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 PDF converted attachment to the email.
      • 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 U.S. or international supporters where the letter may or may not be attached to the donation. 

      Download, Modify, and Upload

      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 Template Download URL
      CA email one-time deductible receipt.txt Official Donation Receipt for Income Tax Purposes, plain text format for emailing https://drive.google.com/open?id=1-PmbLfTuW7Q-cru9sNoce2p4Z6sgyJdE
      CA one-time deductible receipt - letterhead.doc Official Donation Receipt for Income Tax Purposes, with no graphics and ready to print on letterhead https://drive.google.com/open?id=1-QXXsplAyLYdImX3zn61vlcgzTHNO1nX
      CA one-time deductible receipt - logo.doc Official Donation Receipt for Income Tax Purposes, with formatting and company header graphic https://drive.google.com/open?id=1-SIXA1xjKrzya4ggWVDSiAxPmUCiFXW7
      CA one-time deductible receipt.doc One time deductible receipt, laid out as "tear off" https://drive.google.com/open?id=1-TI0urS2k4pOXQuX2Z8wxbVUZcEoUcsO
      CA Summary Receipt - Board Left.doc Donation Summary Receipt, with formatting and company header graphic https://drive.google.com/open?id=1-TmkN9q1ogCiiGt8lLpXDiRkqCgX2IX2
      CA Summary Receipt - letterhead.doc Donation Summary, with no header graphic and ready to print on letterhead https://drive.google.com/open?id=1-W2hNNygHhFl5GKD13Btjmk1i9kYffQZ
      CA Summary Receipt - logo.doc Donation Summary, with header graphic and simple formatting https://drive.google.com/open?id=1-YrKdY3ua_b19Xzh6O_UejlIB32R8GvB

       

      Templates for U.S. and International Supporters

      Template Filename Template Desciption Template URL
      Summary Letter-Board_Left.doc Donation Summary, with formatting and header graphic https://drive.google.com/open?id=1-cnKpmEDDnPxA3wmcssr3gYfzx_11M_v
      Summary Letter-letterhead.doc Donation Summary, with no header graphic and ready to print on letterhead. https://drive.google.com/open?id=1-9d0cr8V_kK53Feu-16EQ78qqgvApXMN
      Summary Letter-Logo.doc Donation Summary, with header graphic and simple formatting https://drive.google.com/open?id=1-FgS9UrX9DyHu4RKReRLg1hAAjFhHbC1
      TY Email.txt Thank you email, plain text format for email https://drive.google.com/open?id=1-JYJzXthtoMQPcQGurQOU6SSSzk0AAru
      TY Letter-Board_Left.doc Thank you letter, with formatting and company header graphic https://drive.google.com/open?id=1-KKk1UbsaeCFd4iLKxvcu5mOUeqKW8VL
      TY Letter-Letterhead.doc Thank you letter, with no header graphic and ready to print on letterhead https://drive.google.com/open?id=1-LWHokfTqQRauCLg8wWjG8CYXWR8HoEv
      TY Letter-Logo.doc Thank you letter, with simple formatting and header graphic https://drive.google.com/open?id=1-OpDNn3SVtrLKlBvj86jECQ0FjzWBWWM
      Pledge or Recurring Installment Update Form letter 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. https://drive.google.com/open?id=1-b-BeC-pizXKa8WhCJc1IoLY7dB2FRBJ
      Was this article helpful?
      0 out of 0 found this helpful
      Have more questions? Submit a request

      Comments

      0 comments

      Please sign in to leave a comment.