sorry, can't tell exactly what answer you need. sounds like maybe this: when you edit the employees record, you have two buttons, one for each letter, now you need to add a third? or do you select a 'report' to print out?
It sounds to me like thereis some custom code written and you will have to be willing to take on editing the form you use to input the employee info or the form you use to print the letters...can you tell us more about how you use this to get the letters printed and how you need to update this yourself (authors of the program can't be reached, too expensive?)