Letter Template

Formal Letter Template

A professional letter template for offer letters, cover letters, thank-you letters, and business correspondence. Designed for bulk generation with Mergram’s mail merge, this template lets you produce hundreds of personalized letters that look like they were printed individually on company letterhead. Each letter retains your brand identity while containing unique recipient details and body content.

When to Use This Template

This template is ideal for any situation where you need to send the same type of letter to multiple recipients with personalized details:

• Job offer letters — Send formal employment offers with individual compensation packages, start dates, and position details to each candidate
• Employee promotion letters — Notify staff of new roles, updated titles, and revised compensation in a standardized format
• Customer thank-you letters — Send personalized appreciation letters to clients with references to their specific purchases or interactions
• Admission or acceptance letters — Notify applicants of their acceptance into programs, schools, or memberships
• Termination or contract end notices — Deliver formal, consistent notices with individual details such as last working day and final pay information
• Vendor and supplier correspondence — Issue purchase orders, contract renewals, or compliance notifications to multiple vendors simultaneously
• Insurance or financial correspondence — Generate policy updates, claim responses, or account statements personalized to each recipient

If you are manually editing letters one at a time in a word processor — changing names, addresses, and body content for each recipient — this template eliminates that repetitive work entirely.

Template Fields

Field Mapping Guide

Mapping your letter data to the template is a straightforward process. Here is how to configure it:

1. Prepare your spreadsheet — Each row is one letter. At minimum, include columns for recipient name, address, date, subject, body text, and signatory. The body column should contain the full personalized letter content for each recipient.
2. Upload your letterhead PDF — Start with your company letterhead (logo, company address, footer). Mergram preserves the letterhead design and overlays dynamic fields on top.
3. Position fields on the canvas — Drag fields onto the PDF at standard letter positions: recipient address in the upper-left area, date below it, subject line centered, body text in the main content area, and signatory at the bottom.
4. Size the body field correctly — The body field should span the width of the text area. Adjust its height to accommodate the longest letter in your dataset. Mergram handles text wrapping automatically.
5. Choose appropriate fonts — Use a formal, readable font (such as Times New Roman, Garamond, or Mergram’s built-in Inter) for the body text. The signatory field can use a script font for a handwritten signature appearance.

Customization Tips

• Preserve your letterhead — Upload your existing letterhead PDF. Mergram renders dynamic fields on top without modifying the underlying design, so the output looks like a natively printed letter
• Upload custom fonts — If your company uses a specific font in its branding, upload the .ttf or .otf file and apply it to any text field. This ensures letter consistency with your other branded materials
• Multi-page letters — For longer correspondence, Mergram supports multi-page PDFs. You can place fields on any page — for example, the recipient address on page 1 and a signature block on page 3
• Unicode and international characters — Mergram fully supports accented characters, CJK scripts, Cyrillic, and other Unicode text. If your recipients have international names or addresses, they will render correctly
• Dynamic subject lines — Map the subject field to a spreadsheet column so each letter has a unique subject line referencing the recipient’s specific case or account
• Image fields — Add a signature image field mapped to a media album containing scanned signatures. Each letter can display a different authorized signatory’s actual signature

Common Use Cases

Company offer letters: A rapidly growing startup sends 40 offer letters per month. Each letter includes the candidate’s name, position, salary, start date, and a personalized welcome paragraph. The HR team maintains a spreadsheet, uploads the branded letterhead, and generates all letters in one batch — then emails them directly as PDF attachments.

University admission letters: A university admits 5,000 students per cycle. Letters include the student’s name, program, campus, and enrollment deadline. The registrar’s office generates all letters at once and mails them as printed PDFs.

Insurance policy updates: An insurance company sends annual policy updates to 10,000 customers. Each letter contains the customer’s name, address, policy number, updated premium, and coverage changes. Letters are generated in bulk and sent via email.

Vendor contract renewals: A procurement team sends renewal notices to 200 vendors. Each letter references the vendor’s name, current contract terms, renewal date, and updated pricing schedule. The body text varies slightly based on contract type.

Best Practices

• Use consistent date formatting — Format your date column as text (e.g., “January 15, 2025”) to ensure consistent rendering across all letters
• Proofread the longest and shortest letters — Preview letters with the most and least body text to verify that layout and spacing look correct in both cases
• Test with special characters — If recipients have accented names or addresses, preview those rows to confirm Unicode rendering
• Set filename templates — Use a pattern like letter-[[recipient_name]]-[[date]].pdf so files are easy to identify and sort after generation
• Leverage email delivery — Configure SMTP and map an email column to send letters directly. Use merge tags in the subject line like Important: [[subject]] — [[recipient_name]] for personalized delivery
• Keep a paper trail — Archive the spreadsheet used for each letter batch. This is essential for HR, legal, and compliance documentation

Using With Letterhead

1. Upload your letterhead PDF (company logo, address, footer)
2. Place dynamic fields in the appropriate positions
3. Merge — the letterhead stays, only the variable data changes
4. The result looks like a natively printed letter

Get Started

Upload your letterhead or letter template and start generating personalized letters at Mergram. Connect your recipient data, place your fields, and produce your first batch in minutes.