Email/Letter Templates FAQ


Listed below are some good questions we received about our email/letter templates commonly used for automatic receipting, but also for physical mail merges.

Linked Articles:

Creating Email/Letter Templates

Can I add a link in my email receipts?

If you format a link properly, e.g., the email client that the donor uses to receive the email communication (e.g. Gmail) will often convert that into a clickable link. There is not a way to directly format a template to include a link otherwise in the tool bar. However, if you are comfortable with writing HTML, this will work in your email templates. Contact our Support team if you'd like more information on how to do this (this is an advanced feature).

Can we include images in our templates?

The only image that can be added is a signature image file. This is set in the "Images" section of your Settings > General Settings page.

Can we use an integrated email client like MailChimp to send automatic emails for online donations?

You absolutely can use a tool like MailChimp to send a variety of emails to your donors. The only difference is that it will not send automatically like Kindful will. You could regularly add your donors to a Group in Kindful, which will move them into MailChimp with a corresponding Tag. You could then set up email communication.

When I select "generate letter" when trying to download and print off a mailing, nothing is sent to my inbox. How can I access the letter? 

When you go through the process to "Download Letter", Kindful works behind the scenes to generate a PDF file of all of the letters. The link to this file will be emailed to you when it is ready; typically, this does not take long to generate. However, once the email sends from Kindful's servers, we cannot control how long it will take to get to your inbox. Due to these external environmental elements, it can feel like there is a delay.

While you can expect the email to arrive when your email inbox allows for it, you can also speed up the process by going to the History page in Kindful (Reporting History). Here, you can find a list of all recent reports and downloads, including this letter that was generated. You will see the letter along with a timestamp of when you clicked the button to download the file. On the right-hand side of the link, you will see an option to "Download" the file. Oftentimes, when you are waiting for the file to arrive in your inbox, navigating to the History page will show you the letter ready to be downloaded faster.

Since I will be printing this on organization letterhead, I need to delete our logo that is in the upper left corner. However, part of the logo would be great in the upper left of the receipt box at the bottom of the letter.

If you want to print on letterhead, I'd recommend creating a separate letter template with the Email/Letter Type = Thank You Letter.  For emailed receipts, it needs to be a Email/Letter Type = Transaction & NonCash Gift Receipt (so it can be emailed).

On the emailed receipt, I would definitely leave the logo on it to keep branding present.

To disable the auto header on the print (Thank You Letter) receipts, select the dropdown labeled Custom Header Settings. Turn this off, allowing space for your letterhead. You may want to print a test to make sure you don't need additional spacing at the top, depending on how large your letterhead is. 

The image in the receipt box pulls from the profile of the donor, so if they have an image, that will populate.  These images are sourced from a social integration we use, so images populate automatically.

Is it possible to change the wording in the receipt box to say something other than "General Payment Receipt"?

Make sure you are using the Transaction Info For Receipt tag in your template for that box. To change the language on the receipt, you need to appropriately title your Campaign, as that's what is feeding that line on the receipt box. You can go to Fundraising, then Campaigns, and edit the Campaign to read Annual Fundraiser.

What are Email/Letter Template margins for printing?

For print (i.e. Letter Templates), the left and right margins are .83 inches, while the top and bottom margins are .73 inches. You can also set Margins on templates that are not set for email.

What type of envelope should I use?

When printing envelopes for your mail merge, "Business 10" is the most compatible type of envelope to be used in Kindful. 

Why am I seeing duplicate template names in the dropdown?

This applies only to organizations set up to be used as a Chapter in Kindful.

If you see duplicate template names, it's likely because a template with the same name exists on the Chapter level as well as the Parent level. As a Parent organization, you can see both your org's templates, in addition to the templates of your Chapters.

Therefore they're not necessarily duplicates, but could potentially have the same name.

Why do my templates have weird spacing when the donor gets them via email? 

When you have templates created in another word processing application (e.g. Microsoft Word), those, applications have hidden formatting included in them. This is done so that your documents look good when using those applications. But, when you copy+paste those letters into Kindful's template editor tool, it can produce some awkward results. To best get around this, we have a couple of solutions:

  1. Create and type up your template directly into Kindful's template tool.
  2. Since option 1 might not be as feasible, and you may have your letters already created elsewhere, you can copy the body of those templates and paste them into an application like NotePad (Windows) or TextEdit (Mac). You can also copy+paste into a New Doc on Google Docs. Once the template is copied into one of these applications, you an re-add spacing in there. Once you have it as you wish, you can copy from that template editor application, and then paste from there into the Kindful template editor. Doing this process will strip that hidden formatting created by your word processing application.

Still have questions?

Feel free to send our support team an email, or you can call the phone number found in the lower left hand corner of your Kindful Admin account to speak to a team member. 

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