Using Letter Templates

Creating a letter template

To create a letter template:

1.   Create a letter as described in Creating a Letter, but write it in a generic way, so it can be reused.

Note: If you are also going to print this letter now, select the contacts to send it to. If you are only creating a template for future use, you do not need to select the contacts. Each time you create a letter based on a template you must select the contacts at that time.

2.   When the letter is complete, preview it and then click Save Letter as Template.

3.   You are prompted to enter a name and select from one of the predefined categories (Marketing, Listing, Closing, Activity Plans and Other) for the template. In order to more easily identify what the template contains when you are viewing the list of templates, you should also enter a description.

4.   Click Save. Everything is saved except the selected contacts.

All team members share the same set of letter templates. The signature From team member selection is not saved with letter templates.

5.   The letter remains open. If you want to print this letter now for the selected contacts, click Print Mail Merged PDF Letter. Otherwise, click Cancel.

Your new template is listed on the Letters & Labels tab.

Updating or copying a template

To update a template, or copy an existing template:

1.   In the Letters & Labels tab, click the name link of the template you want to update or copy.

2.   Make the changes as required, and then click Save Letter as Template.

3.   To update the template, click Save without changing the name.
To create a new template, change the name, category and description where required, then click Save.

Creating a letter based on a template

To create a letter based on a template:

1.   In the Select Letter Template tab, click the name link of the template you want to use. Templates are divided into predefined categories:  Marketing, Listing, Closing, Activity Plans and Other. You can search your templates by selecting the category from the list at the top of the page, and/or by entering a keyword and clicking Search.

2.   The letter opens in the Create New Letter tab.

3.   Select the contacts to send the letter to.

4.   Make any other changes as required. Note that this does not affect the template, which is just a starting point.

Use the From drop-down list to select which team member’s signature you want to use for the letter.

5.   If you want to update or copy the template, click Save Letter as Template. To update the template, click Save without changing the name. To create a new template, change the name, category and description as required, then click Save.

6.   Complete as described in Creating a Letter.