Mail Merge Templates let you send polished, personalized emails to many donors at once. Write one message—Momentum fills in details like name, gift amount, or fund—so each email still feels tailored.
What Are Mail Merge Templates?
Mail Merge Templates are prewritten emails that use merge variables—placeholders for donor data like [Preferred Name] or [Last Gift Amount]. When you send the message, Momentum automatically replaces those tags with each donor’s real information from your database.
This means you can send one email to 100 people—and every single one will sound like it was written just for them.
For example:
Hi [Preferred Name],
Thank you for your [Last Gift Amount] to [Fund Name]!Becomes:
Hi Jordan,
Thank you for your $100 gift to the Student Scholarship Fund!This keeps outreach fast and personal—without you needing to write the same email over and over.
How to Create a Mail Merge Template
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Go to Workspace → Templates
Navigate to your Workspace and open the Templates tab. -
Click “+ New Template”
- Choose Mail Merge as the template type.
- Give your template a name that clearly describes when and how it should be used (e.g., “Giving Tuesday Thank You - LYBUNTs”).
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Write Your Message
- Use the built-in editor to draft your message.
- On the right, you’ll see a list of merge tags you can insert. These pull live data from your CRM.
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Save Your Template
- Click Save and your template will be stored for future use by you or your team.
How to Use a Mail Merge Template
Mail Merge Templates can be applied any time you’re reaching out to a group—whether it’s from a list, a segment, or even a single donor record:
- Click New Action and choose Email.
- Select your Mail Merge Template from the dropdown menu.
- Momentum will generate a draft email for every recipient with their specific info filled in.
- Review the drafts to make sure everything looks right. You can make edits to individual emails before sending.
- Click Send. All emails will be delivered through your connected email account and logged to your CRM.
Tips for Success
- Preview First: Before sending to a group, use the preview feature to test how your message looks for a specific donor.
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Check for Missing Data: If any donor is missing a required field (like
[Preferred Name]), it may show up as a blank in the draft. You can edit those messages individually before sending. -
Use Descriptive Names: Include audience or purpose in your template name to make it easier to find later.
- Use this: “End of Year Thank You - 2024 Donors”
- Not: “Email Template 1”
- Keep It Simple: Mail Merge Templates are best for messages where the content is the same for everyone, with just a few personal touches.
- Use AI Templates for More Customization: If you want more dynamic personalization or different messages per donor, consider using an AI Template instead.
Synced with Your CRM
Every email sent using a Mail Merge Template is automatically logged to the donor’s record in your CRM—no extra work required. That means your reporting stays accurate, and everyone on your team knows what communication has gone out.
TL;DR
Use this feature to: Send personalized, consistent emails to many donors at once
You can: Create reusable templates that pull in donor data from your CRM
Perfect for: Thank-you notes, giving day reminders, campaign updates
Works with: Lists, segments, and one-off emails in Momentum
Bonus: Everything is synced and logged automatically—no manual tracking needed