How to do a mail merge for letters
A mail merge! A classic technique for personalizing letters and making them more effective. Here's a step-by-step guide on how to do a mail merge for letters:
What you need:
- A list of recipients (e.g., names, addresses, and other relevant information)
- A letter template (e.g., a Word document or a text file)
- A mail merge software or tool (e.g., Microsoft Word, Google Docs, or a dedicated mail merge software)
Step 1: Prepare your list of recipients
Create a spreadsheet or a table with the following columns:
- Name
- Address
- City
- State/Province
- ZIP/Postal Code
- Any other relevant information you want to include in your letter
Make sure to format the data correctly, with each column separated by a comma or a tab.
Step 2: Create your letter template
Open your word processing software (e.g., Microsoft Word or Google Docs) and create a new document. Write your letter, using placeholders for the recipient's information (e.g., [Name], [Address], etc.). Use a consistent format throughout the letter.
Step 3: Set up your mail merge
In your word processing software, go to the "Mailings" or "Mail Merge" tab. Select the recipient list you created in Step 1 and the letter template you created in Step 2.
Step 4: Map the fields
Match the fields in your recipient list with the placeholders in your letter template. For example, if your letter template has a placeholder for the recipient's name, select the "Name" field from your recipient list and map it to the placeholder.
Step 5: Perform the mail merge
Click the "Merge" button to create a new document for each recipient. The software will replace the placeholders in your letter template with the actual information from your recipient list.
Step 6: Review and edit
Review each merged document to ensure that the information is accurate and the formatting is correct. Make any necessary edits before printing or sending the letters.
Tips and variations:
- Use a mail merge software or tool that can handle large datasets and multiple recipients.
- Use conditional statements to personalize the letter based on specific conditions (e.g., "Dear [Name], if you're a valued customer...").
- Use graphics and images to make your letter more visually appealing.
- Consider using a mail merge software that can also handle email merges, if you want to send electronic versions of your letters.
Some popular mail merge software and tools include:
- Microsoft Word (built-in mail merge feature)
- Google Docs (built-in mail merge feature)
- Adobe Acrobat (mail merge feature)
- Mail Merge Pro (dedicated mail merge software)
- WordFusion (dedicated mail merge software)
Remember to always follow best practices for mail merges, such as ensuring the accuracy of your recipient list and using clear and concise language in your letter.