Letter templates use mail-merge fields — shown in-app as "template insertion points" — to
pull in real data when a letter is generated. This page catalogs every available token, what
it renders, and (critically) which parent object types it's actually populated on. A
handful of tokens are silently ignored (rendered as empty) on parent types they don't apply
to, so a template author needs to know this table, not just the token names.
Insertion points are written as <<TOKEN_NAME>> directly in the template text. The same
reference is available in-app from the Template Manager's collapsed Mail merge field
reference panel, and inline from the letter flow's editor while drafting a letter.
¶ Date and reference
| Token |
Description |
Applies to |
<<DATE_OF_RECORD>> |
The letter's date of record, as set in Step 2 of the letter flow. |
All parent types |
<<ACTION_DUE_DATE>> |
The action-due-by date, as set in Step 2. |
All parent types |
<<REFERENCE_NUMBER>> |
The letter's auto-generated reference number. Not editable — always system-assigned. |
All parent types |
| Token |
Description |
Applies to |
<<RECIPIENT_NAME>> |
The selected recipient's name. |
All parent types |
<<MAILING_ADDRESS>> |
The selected mailing address. |
All parent types |
<<RECIPIENT_NAME_AND_ADDRESS>> |
Name and address together, as a single positioned block — this is the one meant to land inside a windowed envelope. Its on-page position is controlled by the template's print style (top/left margins), not by where you place the token in the text. |
All parent types |
¶ Sender and officer
| Token |
Description |
Applies to |
<<SENDER_NAME>> |
The signing officer's name (or the generic signing person, if configured — see Generic officer signatures). Not editable. |
All parent types |
<<SENDER_BLOCK>> |
A fuller sender block (name, title, etc.). Not editable. |
All parent types |
<<SENDER_SIGNATURE_IMAGE>> |
The signer's signature image, if one is on file. Not editable. |
All parent types |
<<GENERIC_SENDER_NAME>> |
The municipality's configured generic sender name, independent of who the actual signing officer is. Not editable. |
All parent types |
<<SENDER_PHONE>> |
The signing officer's highest-ranked (primary) phone number by itself, for direct insertion. Not editable. |
All parent types |
<<SENDER_EMAIL>> |
The signing officer's highest-ranked (primary) email address by itself, for direct insertion. Not editable. |
All parent types |
| Token |
Description |
Applies to |
<<MUNI_NAME>> |
The municipality's name. Not editable. |
All parent types |
<<MUNI_PHONE>> |
The municipality's main phone number. Not editable. |
All parent types |
<<MUNI_CONTACT_BLOCK>> |
A fuller municipality contact block (address, phone, office hours, etc., as configured). Not editable. |
All parent types |
| Token |
Description |
Applies to |
<<PARCEL_ID>> |
The target property's parcel/tax ID. Not editable. |
All parent types |
<<TARGET_PROPERTY_ADDRESS_1_LINE>> |
The target property's address, single-line format. Not editable. |
All parent types |
<<TARGET_PROPERTY_ADDRESS_2_LINE>> |
The target property's address, two-line format. Not editable. |
All parent types |
<<TARGET_PROPERTY_ADDRESS_FULL_CSZ_NO_BREAK>> |
The target property's full address — building/street and city/state/zip together on one flat line, no line break. Not editable. |
All parent types |
<<TARGET_UNIT_NUMBER>> |
Formatted "Unit N" line for the letter's parent CE case, if the case has a unit on file (a CE case can only ever be linked to one unit). Empty when there's no unit. Not editable. |
CECASE only |
<<UNIT_LIST>> |
A list of the property's units. Not editable. |
Property/Parcel only — renders as empty on CE case and permit file letters |
| Token |
Description |
Applies to |
<<VIOLATIONS>> |
A full table of the case's linked code violations, built from the actual CodeViolation records — including, per violation, whatever combination of ordinance text, compliance due date, and photos was selected on Step 3 of the letter flow. Not editable directly (it's a generated table block). |
CE Case only — completely ignored (renders as nothing) on Property/Parcel and Permit file letters |
This is also the field to use instead of the Template Manager's Default code elements
setting for anything involving actual case violations — Default code elements is a
template-level ordinance tag for rental-registry/occ-period context, not a rendering token.
See Creating and editing letter templates
for the full distinction.
| Token |
Description |
Applies to |
<<PHOTOS>> |
A general photo block for images attached directly to the letter (not tied to a specific violation). Not editable. |
All parent types |
- In a template that hasn't been generated onto a real letter yet (i.e. the Template
Manager's own Generate preview), every token above is treated as applicable and filled
with a dummy/sample value — the parent-type restrictions only take effect once the template
is actually used to draft a real letter.
- A token that isn't applicable to a letter's parent type is stripped out (rendered as empty)
rather than left as literal text — you'll never see a raw <<UNIT_LIST>> printed on a CE
case letter, for example.
See also: Creating and editing letter templates.
Back to: Letters & Emailing — Admin Guide