Letters & letter templates

Letter Settings

Letter Settings

Here you define where the return address line, address, info block, content and footer are placed on your letterhead. This applies to every letter.

The letterhead is the same as for invoices; you upload it under “Own Settings” (PDF, JPG or PNG). If a PDF has a second page, it is used as the continuation sheet under all further pages of a letter, otherwise the first page is used again.

Draw or move the fields on the sheet; on the right the values are shown in millimetres and can be corrected precisely there. On narrow screens there are only the number fields.

Saving only works if no fields overlap and all lie completely on the sheet. Check the result with “Test print”.

Page 1 and continuation pages

Page 1 carries the return address line, address, info block and the content from the subject onwards. Continuation pages have only content and footer.

On the continuation pages you only adjust the top margin of the content. The same margins on the left, right and bottom apply as on page 1; the footer is in the same place on every page.

Guide lines

“Show DIN position” displays the address field and info block according to DIN 5008 forms A and B as dashed lines, “DIN long window” the window of a window envelope for the chosen form.

If the address lies within the green window, the letter fits into a DIN long window envelope.

Apply DIN 5008

Sets all fields to the standard position according to DIN 5008 of the chosen form and saves immediately. Your own values are lost.

Form B: address field 45 mm from the top, for letterheads with a tall header. Form A: 27 mm from the top. The form also determines the position of the fold marks.

Test print

Opens a two-page sample letter with the values on this page – even unsaved – on your letterhead, with red lines around each field.

This shows whether address, text or footer run into the logo or bank line of the letterhead. Real letters do not have the red lines.

Position of the fields in mm

Distance from the left and top, width and height of each field in millimetres from the top left corner of the sheet. A change here moves the rectangle on the sheet.

The content area determines the left, right and bottom margin of all pages and, with its top edge, where subject and text begin on page 1.

Marked red: the field overlaps another, is too small or does not lie completely on the sheet. Orange: it lies on printed parts of the letterhead, such as the logo.

Font and extras

Font and size of the whole letter, alignment of the footer “Page x of n”, return address line, place before the date, fold and punch marks.

DejaVu Sans and DejaVu Serif set all characters, even names like Łódź or Şimşek. Helvetica and Times only support Western European characters.

The return address line takes name, street, postcode and city from your tenant data. Switch it off if your letterhead already carries it.

Letter History

Letter History

All letters of this provider, newest first. Clicking “view” opens the overview with recipients, status and combined PDF.

Every letter created is additionally stored as a document in the recipient’s record and appears in its history.

New Letter

Opens “Write letter” with an empty recipient list. It is faster from the customer list, a record or the participants of a course.

From the participants of a course, the course placeholders are additionally available.

Search

Searches the subject and the names of the recipients.

The search covers the address as it appears in the letter.

Created

When the letter was created. The date in the letter itself (letter date) is shown in the overview.

Shown in your provider’s local time.

Recipients

For one recipient their name, otherwise the number.

Skipped recipients count too.

Status

Not yet created (overview open), being created, all created or with errors.

You open letters with errors and create them again after the correction or skip them.

Write Letter

Write Letter

Choose recipients, date and subject and write the content. Kursimple itself places address, date, customer number and footer on your letterhead.

“continue to overview” creates the letter and shows all recipients with the address their letter goes to. Only there is it generated.

You set the position of the fields and the font under Communication → Letter Settings.

Recipients

Records of this provider; you find more via the search. Deactivated records are only possible for a letter from their own record.

Participants without their own complete address receive the letter via their customer record; the placeholders still refer to the participants – as with emails.

The same record receives only one letter, even if you select it via several participants.

Template

Takes over subject and content of a letter template. Afterwards you can still adjust everything.

You maintain templates under Communication → Letter Templates or save the current letter below as a template.

Duplex printing

For double-sided printing: every letter gets an even number of pages so that the next one starts on a front side again.

With an odd number of pages, a blank back side follows without letterhead and without footer. “Page x of n” counts only the pages with content.

Subject

Appears in bold above the text. Placeholders are allowed, the subject may also stay empty.

The subject is also the name of the document in the record: “Letter: Subject of date”.

Letter content

Salutation, text and greeting – in the classic editor or in the builder with blocks. Placeholders such as {Vorname} are replaced per recipient.

The builder offers print-ready blocks (paragraph, heading, image, table, two columns, divider, greeting with signature) and ready-made starter layouts. Images come from your uploaded images.

A table or column must not become longer than one page, otherwise the letter cannot be typeset.

Save as template

Saves subject and content as a new letter template. The recipients are not part of it.

“available to all users” makes the template visible to all logins of this provider, otherwise only to you.

Preview

Opens the letter to the first recipient as a PDF on your letterhead. Nothing is saved.

Without a recipient, the preview shows sample data.

Continue to overview

Creates the letter and shows the overview of all recipients. There you check the addresses and start the generation.

Until the start, you can also discard the letter there.

Letter to selected

Opens “Write letter” with all ticked records as recipients.

The button is in the customer list, with the participants, in the instructor list and on a course’s participant page. From a course’s participants the course placeholders come along. Deactivated records are dropped; a notice gives their number.

Write letter

Letter to this record, even if it is deactivated. Afterwards it is stored as a document in the record.

You find the button in the customer record and for the instructor at the bottom in the bar, in the customer and instructor list as a letter icon to the left of the pencil.

If the address is missing, the overview asks whether the letter should be created anyway.

Letter overview

Letter overview

All recipients with the address their letter goes to. Before the start you check here, afterwards you see the progress.

Red: address incomplete. Yellow: letter goes via the customer record. Green: created.

Reuse

Opens “Write letter” with subject, content and recipients of this letter for a new letter.

The existing letter remains unchanged in the history.

Check

This many recipients, this many without a complete address (red) and this many via the customer record (yellow).

Complete means: name or company, street, postcode and city.

Procedure

For each red row you choose whether the letter is created anyway or skipped. Without a choice, generation does not start.

Better: open the record, add the address, “Reload addresses” – then the row becomes normal.

Reload addresses

Fetches addresses and notices anew from the records, e.g. after you have added an address.

Decisions already made are kept as long as the row is red.

Create letters

Creates the letters in the background. The overview shows the progress; you can also leave the page.

For each recipient, the letter ends up as a document in their record and an entry in their history.

Progress

How many letters are created, how many are still waiting and which have an error.

The display updates itself as long as letters are being created.

Combined PDF

All letters created in one PDF for printing or saving, in the order of the recipients.

It is created anew each time from the letters in the records. A letter deleted there is also missing here.

Errors

Letters that could not be typeset appear in red at the top with the reason. Create them again after the correction or skip them.

“create again” first reloads the address from the record. Without a tick, the button applies to all letters with an error.

Letter Templates

Letter Templates

Templates for the subject and content of letters – like email templates, only without sender, recipient and attachments.

In “Write letter” you take over a template via the “Template” selection.

Edit Letter Template

Edit Letter Template

Name, description, subject and content of the template. The builder offers print-ready blocks.

Placeholders such as {Vorname} are replaced per recipient when a letter is created.

Preview as PDF

Shows the current state on your letterhead, placeholders with sample data. Nothing is saved.

Address, date and footer are placed as defined in the letter settings.

Public

Public templates are visible to all logins of this provider, private ones only to you.

Only the person who created a template can edit and delete it.