Describe form messages used for routine responses

Form messages are a fast and efficient way of transmitting frequently recurring messages to which receiver reaction is likely favorable or neutral. Inputting a customer's name, address, and other variables personalizes each message to meet the needs of its receiver.
Companies might use form paragraphs that have been saved as template documents. When composing a document, select the appropriate paragraph according to your receiver's request. After assembling the selected files on the computer screen, input the particular information for the situation, and print a copy of the personalized message on letterhead to send to the receiver.
Form letters have earned a negative connotation because of their tendency to be impersonal. Many people simply refuse to read such letters for that reason. Personalizing a form letter can circumvent this problem.