📝 Letter Templates in Acquaint
Letter Templates allow you to create reusable Microsoft Word documents, such as Tenancy Agreements 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.
📂 Accessing Letter Templates
You can access Letter Templates from:
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File → Configuration → Templates → Letters
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The Configuration and Administration tab on the ribbon menu
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Directly from the Contacts or Properties screens when sending a letter
There is no limit to the number of templates you can create.
🛠 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, 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
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Click Setup to begin inserting merge fields
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Choose the type of letter this auto-generates relevant merge fields
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Add any additional merge fields as needed
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Save the Word document
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Click Save on the Letter Template screen in Acquaint
Your template is now ready to use.
✏️ Editing Existing Templates
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Navigate to File → Configuration → Templates → Letters
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Select the template you wish to edit
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Click Setup to open the Word document and modify merge fields
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Save changes in Word
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Click Save in Acquaint to update the template
📄 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.
📌 Tenancy Status Updates
If you run a Section 8 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.