--- title: User Guide - Violation Letter Templates description: User Guide for creating, editing, and linking violation letter templates in Smartwebs --- [Skip to content](https://solutions.smartwebs.com/en-us/smartwebs-solutions/user-guide-violation-letter-templates#main-content) English - United States Show submenu for translations ![Logo-FullColor HOA management Platform-1](https://solutions.smartwebs.com/hubfs/Logo-FullColor%20HOA%20management%20Platform-1.svg) - [Smartwebs Solutions Home](https://solutions.smartwebs.com/) - [Contact Us](https://share.hsforms.com/2VBrljHAiSeCkcUy_-IEe_Aq0yoc) - [Manage Tickets](https://support.smartwebs.com/tickets-view) Open main navigation Close main navigation - [Smartwebs Solutions Home](https://solutions.smartwebs.com/) - [Contact Us](https://share.hsforms.com/2VBrljHAiSeCkcUy_-IEe_Aq0yoc) - [Manage Tickets](https://support.smartwebs.com/tickets-view) - English - United States Show submenu for translations - [Contact Us](https://share.hsforms.com/2VBrljHAiSeCkcUy_-IEe_Aq0yoc) [Contact Us](https://share.hsforms.com/2VBrljHAiSeCkcUy_-IEe_Aq0yoc) How can we help you? - There are no suggestions because the search field is empty. 1. 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[Violation Letters](https://solutions.smartwebs.com/en-us/smartwebs-solutions/violations?hsLang=en-us#violation-letters) April 28, 2025 # User Guide - Violation Letter Templates ## This User Guide will review how to create, edit, and link violation letter templates in Smartwebs #### **Navigation** Click on **Violations -\> More -\> Violation Options -\> Letters** ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/14143443794/original/Axo8v7hIgt9LiDwVdOwVQOv5SKK8GALMVw.png?1719609082) --- #### **Step 1 - Creating a Letter Template**   **To begin the process Select either "Copy Letter Template" or "Create New Template"** - **NOTE:** We suggest copying from existing templates for any client who is new to template creation within Smartwebs ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/14143443799/original/pPbk4Scywy4VorKxvyDX4THbkJcqm1VM1w.png?1719609084) #### **Step 2 - Creating a Letter Template** **Select the letter template you want to copy from the "Select a Template" dropdown.**  You can only select templates that pre-exist within your management. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/14143443802/original/a2FmkPwpAlNwyHqjJbfdB8-1PiUqgzH2AQ.png?1719609085) #### **Step 3 - Editing a Letter Template** **Next, modify the name of the template (Name and Display Name fields) so that you can easily identify it** - If this is association-specific, we recommend putting the association name somewhere in the display name. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/14143443798/original/pnPjSc7yWlvaTc3Iy-p3wzYwWFqlvBUW1A.png?1719609084) #### **Step 4 - Editing a Letter Template** **You can now update the content of the letter as desired.** - **NOTE:** Be aware that expanding the margins of the letter templates beyond the standard will cause it to run off of the page, or will cause the entire letter to appear smaller when printed. - We suggest not adjusting the edge borders of any containing boxes inserted into the template. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/14143443801/original/y1vNFoygn859BQXzStxWbGjuEmNv-vgb-w.png?1719609085) ### **Merge Fields** **One key feature of our letter template is the "Merge Fields" or "Dynamic Fields" that allow the system to automatically pull information from different parts of the site into the letter template.** These are most commonly used to pull homeowner information, the address/name/phone/etc, or to insert current dates or photos to the letter the homeowner will receive. - **NOTE:** The “I” in the circle allows you to see more details about a specific merge field. Some merge fields can only be used in specific modules, and some violation merge fields cannot be used in Multi-Violation letters, so be aware of what you are inserting into the letter. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/14143443800/original/Vz00FHFx7zuqIZGsi1zXuqIuKk12TZV98Q.png?1719609084) #### **Step 5 - Save the Letter Template** After completing your letter template, be sure to save it. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/14143443797/original/7vwHlzEL2Z8fkj-K9XpklmrofvlOz7Q87Q.png?1719609084) #### **Step 6 - Linking the Template** In order to use a letter template, it must be assigned to a Policy Stage, so that when a user selects a stage for a violation, it will pull that template to use. 1. **Go to Violations \> More \> Policies** 2. In the policies, select "Update" or "Copy" to unlock the row and allow edits to be made. 3. 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