Letter Templates let you create reusable Word document templates with placeholders that are automatically filled in with data from Plinth. Upload a .docx file with #####{{ placeholder }} markers, map each placeholder to a data source, and generate personalised letters, agreements, or reports in seconds.
Why use Letter Templates?
Save time on repetitive documents — Create a template once and generate personalised versions for each person
Reduce errors — Placeholders are filled automatically from member profiles and organisation data
Consistent branding — Your Word template preserves formatting, logos, and layout
Flexible content — Combine fixed text with dynamic data, AI-generated content, images, and links
Multiple contexts — Use templates for member letters, application exports, and grant agreements
Creating a Template
Step 1: Prepare Your Word Document
Create a .docx file in Word (or any compatible editor) with your desired layout, formatting, and branding. Wherever you want dynamic content, insert a placeholder using double curly braces, for example: #####{{ recipientName }} or #####{{ organisationName }}.
Placeholder names can be anything descriptive — you'll map them to data sources in the next step.
Step 2: Upload the Template
Go to Letter Templates in the sidebar
Click Create template
Enter a name for the template (e.g., "Membership Confirmation Letter")
Upload your .docx file
If you're a funder, optionally select a context for the template (see Funder Contexts below)
Step 3: Map Placeholders
After uploading, Plinth automatically detects all #####{{ placeholder }} markers in your document. For each placeholder, choose a type that determines how it gets filled:
Type | What it does | Example |
One line | Short free-text input when generating | A reference number, greeting, or custom note |
Multi line | Longer free-text input when generating | A paragraph of bespoke content |
Schema field | Auto-filled from member profile data | Full Name, Address, Postcode, Email, Phone |
AI generated | Auto-filled by AI based on a prompt you write | A personalised summary or recommendation |
Image | Inserts an image from a URL or member field | A profile photo or logo |
Video link | Inserts a clickable link to a video | A training video or resource link |
Step 4: Configure Schema Fields
For Schema field placeholders, select which field to pull from:
Built-in fields:
Full Name, Address, Postcode, Email, Phone
Date (current date when generating)
Custom fields:
Any field from your organisation's member schema (e.g., custom registration form fields)
Demographic fields
The field value is looked up from the member's profile when the letter is generated.
Step 5: Configure AI Placeholders
For AI generated placeholders, write a prompt that tells the AI what to produce. The AI has access to the member's profile data and can generate contextual content.
Step 6: Save
Click Save to finish creating the template. It appears in your templates list, ready to use.
Generating Letters
For a Single Member
From a member's profile, find the option to Send letter
Select a template from the list
Schema field placeholders are pre-filled from the member's data
Fill in any one line or multi line placeholders manually
AI generated placeholders are filled automatically
Click Generate to download the completed .docx file
From the Templates List
Go to Letter Templates
Click on a template
Select the member to generate for
Review and fill placeholders
Generate and download
Funder Contexts
If your organisation is a funder, templates can be assigned a context that determines where they're used and what additional data is available:
Context | Used for | Additional data available |
Member | General letters to members | Member profile fields |
Application | Exporting or summarising grant applications | Application answers, form questions, applicant details |
Agreement | Grant agreement documents | Grant amount, conditions, payment schedule, project details |
When creating a template, the context dropdown only appears for funder organisations. The context determines which placeholders and data sources are relevant.
Managing Templates
Editing a Template
Go to Letter Templates
Click on the template you want to edit
Update the name, re-upload the document, or re-map placeholders
Save your changes
Deleting a Template
From the templates list, find the template
Click the delete option
Confirm deletion
Note: Deleting a template doesn't affect any letters that have already been generated from it.
Best Practices
Start simple
Create a basic template with a few schema field placeholders first. Once you're comfortable with the flow, add AI-generated content and more complex placeholders.
Test before bulk use
Generate a test letter for a known member to check that placeholders map correctly and the output looks right.
Keep templates organised
Use descriptive names that indicate the template's purpose: "Welcome Letter", "Annual Review Summary", "Grant Offer Letter" — not "Template 1".
Review AI-generated content
AI placeholders produce contextual content, but always review the output before sending letters. The AI works from available profile data, so sparse profiles produce less detailed results.
Maintain your Word formatting
The generated letter preserves your .docx formatting. Invest time in making the template document look professional — headers, logos, consistent fonts — since every generated letter inherits that design.
Frequently Asked Questions
What file format do templates need to be?
Templates must be .docx (Microsoft Word) files. Other formats like .doc, .pdf, or .odt are not supported.
Can I include images in my template?
Yes. Fixed images (logos, headers) in the Word document are preserved. Dynamic images use the Image placeholder type.
What if a placeholder has no data for a member?
If a schema field is empty on a member's profile, the placeholder is replaced with an empty string. Check member records for completeness before generating bulk letters.
Are generated letters saved in Plinth?
Generated letters are downloaded as .docx files. The generation is logged for audit purposes, but the document itself is not stored in Plinth.
Can I use the same template for different types of people?
Yes, as long as the schema fields you reference exist on those people's profiles. A template mapped to common fields like Name, Email, and Address works for anyone.