Control Panel > People > Print Letters

The Print Letters function allows organizations to print physical New Member and Membership Renewal notices to be mailed. This is intended as a way for organizations to send membership information to members that do not have an email address.

Configuration

Before printing the letters, we must first configure this function.

Letter template header and footer

The Letter Template Header and Letter Template Footer allows you to set a standard top and bottom section for all printed letter. The header is best used to include your organization's contact information such as organization name, phone, URL and address. The footer is best used as a valediction section.

Letter Templates

Each batch of printed letters will use a custom letter template.

Letter Templates can optionally be based on a built-in sample template.

Each Letter Template must apply to only one letter type:

• First Renewal Notice
• Second Renewal Notice
• Third Renewal Notice
• New Member
• Renew Member

The letter name will only appear on admin pages and is not included on letters once printed.

To build the body of your letter, use the built-in editing tools to create your letter.

The Insert Tag option allows your to include additional member information in your template by selecting the information you want to include, using your cursor to select the location you would like the information included, and then clicking the Insert tag into letter link. Any member information will appear with ~~tildes~~ around it and will be replaced with the associated members information when the letters are generated.

You may optionally include special formatting information on the left and/or right side of your template.

You have the option to include your organization's logo in the header of your printed letters by check the Include Club Logo box.

If your organization has the optional Virtual Membership Cards enabled, you may include an image of their membership card in the printed letter that can be cut out and kept. See __________ for information on configuring your virtual membership cards.

You may create any number of Letter Templates as needed.

Printing the Letters

To create a batch of printed letters, select the Create Batch Print button.

Name this batch of printed notices (such as "New members - 02.25.2026").

Then select the type of letter your are printing:

• First Renewal Notice: Notifies members approaching their expiration date (See you Expiration/Renwal settings for timing)
• Second Renewal Notice: Notifies members approaching their expiration date
• Third Renewal Notice: Notifies members approaching their expiration date
• New Member: Notifies members that recently joined your organization
• Renew Member: Confirmation to members that recently renewed membership with your organization
• Single Member Letter: manually select one member to receive a letter

 Select a Letter Template that is associated with your selected letter type (any letter template can be used for a Single Member Letter).

If applicable, select the time-frame of the members' renewal/expiration/join date you would like to print.

Select your output format (we recommend PDF for the most printer-friendly file)

You have the option to include an Avery mailing address labels document along with your printed letters.

Once you Save and Process the print it will take approximately 10 to 15 minutes for the system to generate the document. In that time, you will see your print in the Send For Process status. You will see the status of Ready when the document is available to print.

The Print and Print Labels (if you selected to include mailing labels) actions will appear when the documents are ready. Select those options to download and print your letters.