Creating and Using Letter Templates
Sending the same type of message repeatedly, such as follow-ups or reminders, can consume valuable time. Letter Templates in BIGContacts enable you to create reusable, pre-written messages, ensuring your communication remains consistent and professional while saving time.
This guide covers:
- How to create a letter template
- Best practices for pasting text
- How to use merge fields for personalization
STEP 1: Go to Letter Templates
From the left sidebar, click Admin, then Templates.
Select Letter Templates from the available options.
STEP 2: Create a New Template
Click Add Letter Template in the top right corner.
Fill in the following fields:
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Name: Enter a short title for the template.
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Description: Describe when or how it’s used.
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Body: Write or paste your message content.
Click Save Letter Template when done.
Your template will appear in the list and can be reused anytime.
STEP 3: Best Practices for Pasting Text
Copying directly from Word or other sources can add hidden formatting.
To keep your template clean:
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Use the Paste from Word option when pasting text.
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For best results, paste plain text first, then apply formatting using the built-in editor tools.
STEP 4: Personalize with Merge Fields
Make your letters feel personal without manual edits.
Merge fields automatically pull contact details (like names or business info) into each message.
For example:
Instead of writing
Dear Customer,
use
Dear {{first_name}},
When sent, BIGContacts replaces {{first_name}} with the contact’s actual name.
Common Merge Fields
Personal Info:
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First Name →
{{first_name}} -
Last Name →
{{last_name}} -
Phone →
{{phone}}
Business Info:
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Company Name →
{{business_name}} -
Business Address →
{{business_address}}
Custom Fields:
If you’ve created a field like “Membership Level,” use it as {{Membership_Level}}.
To view or create custom fields:
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Go to Contacts → All Contacts.
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Open any contact and click Edit Contact from the Action menu.
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At the bottom of the contact form, click Customize Form.
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In the Form Maker, you can add, edit, or remove custom fields as needed.
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Click Save once you’re done.
Once created, these custom fields can be used in merge tags and imported data, as long as your CSV column names exactly match the field names you’ve set up.
Why Use Merge Fields
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Saves time – no manual name entry.
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Ensures consistency – keeps data accurate across messages.
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Boosts engagement – personalized emails feel more genuine.
With Letter Templates in BIGContacts, your team can send faster, more personalized messages — and maintain consistent communication every time.