Overview

Letter templates allow you to personalize form letters for single or bulk distribution. Start with a Microsoft Word document and use text-based placeholders to dynamically insert data from your system. Templates retain formatting and can handle advanced features like conditional content, images, barcodes, and repeating lists.

? Tip: No Word plug-ins are needed—just use standard Word functionality and the template syntax.

How Letter Templates Work

  1. Create a Microsoft Word Document

    • Start with a regular Word file containing the base text of your letter.

      Add Placeholders

      Placeholders are text markers that indicate where dynamic data will be inserted.

      Two ways to add placeholders:

      1. Copy fields available by type from your system.
      2. Type manually using the syntax:
<<Data Item Name>>
      1. Example:
<<First Name>>

    • When the placeholders are replaced with data, all formatting is retained.

      Apply Formatting to Placeholders

    • You can apply bold, italics, font color, and other formatting directly to the placeholder.
    • Example:
<<First Name>>

    • (Bold and italic applied in Word will appear in the final letter.)

      Advanced Features

    • Images/Barcodes – Include dynamic images or barcode data.
    • Repeating Data – Automatically populate lists or tables with multiple records.
    • Conditional Content – Change document content based on specific data values.
    • Complex Output – Combine placeholders, conditional content, and formatting for sophisticated document generation.

Using Letter Templates

  1. Save the Word template with placeholders correctly inserted.
  2. Upload or select the template in your system when generating letters.
  3. Choose recipients or data records for the template.
  4. Generate letters for single recipients or in bulk batches.
  5. Review output to ensure placeholders and formatting are correct.

Best Practices

  • Keep placeholder names clear and consistent.
  • Test templates with a small sample before generating large batches.
  • Apply formatting directly to placeholders to ensure consistent styling.
  • Use conditional placeholders and repeating data thoughtfully to avoid clutter.
  • Maintain a library of templates for recurring communications to save time.

? Tip: Letter templates are a powerful way to automate personalized communications while keeping professional formatting intact. Experiment with placeholders and conditional content to unlock advanced document capabilities.