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Create Cover Letters Using Template Tags

This article applies to:Avalara CertCapture

Include a cover letter when you request compliance documents so your recipient knows exactly what you're asking for. Use template tags to automatically add your customer's information to the cover letter so you can send one letter to several customers at once.

Create or edit cover letter templates

  1. Go to Manage Documents > Email Templates and Cover Letters and then click Add Cover Letter
  2. Every cover letter requires:
    • Title: A title to quickly identify your template when creating a request
    • Subject: The subject of your cover letter. Your customer may see this subject line when receiving a campaign request
    • Description: A description to differentiate this cover letter from others
  3. Compose the body of your cover letter.
    • If you already have a cover letter in another program, such as Microsoft Word, copy its contents to your clipboard and then click Paste as Plain Text Paste-as-Plaintext.png 
  4. Use the template tags on the right to automatically add company or customer information to your cover letter based on the recipient.
  5. When you're finished, click Add New Cover Letter Template to save it.
    • Click Preview to download a PDF copy of your cover letter
    • Click Reset when you're editing a cover letter and need to restore it to its original version

Add a company logo to your cover letter

  1. Go to Manage Documents > Email Templates and Cover Letters.
  2. Add a Cover Letter or Edit an existing one.
  3. Click Certcapture-Cover-Letter-Image.png to add your company logo to the cover letter. Copy the web address where your image is hosted and paste it in the URL field.
    • Your company logo or image must be hosted on a publicly available web address. Image files can't be directly uploaded to CertCapture
  4. Adjust formatting, and then click OK to save the image.

Clone a cover letter

Clone a cover letter to make minor modifications to an existing template or quickly create new cover letters.

  1. Go to Manage Documents > Email Templates and Cover Letters.
  2. Find the template to clone and click Preview.
  3. Click Clone Template. The letter opens in the editor.
  4. Add a new cover letter title and make your changes.
  5. When you're finished, preview your letter or click Add New Cover Letter Template to save it.
    • Click Preview to download a PDF copy of your cover letter
    • Click Reset when you're editing a cover letter and need to restore it to its original version

Add template tags to a cover letter

Template tags automatically add your customer's information to the cover letter so you can send one letter to several customers at once.

For example, the BUSINESS_NAME template tag automatically adds the name of the customer's business as it is listed in CertCapture. When Business A and Business B receive a request using this cover letter, they'll see their own business name.

  1. Go to Manage Documents > Email Templates and Cover Letters. Create a new cover letter or edit an existing one.
  2. Template tags are listed to the right of your cover letter body.
  3. Drag and drop a tag to add it to your cover letter, or type it as it appears on the list. 
Template Tag Function
{{BARCODE}}
Barcode containing customer information.
{{CUSTOMER_REF_ID}}
Customer's unique identifier in CertCapture.
{{CUSTOMER_ALT_ID}}
An alternate ID for the customer, if added in CertCapture.
{{CUST_BUSINESS_NAME}}
Customer's business name.
{{CUST_ADDRESS1}}
First line of the customer's address.
{{CUST_ADDRESS2}}
Second line of the customer's address, if applicable.
{{CUST_CITY}}
Customer's city.
{{CUST_STATE}}
Customer's state.
{{CUST_ZIP}}
Customer's zip code.
{{CUST_COUNTRY}}
Customer's country code.
{{CUST_COUNTRY_ABBREVIATION}}
Customer's country name, abbreviated.
{{CUST_COUNTRY_NAME}}
Customer's country name.
{{CUST_CONTACT_NAME}}
Customer's contact name.
{{CUST_PHONE}}
Customer's phone number.
{{CUST_FAX}}
Customer's fax number.
{{CUST_EMAIL}}
Customer's email address.
{{ATTENTION}}
ATTN name of the person to correspond with.
{{SHIP_TO_STATE}}
Customer's state, where you have shipped goods or have an exemption exposure.
{{REJECTION_REASON_TABLE}}
Reason that a customer's certificate was rejected, in table format.
{{REJECTION_REASON_CSV}}
Reason that a customer's certificate was rejected, in CSV format.
{{VALIDATION_NOTE_TABLE}}
Notes for why the customer's certificate was rejected, if added by the person validating the document, in table format.
{{VALIDATION_NOTE_CSV}}
Notes for why the customer's certificate was rejected, if added by the person validating the document, in CSV format.
{{FROM_BUSINESS_NAME}}
The name of your business.
{{FROM_ADDRESS1}}
First line of your business address.
{{FROM_ADDRESS2}}
Second line of your business address, if applicable.
{{FROM_CITY}}
City where your business is located.
{{FROM_STATE}}
State where your business is located.
{{FROM_ZIP}}
Zip code where your business is located.
{{FROM_COUNTRY}}
Country where your business is located.
{{FROM_PHONE}}
Phone number of your business.
{{FROM_EMAIL}}
Email address of your business.
{{FROM_FAX}}
Fax number of your business.
{{CERTEXPRESS_ADDRESS}}
A link to CertExpress. Your customer can click this to provide a document, but will need to provide the request code at CertExpress to begin.
{{CERTEXPRESS_ADDRESS_WITH_CODE}}
A link to CertExpress, but with the request code included in the URL. By clicking this, your customer launches CertExpress and does not need to provide the request code.
{{CERTEXPRESS_REQUEST_CODE}}
A unique request code that your customer can use to complete the document request. Entered at CertExpress.
{{CUSTOM_MESSAGE}}
Any custom message text you include when creating your request.
{{RETURN_DATE}}
The date your customer must return the requested document.
{{SEND_DATE}}
The date your customer is sent the document request.
{{USER_NAME}}
Your username.
{{USER_EMAIL}}
Your email address used to sign into CertCapture.
{{USER_PHONE}}
Your phone number as entered into CertCapture.

Example of a cover letter using template tags

An example of how template tags work in the Standard Request cover letter in CertCapture.

Template Tag View Customer View
CertCap-TemplateTags-Templates.png CertCap-TemplateTags-Filled.png
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