# Letter & document templates

> Adapt the layout and wording of every document Selloff produces, from letters and receipts to invoices, in each language, with placeholders and conditions.

- URL: https://www.selloff.auction/features/letter-templates
- Language: English
- Domain: CRM
- Last updated: 2026-10-07
- Français: https://www.selloff.auction/fr/fonctionnalites/modeles-documents.md

## At a glance

- Block-based templates with lots tables, signature areas and page layout settings
- Text per language with placeholders and if/else conditions
- Letters to contacts, opportunities and campaign recipients on your branch letterhead
- Email subject and body stored with each template, with blocks editable before sending
- Every printed or emailed document filed on the contact record

## One engine for every document

An auction house produces dozens of documents: receipts and sale contracts, description and results lists, invoices and reminders, consignor statements, payment confirmations, bidder sheets and letters. In Selloff they all use the same template engine, so the house style is defined once and applied everywhere.

## How templates are built

A template is a sequence of blocks: text, a lots table, a signature area, and more. Each block has a width, offset, colours, border and padding, and can start on a new page; the page itself can be portrait or landscape, with or without header and footer. Texts are written for each language and use placeholders, chosen from a picker, for names, addresses, amounts, lots or branch details. If/else conditions adapt a paragraph to the case, for example when documents are addressed to a representative.

Each template also stores its email subject and body and a file-name pattern. Several templates can exist for the same document type, and a template can be duplicated as the starting point for a new one.

## Letters in one click

From a contact, an opportunity or a campaign, you start a letter from a template (a blank letter is provided); Selloff fills in the salutation and the contact's details, and prints on the letterhead of the branch you choose. Blocks marked as editable can be adjusted before printing or sending. Campaign letters go to all selected recipients in one run.

## Filed automatically

Every document printed for a client or sent by email is saved on the contact's activity feed, linked to the consignment, receipt, invoice or other record it concerns. Several documents can go out in a single email, and bulk runs are processed in the background. See [client records](https://www.selloff.auction/features/client-records.md) and [email tracking](https://www.selloff.auction/features/email-tracking.md).

## Related features

- [Client records & history](https://www.selloff.auction/features/client-records.md): One record per contact with addresses, ID and bank details, tags, consignments, bids, invoices and a complete activity history shared by the whole team.
- [Consignment receipts & signed documents](https://www.selloff.auction/features/consignment-receipts.md): Register each deposit on a numbered receipt with storage location and import details, send lot lists and contracts, and track which signed copies are back.
- [Automatic invoicing](https://www.selloff.auction/features/automatic-invoicing.md): Create buyer invoices and consignor statements from recorded sales in a few clicks, with premium, insurance, fees, shipping and VAT calculated automatically.
- [Email tracking](https://www.selloff.auction/features/email-tracking.md): Every email Selloff sends is logged on the contact with its content, attachments and delivery status, from queued to delivered, opened or bounced.

## Frequently asked questions

### Can we adapt Selloff documents to our house style and wording?

Yes. Receipts, contracts, lists for consignors, invoices, statements, confirmations and letters are templates you can edit in the settings: add or move text blocks, place a lots table or a signature area, choose portrait or landscape, margins, header and footer. The branch logo and footer are applied automatically.

### In which languages can documents be produced?

Template texts are stored per language, and each document is generated in the preferred language of the contact it is addressed to. Default templates are supplied in several languages, including English, French and German.

### Can I send the same letter to many contacts?

Yes. A campaign letter can be printed or emailed to the selected recipients of a campaign, with placeholders filled in for each contact. Large batches are generated in the background, and you receive a ZIP file or a download link when they are ready.