Mail merge letter

A mail merge letter is a type of letter that is created using a mail merge process, which combines a standard letter template with a list of names and addresses to produce a large number of personalized letters. Here's a step-by-step guide on how to create a mail merge letter:

What you need:

• A word processing software (e.g., Microsoft Word, Google Docs)
• A list of names and addresses (in a spreadsheet or a database)
• A letter template (a standard letter with placeholders for names and addresses)

Step 1: Prepare the letter template

• Create a new document in your word processing software and type a standard letter template.
• Use placeholders (e.g., [Name], [Address], [City, State, ZIP]) to indicate where you want to insert the names and addresses.

Step 2: Prepare the list of names and addresses

• Create a spreadsheet or database with the following columns:
  • Name
  • Address
  • City
  • State
  • ZIP
• Enter the names and addresses in the corresponding columns.

Step 3: Set up the mail merge

• In your word processing software, go to the "Mailings" or "Mail Merge" tab.
• Select the letter template and the list of names and addresses.
• Choose the fields you want to merge (e.g., Name, Address, City, State, ZIP).

Step 4: Merge the letters

• Click the "Merge" button to combine the letter template with the list of names and addresses.
• The software will replace the placeholders with the actual names and addresses from the list.

Step 5: Review and edit the merged letters

• Review the merged letters to ensure that the names and addresses are correct and the formatting is consistent.
• Edit any errors or inconsistencies.

Step 6: Print or export the merged letters

• Print the merged letters on paper or export them as a PDF or email attachment.

Tips and variations:

• Use a mail merge software like Microsoft Word's Mail Merge feature or a third-party software like Mail Merge Pro.
• Use a template with a header and footer to include your company's logo, address, and other information.
• Use conditional formatting to highlight specific information or create a personalized message.
• Use a mail merge to create envelopes, labels, or other documents in addition to letters.
• Use a mail merge to create a survey or questionnaire with personalized questions and answers.

By following these steps, you can create a mail merge letter that is personalized and efficient, saving you time and effort in your communication efforts.