# Send a letter

Send an approved letter by e-mail with its PDF, through Discuss or by WhatsApp, know which employees each way reaches, check the recipients of the e-mail, and print the letter.

An approved letter leaves by three ways, each a click in its **Actions** menu and each reading a different detail of the employee form. Approving sends nothing.

| Way | Who receives it | What they receive |
|---|---|---|
| **Send by Email** | The recipients you confirm in the e-mail window, which proposes the letter's employees with a **Work Email** | A short e-mail with the letter as a PDF |
| **Send by Discuss** | The letter's employees whose form names a **User** | A message in a direct chat with **Bot**, with a link to the letter |
| **Send by WhatsApp** | The letter's employees with a **Work Mobile** or a **Work Phone** | A short message with the letter as a PDF |

"The letter's employees" are those in **Employees**, or every employee when **Send to all** is ticked.

## Before you start {#before-you-start}

- Sending needs the **Manager** access right on **Letters**.
- The letter must be **Approved** (a canceled letter still offers the sends, see the FAQ): the **Actions** menu of a draft has no send. [Your first letter](your-first-letter#approve) approves one.
- The work e-mail, user and phones come from each employee's form: [How employee records work](/docs/employees/how-employee-records-work).

## Choose the way {#send-menu}

Open the letter in **Employees/Letters** and click **Actions**. The three sends come first, then **Cancel**, then under the printer icon **Letter**, the PDF.

![The Actions menu of an approved letter, with its three ways to send and its print.](https://jaah.app/web/image/15934-e3e4c2ec/hr-letters-send-a-letter-send_menu-en.png)

## Send by e-mail {#email}

1. Choose **Send by Email**. The **Send Letter** window opens with the subject "Administrative Circulars (Ref: LET/…)", a short text pointing to the attached PDF of the letter, both in the language of the person who wrote the letter.
2. Check the recipients before sending. **To** starts empty, and **Bcc** lists the letter's employees whose work e-mail matches a contact, except the first of them in alphabetical order: in the picture, Nizar Al-Khayali is missing. Add the missing employee in **To**, and anyone else in **Cc** or **Bcc**.

![The e-mail ready to go, with the letter as a PDF; check To and Bcc before sending.](https://jaah.app/web/image/15936-41e5dac7/hr-letters-send-a-letter-email_composer-en.png)

On a phone, the window rises from the bottom of the screen with the same fields, and the tick button at its top sends.

3. Edit the text if you wish, then click **Send**. The e-mail leaves from the company's address, and the chatter of the letter keeps a copy with the PDF. Sending needs an outgoing mail server: [Email: outgoing and incoming servers](/docs/general-settings/email-servers).

## Send through Discuss {#discuss}

Choose **Send by Discuss**: [Your first letter](your-first-letter#send) shows what the employees receive and the note left in the chatter. An employee without a user is skipped. When none of the chosen employees has one, the note says that no Discuss message could be sent; with **Send to all** ticked and no employee user at all, a message stops the send.

## Send by WhatsApp {#whatsapp}

Choose **Send by WhatsApp**. Who receives it, in which language and on which number is explained in [WhatsApp in HR](/docs/whatsapp/whatsapp-in-hr#hr-letters).

## Print the letter {#print}

In **Actions**, choose **Letter** under the printer icon. The PDF, named like "Letter Report - LET00001.pdf", carries the company's header, the word Letter with the number, the subject, the date and the text, in the language of the person who wrote the letter. It is the same PDF the e-mail and WhatsApp attach.

![The printed letter LET/00001, with the company header, the subject, the date and the text.](https://jaah.app/web/image/15938-806dc4db/hr-letters-send-a-letter-printed_letter-en.png)

## FAQ {#faq}

### Can I send the same letter again? {#send-again}

Yes. Each click sends to every recipient again, and nothing on the letter marks it as sent except the notes and messages in its chatter.

### Why did an employee receive nothing in Discuss? {#no-discuss}

The employee's form names no **User**. Use e-mail or WhatsApp for that employee, or link a user on the employee form.

### Why is the e-mail in English when I work in Arabic? {#language}

The e-mail and the PDF follow the language of the person who wrote the letter, not of the person who sends it.

### Can a canceled letter still be sent? {#canceled}

The **Actions** menu of a canceled letter still offers the three sends, so check the state at the top of the form before you send.

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- Source: https://jaah.app/docs/hr-letters/send-a-letter
- Updated: 2026-10-28
- Version: Letters 19.0.1.0.5
- Verified: 2026-10-28