Workspace > Details. A single letter is sent as an encrypted PDF, and several letters are sent as one encrypted ZIP file. The password is the client's date of birth in YYYYMMDD format, so make sure the client has a date of birth saved, or splose won't send the letter.
More on password-protected documents →If you have splose AI, it can draft a letter for you in the letter editor, for example, a GP update based on the client's progress notes.
More on letters written by splose AI →To use the same font in every letter, set it once in each letter template. Letters created from that template use it. Text that you add with splose AI needs formatting in the letter editor.
Page Breaks
Page Breaks can be used to better format your letter. These can be set up in Letter Templates, or you can add them while adding a letter for a client. Adding a page break to a letter is the same as adding one to a letter template. Place your cursor where you would like the page break to occur, then click the Page Break button at the top of the letter editor.
To delete a page break, select it the same way you'd select text, then press Backspace. This also deletes the line next to it.
Frequently Asked Questions
What password does the recipient use to open a password-protected letter?
What password does the recipient use to open a password-protected letter?
The client's date of birth in YYYYMMDD format, for example 19850312 for 12 March 1985. This applies even when you send the letter to a GP or another contact. splose includes the instructions in the email. If the client has no date of birth saved, splose won't send the letter until you add one.
Troubleshooting
Custom fields not appearing
My letter shows "[No custom field specified]". Why aren't the form answers pulling through?
My letter shows "[No custom field specified]". Why aren't the form answers pulling through?
A form answer only saves to the client's record if the question was built with a custom-field block. If it was added as a plain paragraph or text block, the letter has nothing to pull. Rebuild the question with a custom-field block and send the form again.
Letter formatting issues
There's a box or odd formatting stuck in my letter that I can't delete. How do I fix it?
There's a box or odd formatting stuck in my letter that I can't delete. How do I fix it?
This usually happens when content is copied and pasted into the letter and brings hidden elements (text boxes, images) with it.
When you draft with splose AI, add the text using the Add to note / Copy button at the bottom of the AI output rather than manually highlighting and pasting it. If you paste from elsewhere, paste text only.
If a stray element is already stuck, clear the affected section and re-add the text cleanly.