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Create Cover Letters Using Template Tags

This article applies to:Avalara CertCapture

Template tags automatically add customer information to a cover letter so you don't have to create a new one every time you request certificates.

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

Note: CertCapture's default cover letter templates don't automatically include your company logo. Create your own cover letter if you want your company logo to appear.

  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}}
Your company's business as set in your Company Details.
{{FROM_ADDRESS1}}
First line of your company address as set in your Company Details.
{{FROM_ADDRESS2}}
Second line of your company address (if applicable) as set in your Company Details.
{{FROM_CITY}}
Your company's city as set in your Company Details.
{{FROM_STATE}}
Your company's state as set in your Company Details.
{{FROM_ZIP}}
Your company's zip as set in your Company Details.
{{FROM_COUNTRY}}
Your company's country as set in your Company Details.
{{FROM_PHONE}}
Your company's phone number as set in your Company Details.
{{FROM_EMAIL}}
Your company's email address as set in your Company Details.
{{FROM_FAX}}
Your company's fax number as set in your Company Details.
{{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}}
The username of the user sending the request or cover letter. This is the same username that they use to sign into CertCapture.
{{USER_EMAIL}}
The email address of the user sending the request or cover letter. This is the same email that they use to sign into CertCapture.
{{USER_PHONE}}
The phone number of the user sending the request or cover letter. 

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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