For a better understanding of contact variables, most work exactly how they are worded e.g. Prospective Vendor First Name {$prospective_vendor} is exactly that.

However to make communicating to specific groups easier we have created the following sets of variables which have built-in Rules.

• Contact
• Property Owner
• Resident

Before we look at how these variable groups can be used it is important to understand which variables to use within these groups for best practice when addressing contacts. 

Understanding the Letterhead & Salutation Variables

We recommend using the Letterhead and Salutation Variables when setting up your letter templates. The Letterhead and Salutation Variables have built-in rules to ensure the best possible output when addressing contacts.

*Note this does not apply when sending letters to Residents of properties as we want to pull the name from the contact and address from the property.

When the letterhead variable is used the template will insert the address in the following order of logic;

• As written in the Custom Letterhead field on the contacts contact card.
• If no custom letterhead has been added it will use the Postal Address on the contact card
• and if no Postal Address is added it will use the Residential Address on their contact card in that order.

When it comes to addressing the contact by their first name e.g. Dear John we recommend using salutation variable e.g. Property Owner Salutation. 

• The salutation variable first looks to see if a salutation (preferred name) has been entered on the contact card and uses that
• If no salutation has been entered it will default to the contacts first name field. 

Examples of these variables in use can be found in the following section, Contact Variables.

Contact Variables

Mail Merge to Contact List - If using the contact variable it will address every contact in that list regardless of their contact class. 

Mail Merge via Property - If using the contact variables via a property card it will merge to all attached contacts in the agents and contacts tab of the property regardless of the contact class. 

When creating a letter to send to a contact via the contact card or a mail merge to a group of contacts we recommend you use the ‘Contact’ variable group. This will allow you to merge in the contacts information without them needing to belong to a specific contact category.

For example, if you used the Vendor Letterhead and Vendor Salutation variables in the template then you would only be able to send the letter to a contact that has vendor ticked as a contact class. If you replace those with the Contact Letterhead and Contact Salutation Variables then you can send it to your buyers, tenants, businesses etc without needing to create separate templates.
 

This image outlines how to insert the variables and the recommended layout and positioning. The black text is how the variable should appear once inserted into the template. The red text outlines which variable should be selected via the Insert variable icon.
When editing letters remember 'Enter' will insert a paragraph spacing. To insert single line spacing hold 'Shift' + 'Enter'.

Resident Variables 

Mail Merge via Property - This variable will attempt to identify who resides in the property. It decides by reviewing if anyone is attached to the listing in the following role order - Owner Occupier, Tenant, Owner, Prospective Vendor, Vendor, Prospective Landlord, Landlord If the attached contact does not satisfy any of these contact classes they will populate as 'Resident' e.g. Dear Resident,  

Example of use...

MAIL MERGE TO RESIDENTS OF A STREET

You have opened a street using a 'both' search in the Prospector Module or via an Advanced Property Search for Prospect Properties

• 5 of these properties are tenanted so you have attached the ‘Tenant’ in the agents and contacts tab. 
• 5 are past sales or you have met the owner-occupiers e.g. via a door knock or by conducting an appraisal so you have attached them to the prospect property as either the ‘Owner’ or ‘Owner Occupier’
• The rest of the addresses are pulled from RP Data and do not currently sit in the database as owners or residents are unknown.

When setting up the letter template you should be using the Resident Variable s and the Property Mailing Address. 

• The Resident Variable will by default address in order the attached, Owner Occupier, Tenant, Owner, Prospective Vendor, Vendor, Prospective Landlord, Landlord If the attached contact does not satisfy any of these contact classes they will populate as 'Resident'.  
• The Property Mailing Address Variable is used to ensure the address is taken from the Prospect Property record, not the contact card. This will then ensure a letter will still be addressed to properties that don’t have a contact attached.
   

This image outlines how to insert the variables and the recommended layout and positioning. The black text is how the variable should appear once inserted into the template. The red text outlines which variable should be selected via the Insert variable icon.
When editing letters remember 'Enter' will insert a paragraph spacing. To insert single line spacing hold 'Shift' + 'Enter'.
 

Property Owner Variables

Mail Merge via Property - This variable will attempt to identify who owns the property. It decides by reviewing if anyone is attached to the listing in the following role order - Owner, Owner Occupier, Owner Absentee, Vendor, Landlord, Prospective Vendor, and Prospective Landlord

Example of use...  

SEND MAIL MERGE TO PROPERTY OWNERS 

In this example we want to address the actual owners of the Properties for example, the owner occupier, owner absentee, landlord, vendor etc.

This means we will need to send the letter to the address on the owners contact card rather than to the property address itself. This will ensure that all owners that do not live at the property still receive the communication.

You have opened a street or target list using the Prospector Module or via an Advanced Property Search for Prospect Properties

• 5 of these properties are investments so you have attached either the ‘Landlord’ or the ‘Owner Absentee’ to the property
• 5 are past sales or you have met the owner-occupiers e.g. via a door knock or by conducting an appraisal so you have attached them to the prospect property as either the ‘Owner’ or ‘Owner Occupier’
• The rest of the addresses are pulled from RP Data and do not currently sit in the database as owners or residents are unknown.  *Warning: The owner variable NOT suitable for these properties as you will see in example below.

This time when setting up the letter template you need to use the Property Owner Contact Variables.

The Property Owner Variables will by default address the attached contact that is classified as one or more of the following: Owner, Owner Occupier, Owner Absentee, Vendor, Landlord, Prospective Vendor, and Prospective Landlord