Sending Decision Letters

Applly can generate professional decision letters and deliver them to applicants by email with a PDF attachment. This streamlines one of the most time-consuming parts of running an application program.

Generating a Decision Letter

From any submission's detail view, click Generate Decision Letter. You'll be presented with a letter composition screen where you can:

1. Select a template — Choose from your organization's saved letter templates (Accepted, Declined, Waitlisted)
2. Customize the content — Personalize the letter body with specific notes, conditions, or next steps for this applicant
3. Preview the PDF — See exactly what the letter will look like before sending
4. Send the letter — Deliver it to the applicant's email with the PDF attached

Letter Templates

Letter templates are reusable letter bodies that you can customize per program and per decision type. Access your templates through Settings > Letter Templates in the organization dashboard. Each template supports variables such as {{applicant_name}}, {{program_name}}, and {{organization_name}} that are automatically populated when generating a letter.

PDF Generation

Applly generates a polished PDF version of every decision letter, which is automatically attached to the email sent to the applicant. The PDF includes your organization name, the date, and any content in the letter body. You can also download the PDF directly from the submission detail view for your own records.

Email Delivery

Decision letters are sent from Applly's email infrastructure. The sender name will reflect your organization's name. Ensure that applicants have provided a valid email address in their application — the email address from their account profile is used by default.

Tracking Letter Status

After sending, the submission detail view records when the letter was sent. You can resend a letter if needed by clicking Resend Letter on the submission page.