In This Article:

    Form Letter Templates and Best Practices

    In This Article:

      Salsa Provides templates for form letters that enable you to easily craft and upload form letters into Salsa CRM. For a video overview of using form letters in summary receipts, click here

      This article provides descriptions of and links to Salsa Engage form letter templates. You will also find a list of requirements and best practices to ensure that your form letters will work flawlessly.

      Best Practices

      • Enter donation receipts as you receive them throughout the year.
      • Before you begin, word processor options (Tools > Options > Word Processing) must be set to Allow me to choose from all Word Processing options.
      • The table rows and columns in the Summary Letter and Receipt Word templates must not be modified. You can change the font and column header content.
      • Modify the letter content before you upload the template to Salsa CRM.
      • Once your summary letters or receipts are uploaded and generated, you will not be able to customize any individual letters. If you need to make a change, you will have to start over (download the template, modify,  upload to replace the unneeded version, and generate). 
      • Spousal histories cannot be combined in summary letters or receipts. If spouses donate, each will receive a letter. If spouses want to receive only one letter, they must have donated as "donor" and "co-donor", and your data entry policy must ensure that one spouse is always the donor and the other is always co-donor.
      • The {{Smart Addressee}} variable uses the List As Name of the Individual donation and the combination of Contact Name and Organization Name for Organization contributions.
      • The {{Smart Formal Salutation}} field, by default, uses the Title and Last Name of the donor(s). This field will default to the First Name if no Title is supplied.
      • The {{Smart Informal Salutation}} field uses the Nickname field of the donor(s) and will default to the First Name if no Nickname is supplied.
      • Salsa CRM will be able to parse Titles, First Names, and Last Names from the Contact Name field in most cases.  Everything after a comma would be ignored, like a job title.
      • For summary letters, The {{Smart Addressee}} variable uses the List As Name of the most recent donation in the list of Individual donor gifts. So, if the most recent donation contains a donor and co-donor, both names will appear in the List As name.
      • If you are emailing summary letters, the email content must be TXT format and the letter must be a Word document attachment converted to PDF in the email.
      • If the email must be in HTML, inline images must be hosted on a web site that is external to Salsa CRM and linked to from there. We cannot host images used in HTML emails.
        PRO TIP: it's best to contract with a third-party well-versed in generating HTML email content to hand-code your email thank you letters.
      • For Canadian clients, summary receipts must be attached to the donation so that all donations for a particular donor will have the same receipt number. This is not a requirement for US or international supporters where the letter may or may not be attached to the donation. 

      Basic Donation Form Letter Examples

      Included at the start of your Salsa CRM subscription, the documents listed below are templates of donation letters that can be useful as a starting-off point for how donation form letters can be formatted, using common Salsa CRM variables in the letters. These variables are replaced with actual data points once the letters are attached to a Donation record and printed or emailed.

      Thank You

      A general Thank You letter for a donation received.

      Memorial Thank You

      A Thank You letter to the donor for a donation given in memory of a deceased person.

      Acknowledgment

      A letter to the caregiver indicating that a gift was made in honor or in memory of their loved one.

      Honor Postcard

      A postcard-sized letter to the caregiver indicating that a gift was made in honor of their loved one.

      Honor Thank You

      A Thank You letter to the donor for a donation given in honor of someone, including the honor reason.

      Solicitation

      A template that you can use as a starting point for a Solicitation.

      Event

      A template that you can use as a starting point to notify constituents of an Event.

      General Form Letter

      A template that you can use as a starting point for any Form Letter.

      Auction Thank You

      A Thank You letter for a donation made for the purchase of an auction item.

       

      Editing Existing Donation Form Letters

      1. The process for downloading, modifying, and uploading forms is straightforward and simple. Caution: The table rows and columns in the word template must not be modified.
      2. Select the template that you want to use from the table below.
      3. Open the downloaded template in Word or, in the case of a TXT file, your text editor.
      4. Edit the template to customize the branding, contact info, and message. Ensure that you follow the best practices listed above.
      5. Upload the modified template into Salsa CRM. Click here for detailed directions.

      Templates for Canadian Supporters

      Template Filename Template Desciption
      CA email one-time deductible receipt.txt Official Donation Receipt for Income Tax Purposes, plain text format for emailing
      CA one-time deductible receipt - letterhead.doc Official Donation Receipt for Income Tax Purposes, with no graphics and ready to print on letterhead
      CA one-time deductible receipt - logo.doc Official Donation Receipt for Income Tax Purposes, with formatting and company header graphic for print
      CA one-time deductible receipt.doc One time deductible receipt, laid out as "tear off" for print
      CA Summary Receipt - letterhead.doc Donation Summary, with no header graphic and ready to print on letterhead
      CA Summary Receipt - logo.doc Donation Summary, with header graphic and simple formatting for print

       

      Templates for U.S. and International Supporters

      Template Filename Template Desciption
      Summary Letter-letterhead.doc Donation Summary Letter for print, with no header graphic and ready to print on letterhead.
      Summary Letter-Logo.doc Donation Summary Letter for print, with header graphic and simple formatting
      TY Email.txt Thank you email, plain text format for email
      TY Letter-Letterhead.doc Thank you letter for print, with no header graphic and ready to print on letterhead
      TY Letter-Logo.doc Thank you letter for print, with simple formatting and header graphic
      Pledge or Recurring Installment Update Form letter for print to let supporter know which pledge or recurring installments are outstanding and which are paid. This letter should be applied to the pledge or Recurring record directly and printed as needed from there.

       

      PRO TIP: If you want a "sidebar" aspect to your Template letter (for example, board members and executive staff along the left margin) it's best to create an image that contains your board member text, with a 2" wide by 6" high aspect (or more if your needs are more complex) and 300 DPI resolution. Add that image into your document as you would any other image.

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