Provide the explicit project code, subject, recipient and intended language. Add the author, revision and relevant event dates when needed. The workflow uses configured templates and accessible project context; verify missing details rather than assuming that every fact or signature is already known.

Information to prepare

Letter type
State the intended subject and type of letter so the configured workflow can interpret the request.
Recipient
Identify the person or organization receiving the letter.
Project number
Allows Alæc to retrieve the information already stored for the correct project.
Visit date, when required
Add the date when the letter concerns a visit or the selected template requires this information.

Create the letter

  1. Make sure the project information is complete and current.

  2. Open a new conversation.

  3. Ask Alæc to generate a letter and provide its type, recipient, and project number.

  4. Add the visit date if it is required for that type of letter.

  5. Wait for generation to finish.

  6. When the letter is ready, open the corresponding notification, then select Open to view the document.

Understand the expected result

When generation is available, the produced letter is a working version. Confirm its recipient, purpose and context before any use.

Review the produced letter

  1. Verify the recipient’s name, title, organization, address, and contact details.

  2. Confirm the subject, project number, dates, locations, and people mentioned.

  3. Compare findings, commitments, and deadlines with official notes and documents.

  4. Remove information that is unnecessary or that the recipient is not authorized to receive.

  5. Have the tone, signature, attachments, and sending authority reviewed before sending the letter.

Practical guidance

Use an explicit project code, then state the subject, recipient, intended author, language and revision when relevant. A project name or client name is not a substitute for the code required by this workflow. Confirm missing details when requested; do not assume that a signature or an earlier letter is automatically correct for the new recipient.

Advanced tips

For a revised letter, identify what changed and compare dates, commitments and recipients with the prior approved version. Supplying an author name is not a signature approval, and a generated file must still follow the organization’s issuance process.