Creating a Cover Letter for a Penalty Notice

Overview

For every saved penalty notice, you create an Anschreiben (Cover letter) in FMWeb – for example the reply to the authority or the information to the affected driver. A text editor with formatting functions and an automatic template makes the letter ready in a few minutes. The result is saved as a document at the penalty notice and can be reopened and reworked at any time.

Like all penalty-notice functions, the cover letter requires the Enterprise licence.

Opening the cover letter

1. Open the penalty notice for editing (article 65).
2. Click Anschreiben (Cover letter) at the bottom. The button is only active after the penalty notice has been saved.
3. FMWeb switches to the cover-letter page (/applications/penalty/letter/{Id}).

In the header area you see the key data of the case: Kennzeichen (Plate), Fahrer (Driver), Absender (Behörde) (Sender (authority)), Eingegangen am (Received on), Aktenzeichen (Case reference) and Bußgeld (Fine).

The text template

When first opened, FMWeb fills the editor with a template:

• salutation ("Sehr geehrte Damen und Herren," / Dear Sir or Madam,)
• reference to the penalty notice of the respective Behörde (Authority)
• Aktenzeichen (Case reference) and Eingangsdatum (incoming date)
• the affected Fahrer (Driver) and the affected Fahrzeug (Vehicle) (licence plate)
• closing

Adjust the text freely. The editor offers bold/italic/underline, font, size and colour, alignment, numbered and bulleted lists, links, and undo/redo.

Saving, reopening and printing

• Speichern (Save) files the cover letter as a document at the penalty notice (document type "Strafmandat Anschreiben" / Penalty notice cover letter); it is additionally linked to the driver and vehicle and thus also visible in their document lists.
• When you reopen the cover-letter page, FMWeb automatically loads the last saved state – the "zuletzt gespeichert" (last saved) timestamp is shown above the editor.
• Drucken (Print) opens the browser's print dialog.
• Zurück (Back) leads to editing the penalty notice.

Frequently asked questions

I get an error about the document path – what should I do? The cover letter is saved in the document area of your client (Mandant). If no document path is configured, contact your system administration (DM settings).

Are there multiple cover letters per penalty notice? No – exactly one cover-letter document is kept per penalty notice and updated on save. For differing letters, use the document management.

Is the cover letter sent automatically? No. FMWeb creates and saves the letter; sending by post or email is done by you.

Related articles

• 65 – Recording and managing a penalty notice
• 67 – Managing authorities and alleged offences