What Are Merge Letters?
A merge letter is just a Microsoft Word document. However, it contains special variable fields, strategically placed, that will be filled in with data from a data file as each new letter prints. The sample letter shown here is taken from the Diamond Dental Software merge letter library. It is filename AR_03.doc and is a fairly strongly worded collection letter. The variable fields are seen surrounded by brackets and for purposes of illustration, have been made bold. Making them bold in your actual letter will make them bold in the printout. Notice that the date is also bold, but not surrounded by brackets. This is a special date field that will print the current computer date every time the letter is printed. The letter is arranged in a standard business format with the responsible party’s name, address:

<<FullFormalName>>
<<Street_Address>>
<<City>> <<State>> <<Zip_Code>>

The variables come from the data file that Diamond Dental Software creates. FullFormalName will display the responsible party’s Title, First Name, Middle Initial, Last Name, and Sr/Jr designation as in “Mr. Peter J. Brown Jr.”. These are all fields you had entered when opening an account. The SalutationName is also used after the word “Dear” as in “Dear John”.

NOTE - When opening an account the program automatically makes the Salutation Name field then same as the First Name field. Let’s assume you are entering the name of Robert Jones. The program will automatically enter “Robert” for the Salutation Name. “Dear Robert” will then appear in your form letters. If you want a more formal greeting, change the Salutation Name to “Mr. Jones”. If you prefer a more familiar greeting for this patient change the Salutation Name to “Bob” or “Bobby” or whatever you like.

As merge letters print within MS Word, the variables will be changed to whatever is in the data file for that record. The particular letter shown here uses two rather specific embedded variables which are DueNowAmount and LateCharge. These amounts will be inserted into the letters as they are printed.
This particular letter is accessed via the Accounts Receivable Report Parameters screen and is designed to be used in conjunction with the Over 90 Days Delinquent option. It also assumes you have been running Late Charges since the Late Charge Amount is one of the letter’s variables. If you do not charge Late Charges, just modify the letter to suit your own needs from inside MS Word.