# Prepare letter templates

Keep the letters you write again and again as templates with a name, a subject and a text, start a letter from one in a click, and see how many letters each template produced.

A letter template holds a name, a subject and a text. Choosing it on a letter copies the subject into **Main Subject** and the text into **Description**, where you finish the letter. A template does not choose recipients, a date or a state: those belong to each letter.

## Before you start {#before-you-start}

- Templates need the **Manager** access right on **Letters**; the **Template** field of a letter is hidden from the other right.
- The menu **Employees/Configuration/Letter Templates** sits under **Configuration** of the **Employees** app, which only the **Administrator** access right on **Employees** shows. Without it, open a template from a letter: the arrow beside the **Template** field opens the template chosen there.

## See the templates {#list}

Open **Employees/Configuration/Letter Templates**. The list shows each template's name and subject; the demo holds **Office hours notice**. The kanban view, from the button at the top right, also counts the letters made from each template.

![The letter templates, each with its name and the subject it gives a letter.](https://jaah.app/web/image/15910-663d04ce/hr-letters-letter-templates-templates_list-en.png)

## Create a template {#create}

1. Click **New**.
2. Type the **Name**, the label you will pick in a letter, here `Letters demo: Salary certificate`.
3. Type the **Subject** the letters will start with, here `Letters demo: Salary certificate request`.
4. Write the text in the **Description** tab. It is rich text, and its formatting travels into each letter and its PDF.
5. Save.

![The saved template with its subject and text; the Letters button counts the letters made from it.](https://jaah.app/web/image/15914-cb310a53/hr-letters-letter-templates-template_form-en.png)

The **Letters** button at the top counts the letters made from the template, archived ones aside, and opens them.

## Start a letter from a template {#use}

There are two ways:

- In a new letter, choose the template in **Template**, as [Your first letter](your-first-letter#template) shows.
- On the template, click **Letters**, then **New**. The letter opens with the template already chosen, its subject and its text filled.

![A letter started from the template's Letters button already carries its template, subject and text.](https://jaah.app/web/image/15918-a10abf01/hr-letters-letter-templates-letter_from_template-en.png)

Then choose the recipients, save and approve the letter as usual. Choosing a template on a letter replaces its subject and text with the template's, so choose the template first and write afterwards.

## Change or remove a template {#change}

A template's subject and text are copied into the letter at the moment you choose it. Editing the template later changes the next letters only; the letters already written keep their own text. Templates have no archive: **Actions**, then **Delete**, removes one, and the letters made from it keep their subject and text while their **Template** field becomes empty.

## FAQ {#faq}

### Can a template carry an Arabic and an English version? {#two-languages}

Yes. The name, subject and text of a template, like the subject and text of a letter, can hold one version per language through the language button of each field; [Languages and translations](/docs/general-settings/languages-and-translations) explains the button. A letter receives the version of the language you work in when you choose the template.

### Why is there no Template field on my letters? {#no-template-field}

The field shows only to the **Manager** access right on **Letters**.

### Why does the template show fewer letters than I wrote? {#count}

The **Letters** button leaves out archived letters, and it counts only letters whose **Template** field still names the template.

### Can a template choose who receives the letter? {#recipients}

No. **Employees** and **Send to all** are set on each letter.

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- Source: https://jaah.app/docs/hr-letters/letter-templates
- Updated: 2026-10-28
- Version: Letters 19.0.1.0.5
- Verified: 2026-10-28