DOCX templates instead of screenshots in attachments
Published 2026-08-12
Short answer
For official outreach, build the attachment as a normal .docx on your letterhead with {{company}}, {{director_dative}}, and other merges. At send time the system fills recipient data and renders a separate PDF. A screenshot of a deck or a one-size proposal does not do that: the secretariat sees a stock file, not a company letter.
What is wrong with a screenshot attachment?
A screenshot of a deck or a website page in a PDF reads as a marketing pack: no outbound number, no titled addressee, no clean place for a tax ID or city. The secretariat sorts that with mass ads—even if the email subject sounds formal.
Worse is the same file for a thousand companies. Personalization only in the email body, while the attachment is a generic proposal with no addressee. That mismatch hurts trust more than a short letter with no PDF.
How does a DOCX template work?
You write the letter in Word on your letterhead: header, body, signature and stamp as images. Where recipient data belongs, insert double-curly variables—for example {{director_dative}}, {{company_full}}, {{region}}.
Upload the file under Templates → Attachments (DOCX). When the campaign sends, each company’s fields are merged, the document becomes a PDF, and it goes as an attachment. The recipient sees a letterhead letter, not a draft with placeholders.
What should you check before launch?
Type variables exactly as in the dashboard list—no spaces inside the braces, no case changes. Copying from the right-hand panel is safer than typing. Do not split a variable with formatting: bold the whole token.
Before the live wave, open preview (the eye icon) and confirm the recipient header, outbound number, and in-text fragments match the sample. Shared files like a price list belong under regular Attachments, not the DOCX template—they are the same for everyone.
FAQ
- Can I keep a screenshot and only personalize the email?
- You can, but the pack looks uneven: a named person in the email and a generic file attached. Better one DOCX with the same variables.
- Does the recipient need Word?
- No. They get a finished PDF. Word is only for you to prepare and upload the template.
- How is a DOCX template different from a regular attachment?
- A regular attachment is identical for everyone. A DOCX is rendered per company: its own name, title, number, and date.