Letter Templates

Letter templates are pre-written, customizable formats that can be created for various needs within your organization, such as Bonafide Letters, Confirmation Letters, Offer Letters, etc. Much like email templates, letter templates save time and ensure consistency, especially when the same type of letter needs to be sent repeatedly to employees. These templates include placeholders for personalized details, making it easy to customize the content without starting from scratch each time.

In Zoho People Letter templates can be used in:

Watch our help video on creating a letter template

Create a Letter Template

To add a new Letter Template for a form:

From you home page navigate to Settings > Select a Service > Automation > Letter Templates.
Click Add Letter Template.
Select the form name.
Enter a name for the letter template.
In the message section, enter the content of the letter template. You can select and insert available form fields as placeholders in the template.
Utilize the formatting options provided for the letter template.
Click Save.
The letter template for the form is saved and ready to be used.

Download Letter Template for a Form Record

To download a letter template for a form record

Navigate to Operations > Select a Service (E.g. Employee Information).
Navigate to the form where you would like to download the letter template for the listed records.
Click on the record.
At the top right corner, click on the ellipsis icon and click download Letter Templates option.
In the select template section, click the dropdown.
The list of letter templates created for the form appears.
Select the required template from the list.
Select the view type as either Portrait or Landscape based on your printing preference.
Click Download.
The Letter Template will be downloaded to your local folder.

Edit Letter Template

To edit letter template:

Only the letter template content can be edited. You cannot make changes to the form selection.

Navigate to Settings and select the service where you have created the letter template.
Click on Automation > Templates > Letter Templates.
Click on the template you wish to edit.
After making your changes, click Save.

Clone and Create a Letter Template

Cloning allows you to create an identical template that you can edit and save for easier template creation.

To clone a letter template:

Templates can only be cloned and created within the same form. To create a template for a different form, you will need to create a new letter template.