The Letter Builder in Aplos is a tool that allows you to design, customize, and distribute letters seamlessly. Whether you’re sending thank-you letters, tax receipts, or fundraising appeals, the Letter Builder simplifies the process.

Key Features

1. Personalized Merge Fields
   The tool includes dynamic merge fields that automatically insert donor names, contribution details, and other personalized data into letters. This feature saves time and enhances engagement.

2. Customizable Formatting
   Users can modify fonts, colors, and layouts to align letters with their organization’s branding.

3. Integration with Donor Management
   Letters can be linked to donor records, ensuring accurate tracking and reporting of communications.

Accessing Letter Designer

To get started, navigate to Marketing -> Letters

This section displays a list of your existing letters, allowing you to:

• Click on any letter to open and edit it (this will overwrite the existing letter).

• Use the three dots under the Actions column to copy, delete, or print a letter.

New Letter Creation

To start a new letter follow the below steps

1. click the green plus (+) icon at the top right corner
   
   
2. Enter the required Letter Name (for reference).
3. Add an optional Description to note the purpose of the letter.
4. Customize the Letter Margins by specifying top, bottom, left, and right margins (default: 1 inch).
   
   

Customize The Content

Enter the content of your letter in the body section. There are a variety of tools available to help you customize the format.

• HTML: If you are experienced with HTML, this will show you the raw code behind your letter so you have more control over the formatting.
• Format: Select default styles for your headers and body text.
• Bold/Italics/Underlines: Highlight any text to apply these format styles.
• Lists: Create a bulleted or numbered list.
• Hyperlink: Your letter will be exported as a PDF, so you can add a hyperlink to any text that will be included in the final PDF if you plan on sharing your letter digitally instead of printing it.
• Image: Drag and drop, or select a PNG or JPG file to embed in your letter.
• Align: There are options to center, justify, or align a section of copy to the right or left.
• Font: Font options include Arial, Helvetica, Georgia, Times New Roman, and Monospace.
• Font Size And Text Color: Change the font size and text color of any selected text.

Custom Fields In Letters

You can use custom fields to customize pieces of your letter to make it personal. Click the Custom Fields button in the toolbar, and a dropdown of selections will appear. This will insert tokens into your letter that will be replaced with the contact’s information when it is printed.

For example, the custom field Donor First Name will look like “[donor.firstName]​,” and the first names of the contacts on your list will be printed out on each letter in lieu of this token.

If you elect to use households when you print your letters, the tokens used in your letter will be populated with household information. For example, Donor First Name will be populated with Household Salutation.

Here are a some of the most commonly used custom fields available for contacts and their corresponding household equivalents:

*For Last Donation Amount and Last Donation Date, if there are two donations that were completed on the same date, the custom field will populate with the greater of the two amounts.

Adding Images To Your Letter

To incorporate images, such as logos:

1. Click the image icon in the taskbar.

2. Upload a PNG or JPG file (recommended size under 3MB).

3. Resize by dragging the blue box at the bottom right corner.

4. Edit by clicking the image to adjust caption and alignment.

Saving Your Letter

After finalizing your letter, you have several options:

• Save: Store the letter for future use.

• Save and Print: Proceed to select a contact list for mail merge and download a PDF version.

• Cancel: Exit the editor without saving changes.

• Preview: Download a PDF preview before printing.

Download And Print Your Letter

Selecting Your Contact List

If you're ready to print your letter, use the following steps:

1. Click “Save And Print.”
2. Attach a list of contacts:
   • Existing List: Select your list of contacts you created by searching the name of the list.
   • New List: If you have not created your list yet, click “Create New List.”
     • Learn more about creating lists using our resource: How To Use List Designer.
3. Group members in Households:
   • checking this option will produce a single letter for multiple recipients in your list that belong to the same household
   • any custom field information on the letter will populate household info
     • ex: Donor First Name will be populated with Household Salutation

Preview And Print Your Letter

Once you have selected your letter, add your lists and confirmed if you want these grouped by household, you are now ready yo preview and print. To do this, complete the following:

1. Click Preview & Print to review each letter individually.

2. Navigate between letters using Prev/Next.

3. Once reviewed, click Download Letters to obtain a printable PDF file.

4. Open the file and select Print on your computer.

Add A Report Of Contact For Letters

Report of Contact logs your communications, such as sent letters, providing a complete record of communication in the contact profile and on the Report of Contact report.

• Enable logging by selecting "Add a report of contact to your list of communications for each contact."

• The log includes:

  • Communication Type: Printed Letter

  • Date: Date of Download

  • Description: Letter name and list name

Generating a Report of Contact

1. Navigate to Reports in the navigation menu.

2. Use the search bar or locate Contacts > Report of Contact.

3. Customize the report by filtering contacts, lists, or specific timeframes.

4. Save, share, print, or download the report as needed.

Other Helpful Resources

How To Create A People List

How To Create Mailing Labels