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How to Create and Download Cover Letters

Cover letters in PromoSuite Next are used when mailing prizes to contest winners. Follow the steps below to create a cover letter template and generate it for your contest winners.

Step 1: Log In and Navigate to Contest Letters

  1. Log in to your PromoSuite Next account.

  2. Go to Settings.

  3. Select Contests.

  4. Click Contest Emails/Letters.

Step 2: Create a Cover Letter Template

  1. In Contest Emails/Letters, select Letters (not Email).

  2. Add your desired merge fields and template text.

  3. Complete the following fields:

    • Template Name

    • Select Template

  4. Click Save.

⚠️ Note: This template is intended for cover letters only. We recommend typing your content directly into the editor. Please do not copy and paste text from third-party applications such as Microsoft Word, as this may cause formatting issues. If you need to paste text, first copy it into Notepad and then paste it from there. Additionally, do not insert images into this field.

Step 3: Add Contest Winners

  1. Create a new contest or open an existing contest.

  2. Add contest winners to the contest.

⚠️ Important: The cover letter option will only appear once winners have been added.

Step 4: Generate the Cover Letter

  1. Once winners are added, click either:

    • the Word icon, or

    • the PDF icon in the toolbar.

  2. A new tab will open:

    • Contests > Standard Contest – Send to Word/PDF

  3. Click the Winners Letters button.

  4. Click Submit.

Step 5: Download the File

  • The cover letter file will automatically download to your computer and is ready for printing or mailing.