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Each time a letter campaign runs, we fill in your Word letter for every new prospect. If you print the letters yourself, we put them all in one PDF and email it to you. This page covers the choices that decide how that PDF prints.

1. Write the letter in Word

  • Use a Word file (.docx), letter size (8.5” × 11”).
  • Put prospect details in with merge fields in double braces, such as {{first_name}}. The full list is under Merge fields below.
  • Upload it under Marketing → Templates, on the Letter tab, with Upload letter template.
  • Click Test on the template. Test fills in sample details so you can see the finished letter. A merge field that’s misspelled prints as a blank, so read the test letter closely.

2. Put the address where the envelope shows it

If you use window envelopes, place the address block where the window falls when the letter is folded. Print a test letter, fold it, and hold it up to your envelope before your first run. Use this address block, so a second address line only prints when there is one:

3. Decide how the letters print: one side or both

The Double-sided printing option is on the Output step of the campaign. Set it to match how your printer prints. What the option does: whenever a letter, a police report or the cover page ends on an odd page, we add a blank page after it. That way each person’s letter starts on a fresh sheet of paper.
If your printer prints on both sides, turn Double-sided printing on. If it’s off, a one-page letter has nothing on its back, so the next person’s letter prints there. That person’s letter would then go to the wrong person.
With Double-sided printing on, you can choose how each page of your letter prints. Blank pages in your Word file stay blank when printed.
  • A one-page letter already prints on its own sheet, with a blank back. You don’t need to change anything. Police reports print front and back.
  • A two-page letter you want on two separate sheets: add a blank page after page 1 in your Word file, so the file reads page 1, blank, page 2. We add the last blank page for you.
  • A two-page letter on one sheet, front and back: leave the file as it is.
Click Test after you add blank pages, to check the page order.

4. Choose how police reports come

Two options on the Output step add police reports. You can use either one, or both.
  • Insert police reports puts each person’s police report right after their letter, in the same file. Each envelope gets the letter and the report together.
  • Include combined police reports in a single file sends all the run’s police reports as their own file, apart from the letters. Use it to keep the reports for your records, or to print them separately.
When Double-sided printing is on, each police report also starts on a new sheet.

5. Know what the first page is

Every letters file starts with a cover page. It lists everyone in that run, with their name and address, so you can check the letters against it. Don’t mail it.

6. Add address labels (optional)

To print labels instead of addressing envelopes, set up a label template on the Label tab of Marketing → Templates, then pick it in the campaign’s Template step.
  • Labels print on Avery 5168 sheets: four 3.5” × 5” labels per sheet.
  • Return Address has three choices:
    • Use my firm’s address prints your firm’s name and address from Settings → General. When you update Settings, these labels update too. New label templates start here.
    • Custom return address prints an address you type for this template only.
    • No return address leaves it off.
    With either address, the label also prints the Advertisement Notice, the text that marks the mail as an advertisement.
  • Teaser messages are short lines printed above and below the address, to get people to open the mail.
  • Mail Permit Information prints your bulk-mail permit number and post office on the label, if you have one.

7. Fill in the phone number

The Output step asks for a Destination phone. That’s the number printed wherever your letter has {{campaign_phone}}. If you use call tracking, the tracking number prints instead, and calls forward to the destination phone.

Merge fields

Put your letterhead in with these tags, for example {{firm_name}}, then {{firm_address}} and {{firm_city_state_zip}} on the next lines. When your address changes, update it once in Settings → General and every letter after that uses the new one. | {{date}} | The date the letter is made | 01/31/2026 | | {{date_text}} | The same date, written out | January 31, 2026 | Older field names, such as {{person_first_name}} and {{address3}}, keep working, so templates you already have don’t need changes. Postcards don’t fill in merge fields. See Campaigns for postcard templates, and Mailing options for who prints and mails.