> ## Documentation Index
> Fetch the complete documentation index at: https://help.elationhealth.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Bulk Letter Guide - Mass communicating with patients

> The Bulk Letter feature gives Providers and staff the ability to send the same message to an entire cohort or group of patients with just a few easy steps.

## Overview

### What is the Bulk Letter feature?

The Bulk Letter feature lets you send the same message to multiple patients at once. You can send it through [Patient Passport](/articles/elation-patient-passport-an-introduction) or print it for mailing.

### What can I use the Bulk Letter feature for?

Use Bulk Letters to:

* Share holiday hours or other schedule changes.
* Update patients on policy changes (e.g. cancellation rules).
* Send educational information (e.g. hygiene tips during a pandemic).
* Reminding patients to book appointments (e.g. annual wellness visit).
* Invite patients to sign up for [Patient Passport](/articles/elation-patient-passport-an-introduction).

## Workflow Instructions

### Creating a Bulk Letter

**1**

<Tip>
  To message all of your patients, skip the filters and click **Generate List** . Your entire patient panel will appear in the results.
</Tip>

**Build your distribution list** using the [Patient List](/articles/find-patients-with-elations-patient-list) Report.

1. Click **Reports** -> **Patient List** at the top of your Elation account.
2. Filter the Patient List report for your target group (e.g. by Provider, last seen date, Patient Passport status, age, etc).
3. Click **Generate List** to see your results.
4. Select patients by

* Checking individual boxes next to their name OR
* Clicking the **# selected** box at the top of the list to select all patients.

5. Click **Send Bulk Letter** to proceed.

**2**

**Name your Bulk Letter** . Add a name/description for internal tracking (patients won’t see this).

**3**

**Write your message**.

1. Enter the **Subject** and **Body** of the letter.
2. Apply existing **Letter Templates**, if preferred.
3. Click **Attach Handouts** to include handouts, as needed.
4. Review the **Patients can reply to this letter when sent through Patient Passport** preference and
5. Leave the box checked to allow replies OR
6. Uncheck the box to disable replies.

**4**

**Review Patient Passport delivery preferences**.

1. Choose if you want to send any messages through Patient Passport. Each option tells you how many patients qualify. Click **View List** to see the qualifying patients:
2. To patients that have already signed up.
3. To patients who can be invited.

**5**

**Generate printable PDFs of letters**, if needed.

1. Choose if you want any of the letters printed. The patient’s address will be printed at the top of each letter. Each option tells you how many patients qualify. Click **View List** to see the qualifying patients:
2. Print for patients that do not use Patient Passport.
3. Print for all patients.
4. Print for no one.

**6**

Click **Next** to continue.

**7**

**Review your message and configurations** .

**8**

Click **Send Bulk Letter** to send the letter. Letters sent via Patient Passport are delivered immediately.

**9**

<Tip>
  Refresh your browser if the **Open PDF of Letters** option doesn’t appear right away.
</Tip>

Click **Open PDF of Letters** in the Bulk Letter Dashboard to print any letters marked for printing.

### Using the Bulk Letter Dashboard

The Bulk Letter Dashboard has all your past bulk letters. You can:

* Click **# patients selected** to view the recipients.
* Click **View Letter** to see what was sent.
* Click **Download CSV** to export a spreadsheet of the recipients’ information.
* Click **Delivered to** or **Opened by** to track the status.
* Click **Open PDF of Letters** to view and/or print letters.
* Click **Open Attached Handouts** to view included handouts.

## Frequently Asked Questions

### Does Elation mail my letters for me?

Elation does not mail letters on your behalf. You must print and mail them.

### Can I still mail a letter after it has been transmitted via Patient Passport?

Yes, go to the [Bulk Letters Dashboard](#using-the-bulk-letter-dashboard) and click **Open PDF of Letters** to print any letters, including the ones sent through Patient Passport. Afterwards mail the letter as you normally would.

### Can I cancel a Bulk Letter after sending it?

No, any Bulk Letter sent through Patient Passport cannot be cancelled. If you printed letters for mailing, simply don’t mail them.

### Can I use Bulk Letters to notify patients of practice changes?

Yes, Bulk Letters are an excellent way to notify patients about practice changes such as closures, provider departures, or EHR transitions. Here's a recommended workflow:

| **1** | **Build your patient list** - Go to **Reports** → **Patient List**. Filter by provider (for provider departures) or generate a full list (for practice closures). |
| ----- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **2** | **Create your message** - Include the effective date, who patients should contact for ongoing care, and how patients can request copies of their medical records. |
| **3** | **Use multiple delivery methods** - Send via Patient Passport for patients with accounts AND print letters for mailing to ensure maximum reach.                   |
| **4** | **Invite patients to Passport** - Consider inviting patients without Passport accounts so they can download their own records before the transition.              |

For a complete guide to practice closures and EHR transitions, see the [Offboarding & Data Export Checklist](/articles/Offboarding-Data-Export-Checklist).

## Related Articles

* [User Accounts Guide - Offboarding & Data Export Checklist](/articles/Offboarding-Data-Export-Checklist)
* [Elation Patient Passport Guide](/articles/elation-patient-passport-an-introduction)
* [Elation Patient Passport Guide - Managing Passport invitations](/articles/Managing-Passport-invitations)
* [Patient List Report](/articles/find-patients-with-elations-patient-list)