Bulk letter and mail-merge guide

## Overview The bulk letter system lets you send the same letter to many recipients with per-recipient merge data. Access it at **Mailshots** in the main navigation. ## Step 1 — Create or choose a template Go to **Letter Templates** to create or edit a template. The rich-text editor supports: - **Merge tokens** — `{{property_address}}`, `{{tenant_name}}`, `{{owner_name}}`, `{{lease_end_date}}`, and many more - **QR code placement** — drag a QR block into the template for tenant self-service links - **Header/footer** — customisable per template Available token categories: property, tenant, owner, lease, maintenance, and system. ## Step 2 — Create a mailshot campaign 1. Go to **Mailshots → New campaign**. 2. Choose your template. 3. Select a **scope**: single property, property group, office, or saved segment. 4. Preview the merged output for a sample recipient. 5. Set the send date or send immediately. ## Step 3 — Review and send The mailshot detail page shows each recipient, their merge data, and the rendered output. You can exclude individual recipients before sending. ## Output routing - **Digital** — email or SMS each recipient directly - **PDF batch export** — download a single PDF with one letter per page - **Print supplier** — submit the batch to a configured print supplier ## Snapshots The content actually sent is snapshotted per recipient at send time. If you edit the template later, the historical record is not affected. ## Related - Help: Bulk letter and mailshot system - Tour: `bulk-letters` - KB: [portal-messaging-guide](kb://portal-messaging-guide)