Where to Send Letters From

In PWS, you can send letters (communications) to recipients from multiple areas of the platform. This guide explains where and how to send them, and which types of letter templates can be sent from each place.

Sending from Inventory

When you send letters from Inventory, you can use Service Line materials and other details tied to your service lines. It’s also the easiest place to send out your Annual Inventory Notices.

Follow these steps to send inventory-related letters (service line notifications) in bulk.

Go to the Inventory tab.
Use filters to find who you need to send to.
Use the Select All toggle to select everyone that meets your filters (can be thousands at once).
Click Send Communication.
Choose either Send with 120Water or Download and send yourself.
Select an Inventory template.
Review duplicates and click Send.

Speed Boosts on Inventory Page

Select All toggle allows you to send to all filtered rows (not just the first 100).
Saved Views let you quickly filter to common LCRR categories like:
- Lead
- GRR
- Unknown service lines

These help quickly find everyone who needs annual notices.

Sending from Locations

Locations let you send any type of letter to your consumers, no matter the topic. It’s a great place to handle things like billing updates or general communications.

Follow these steps to send letters in bulk to groups of locations.

Go to the Locations page.
Use filters and search to narrow down who should get the letter.
- Tip: Set the pagination to 100 to select more locations at once (max is 100 per page).
Select the desired rows.
Click Send Communication.
Choose either:
- Send with 120Water (we print, stamp, and mail them)
- Download and send yourself (you print, stuff, stamp, and mail)
Select your Company Letterhead template.
(Optional) Preview your template.
Review for duplicates (if this template has already been sent to any of these locations).
Click Send All.

Where to See Sent Letters

On the Location > Communications tab for each individual location
In the Letter Log on the Communications page

Sending from Programs

Programs let you group Locations based on participation. This makes it easy to send letters to just the recipients who are affected by a specific program or event in your water system.

Use this to send letters to participants in sampling or replacement programs.

Go to the Programs tab.
Select the program (Sampling or Replacement).
Filter down the locations inside the program as needed.
Select the locations.
Click Send Communication.
Choose either Send with 120Water or Download and send yourself.
Select a Company Letterhead or Sample Results template.
Preview, review duplicates, and click Send.

Note:

Only Company Letterhead and Sample Results letters can be sent from Programs.
You can view historical communications in the program’s Communications tab.

Sending from an Individual Location

Sometimes you just need to reach one person instead of a group. Sending from an individual Location makes it easy to send a letter to a single recipient, for things like deliverability issues or other one-off needs.

Use this to send a single letter to one location.

Go to the Location record.
Open the Communications tab.
Click Send Communication.
Choose either Send with 120Water or Download and send yourself.
Select a Company Letterhead or Sample Results template.
Preview, review duplicates, and click Send.

Key Notes

Template type matters: Only certain template types can be sent from certain places.
Tracking: Any letters sent through 120Water will show delivery statuses in the Letter Log. Downloaded letters will only show as “Generated/Downloaded.”
Duplicates: The system will flag if you’ve already sent the same template to the same location before.

If you have any questions, reach out to support@120water.com.