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<< Click to Display Table of Contents >> Navigation: MLS 2026 Operations & Reference Guide > Client & Service Unit Management > Marketing Using MLS 2026 > Targeted Marketing > Choosing a Communication Format |
Once you have selected the clients or service units to contact, the next step is determining:
👉 how the communication should be delivered.
MLS 2026 supports multiple communication formats so your business can choose the approach that is:
•most effective
•most economical
•most appropriate
for the audience being contacted.
Different clients respond to different methods of communication.
Some prefer:
•printed letters
•postcards
•text messaging
•printed reminders
•personal phone contact
The flexibility of MLS 2026 allows your shop to choose the best format for each campaign.
After selecting the records for follow-up:
👉 choose the communication text.
MLS 2026 will display the available:
•letters
•postcards
•emails
•follow-up templates
that have been created in the:
👉 Text Editor.
Simply highlight the desired entry and select it for use.
Insert screenshot of:
•Text selection window
•Available document list
•Template selection screen
If a suitable document does not already exist:
•exit the selection screen
•open the Text Editor
•create a new template
•save it for future use
This allows businesses to build:
•seasonal reminders
•thank-you messages
•maintenance notices
•inspection alerts
•newsletters
•promotional communications
that can be reused repeatedly.
MLS 2026 supports modern communication workflows designed to simplify message creation and improve professionalism.
Text entry windows support:
•operating system voice dictation
•copy/paste from external sources
•spell checking
•large-format editing windows
This allows users to create communications:
•more quickly
•more naturally
•with fewer typing errors
MLS 2026 also supports optional:
👉 AI-assisted writing review services.
When enabled through a supported third-party provider, communications may be:
•reviewed
•refined
•corrected
•modernized
•professionally enhanced
before distribution.
This can help businesses create:
•clearer messages
•more professional wording
•better customer communication
•stronger marketing presentation
while still maintaining:
👉 the shop’s own personality and tone.
AI enhancement services are optional and require:
•an active supported provider subscription
•internet access
•external service activation
MLS 2026 supports several output methods.
These include:
•Letters
•Postcards
•Emails
•Mailing Labels
•Printed Lists
•Merge Files
Each serves a different purpose.
Letters are the most:
•formal
•professional
•personalized
communication method.
They work especially well for:
•overdue clients
•inspection reminders
•large repair recommendations
•appreciation messages
•specialty services
•fleet relationships
A professionally prepared letter:
•builds trust
•reinforces credibility
•increases perceived professionalism
Letters are especially effective when:
•printed on quality paper
•paired with professional envelopes
•personalized appropriately
Postcards are:
•inexpensive
•simple
•highly visible
They work well for:
•service reminders
•seasonal notices
•oil service campaigns
•inspection reminders
•quick follow-ups
Because postcards are immediately visible:
•clients often read them quickly
•reminders are easily noticed
•messages are easy to retain
Postcards should:
•remain brief
•contain clear messaging
•focus on one primary purpose
Email provides:
•low-cost communication
•rapid delivery
•automation support
•follow-up efficiency
Emails work best when they are:
•short
•personal
•informative
•useful
Avoid excessive promotional language.
Clients respond more positively to:
•reminders
•maintenance tips
•helpful advice
•service updates
than generic advertising.
MLS 2026 can automatically:
•filter clients with email addresses
•generate emails first
•then produce letters for remaining clients
This helps reduce:
•postage expense
•printing costs
•duplicated effort
Labels are useful when:
•using preprinted postcards
•sending newsletters
•preparing external mailings
•working with third-party printing services
MLS 2026 formats labels for:
👉 Avery 5160
or compatible sheets.
This allows quick preparation of:
•envelopes
•postcard labels
•bulk mail campaigns
Sometimes the best output is simply:
👉 a printed list.
Lists are useful for:
•internal review
•service call follow-up
•reminder campaigns
•manual contact efforts
•appointment scheduling
Many shops use these lists for:
•personal phone calls
•service advisor review
•retention follow-up
before using automated mail methods.
MLS 2026 can create:
👉 merge files
for use with external office products.
The merge file:
•is independent of the live MLS database
•does not affect operational data
•may be imported into:
oMicrosoft Office
oword processors
ospreadsheet programs
oexternal CRM systems
omailing services
This allows advanced users to:
•build custom campaigns
•perform outside analysis
•generate specialty communications
without risking operational data integrity.
Before printing:
•verify the printer is online
•confirm correct paper stock
•check postcard or label alignment
•ensure paper feeds properly
Insert screenshots of:
•Print preview
•Printer selection
•Label setup
•Postcard formatting
It is strongly recommended to:
👉 process communications in smaller groups.
Examples:
•one week of reminders
•one service category
•one zipcode
•one campaign group
Small batches:
•reduce errors
•simplify troubleshooting
•improve workflow management
•shorten processing time
Large print jobs may be processed:
👉 after business hours.
This is especially useful for:
•large letter campaigns
•newsletters
•bulk reminder printing
MLS 2026 is designed to allow:
•unattended printing
•overnight processing
•extended print operations
provided:
•paper paths are clear
•printers are properly loaded
•output trays are unobstructed
MLS 2026 supports standard business forms including:
•Standard 8.5 x 11 paper
•Avery 5160 compatible sheets
•3-across label format
•Avery 8387 postcard stock
•4 cards per sheet
Using quality materials improves:
•presentation
•readability
•professionalism
•customer response
One of the strengths of MLS 2026 is:
👉 combining multiple output methods from one campaign.
Examples include:
•email first
•printed letters second
•labels third
•lists for internal follow-up
This improves:
•communication efficiency
•staff productivity
•marketing consistency
while lowering:
•printing
•postage
•labor expense
The objective of communication is not:
👉 sending the largest number of messages.
The objective is:
👉 meaningful contact with the right clients.
Well-targeted communication:
•builds trust
•increases retention
•improves repeat business
•strengthens relationships
•reinforces professionalism
Consistent, thoughtful communication often becomes one of the most valuable long-term assets of a successful service business.
•Keep messages brief and focused
•Use professional formatting
•Personalize communication whenever possible
•Use smaller campaign groups
•Combine email and print strategically
•Use quality paper and printing materials
•Review templates regularly
•Update communication styles periodically
•Use AI review tools carefully and appropriately
•Always evaluate campaign ROI
•Targeted Marketing
•Creating Text
•Communication Strategies
•Client Analysis
•Preventative Maintenance Scheduler
•Auto CRM
•Understanding Your Client Base
•Service History
•Selection Of Records
•Marketing Overview