Creating a Form Letter

Market: Federal/State/Local, House, Senate

Description: In IQ users can create Letters, accessible by other users, that can be used to respond to individuals or to large groups or messages (such as in batches). These Letters are called Form Letters. This Help Article describes the basic process behind creating new Form Letters for the Offices use. For more information on requesting approval for Form Letters see the "Requesting and Granting Approval of a Form Letter" article.

1.Navigate to Library > New > Form Letter.

2. Enter the title for your new Form Letter. Confirm that Type is set to Form Letter. Select the library directory location to store the Form Letter.

3. Select your Form Letter Template and click Add.

4. Enter in the Issue Code(s) to associate with this Form Letter. Associating issue code(s) with a Form Letter is a best practice as it supports the effort to target your audience for outreach activities, services, etc. as well as for reporting.

5. Click Add to Message. This will ensure that all correspondences that will use this Form Letter will include the issue code(s) you selected.

6. Add attachments as needed. Drag and drop the file from your computer or select the paper clip icon to add the attachment. These attachments will automatically be included when this Form Letter is used.

7. Click Edit Content to open the HTML editor. Type in the body of the Form Letter. A Best Practice when pasting information into the HTML editor is to strip any formatting by clicking this icon:

8. Click Save.

9. Change the Status of the Form Letter from Draft to Request Approval. Then select your Form Letter Approver. Check the Assignable box after choosing your approver. This will ensure you can assign the Form Letter to messages, campaigns, and bills while awaiting approval. Once the Form Letter is approved, you will be able to send the message with the approved Form Letter.

10. Click Save.