How to Create and Send Letter Templates in ENGAGE
Letter Templates in ENGAGE allow you to send personalized letters to members or students, automatically filling in their information such as name, address, and training details using placeholder fields.
This guide covers how to create, customize, and send your Letter Templates.
✏️ Create a New Letter Template
Step 1: Open the Letter Templates Folder
Navigate to Membership → Communicate → Letter Templates.
Step 2: Start a New Template
Click the ➕ (plus) button to open a new Letter Template window.
Step 3: Add Basic Details
- Enter a Title for your new Letter Template.
- Confirm that the default Letter Template Type and Organization are correct.
Step 4: Create Your Template Message
In the large textbox at the bottom, type the message or body of your letter.
Letter templates in ENGAGE are built just like regular Microsoft Word documents but include special placeholders (also called markups) that pull in student-specific information automatically.
? Using Placeholders
Placeholders represent specific data fields — for example, a student’s first name or address — and look like this:
<<First Name>>
You can add placeholders in two ways:
Insert from the list:
Click the ( ) icon next to a field to copy it into your template.
Type manually:
Simply type:
<<the name of the field>>Example:
<<Email>>or<<Program Name>>
? Tip: Placeholders automatically populate when you send your letter, making each message unique to the recipient.
Step 5: Attach Files (Optional)
You can attach additional files to your Letter Template, such as:
- Your organization’s logo
- A digital signature image
- Other supporting documents
Click the Choose button to upload any attachments.
Step 6: Add a Default Email Subject (Optional)
If you plan to send your letter by email, you can set a default email subject line for all outgoing messages that use this template.
Step 7: Save Your Template
Once you’ve finished your setup:
- Review your content and placeholders
- Click the Save button in the bottom-right corner
Your new Letter Template will now appear in the Letter Templates folder and can be used when creating letters.
? Create a Letter Using Your Letter Template
Once your Letter Template is saved, you can use it to create and send letters to students.
Step 1: Open the Letters Folder
Go to Membership → Communicate → Letters.
Step 2: Create a New Letter
Click the ➕ (plus) button in the top-right corner to open a new letter.
Step 3: Select Your Template
From the Template drop-down list, choose the Letter Template you just created.
Step 4: Choose Recipients
You can send your letter to:
- Individual students or members
- An entire distribution list
You can also exclude specific members from your chosen list if needed.
All placeholders you included (e.g.,
<<First Name>>,<<Program>>, etc.) will now populate automatically with each student’s personal data.
Step 5: Add Letter Details
- Enter a Title or Description for your letter.
- Choose whether to attach the letter to each recipient’s record for future reference.
- (Optional) CC Officers by clicking Select Officer CC’s.
- (Optional) CC Employers by clicking Select Employer CC’s.
Step 6: Save the Letter
When everything looks correct, click the Save button.
Your new letter will now appear in the Letters list.
? Send or Print Your Letter
After saving, click on the letter’s card to open it.
You can now choose how to distribute it:
✉️ Email Distribution
Send the letter electronically.
- The recipient will receive an email with your Letter Template attached as a PDF.
?️ Print Distribution
Create a print job to merge all letters in the batch into one PDF file.
- This file can be downloaded and printed for physical mailing.
✅ Summary
| Task | Location | Key Actions |
|---|---|---|
| Create a Letter Template | Training → Communicate → Letter Templates | Add title, placeholders, attachments, and save |
| Create a Letter | Training → Communicate → Letters | Select template, choose recipients, CC officers/employers |
| Send or Print | Letters Folder | Distribute via email or merge into PDF for printing |
? Tips for Success
- Always preview your placeholders by sending a test letter before large mailings.
- Keep your Letter Templates organized with clear titles (e.g., “Apprenticeship Completion Letter” or “Orientation Notice”).
- Attach letters to member or student records for documentation and future reference.
- Reuse saved templates for recurring communications to save time.