For most letters, this is all of the information you’ll require, printed as a small document or as a records mode file in the Base Page record:

Company Name and Address
Person being written to (or a standard title like “The Accountant”)
Amount outstanding
Date of last action
Date of next action
Employee Number

In addition, you’ll require these two indictors (for Records Mode make them additional one-character records):

Letter Type – indicates the text required and variables to be inserted – done in Form Design rather than here as part of the record/variable.

Closure type – allow for a signature, Name and Title only format, plus the above with an Email address. Again, done in the form design, with just an indicator/record letter here.

There are two simple design elements, being the Base Page and the one or two Closure Detail Records. Base page contains the date and customer address and looks as below:



The “Closure” Detail Lines contain just the Employee field and get their data from substitution files, where you can set up new employees without changing the FormTrap form, or even set up “dummies” for certain letter events – like the threat to pass their details to a credit agency.

This is a typical “Closure” Detail Line:



All of the information (in the above, the signature and below, employee details), are Substitutions based on Employee, here are the text substitutions:



The above produces the file name “NameXXXX.txt” with employee number replacing the XXXX. The data from the matching file name in the Substitutions folder is inserted. These are a few of the substitution files with an example:

These are again just detail lines, which can incorporate data and use the special Advanced tab to define themselves as Variable height and to allow Whitespace after the final line.