Letter Templates
đź“ť Letter Templates in Acquaint
Letter Templates allow you to create reusable Microsoft Word documents—such as Tenancy Agreements, Section 21 notices, and other correspondence—with personalized content using Word Merge Fields.
Acquaint includes a selection of pre-installed templates that can be modified or used as a base for new templates via the Copy Existing function.
đź“‚ Accessing Letter Templates
You can access Letter Templates from:
File → Configuration → Templates → Letters
The Configuration and Administration tab on the ribbon menu
Directly from the Contacts or Properties screens when sending a letter
There is no limit to the number of templates you can create.
đź› Creating a New Letter Template
Step 1: Define Template Details
In the General Details tab, complete the following fields:
Field | Description |
Description | Name of the template |
Group | Assign to a category (e.g. General, Sales, Lettings) |
Content Type | Choose Transactional or Marketing (for GDPR compliance) |
Save Copy for Each Contact | If selected, saves a copy in the Contact’s Correspondence tab |
Follow-up Task Interval | Creates a future task for the user who sent the letter |
Follow-up Task Priority | Set task priority: Normal (default), High, or Low |
In the Letter Options tab:
Field | Description |
Word File Name | Specify a .DOC or .DOT file name. If left blank, Acquaint uses the Description |
Save Copy for Each Contact | Saves the document in the system’s Documents Path. A folder is created per Contact ID. Note: May consume significant disk space |
Letter Type | Choose from Standard, Tenancy Agreement, Section 21, or Section 8 |
Letterhead Template | Set to None, Default, or Custom. Default uses the general letterhead for the logged-in branch |
Letterhead Pages | Choose whether the letterhead appears on All Pages or First Page Only |
Show On Client Login | If enabled, PDFs generated from this template will be visible on Client Login |
Step 2: Insert Merge Fields
Click Setup to begin inserting merge fields
Choose the type of letter—this auto-generates relevant merge fields
Add any additional merge fields as needed
Save the Word document
Click Save on the Letter Template screen in Acquaint
Your template is now ready to use.
✏️ Editing Existing Templates
Navigate to File → Configuration → Templates → Letters
Select the template you wish to edit
Click Setup to open the Word document and modify merge fields
Save changes in Word
Click Save in Acquaint to update the template
đź“„ Using Existing Documents
When creating a new template, you can click Copy Existing to use an existing Word document (.DOC/.DOCX) or template (.DOT/.DOTX) as your starting point.
đź“Ś Tenancy Status Updates
If you run a Section 8 or Section 21 letter for a Contact with a Current Tenancy, Acquaint will automatically update the tenancy status to Notice Served, provided the template includes Tenancy Merge Fields.