Formatting Guide
All formatting is handled automatically by the order portal. Redundant standalone tools are also available in the footer for experimentation and previewing.
Skip this section if the client is receiving notes in bulk. Addresses are only needed if we're mailing each note directly to individual recipients on the client's behalf. Most clients export address data from a CRM or spreadsheet where each field is in a separate column. The order portal automatically transforms this into the format we need for handwriting.
Your Raw Data
Most people store addresses in a CRM or spreadsheet where each detail such as name, street, unit, city, state, and ZIP are in separate columns. This is perfectly fine - the order portal will automatically map and merge these fields into the correct format.
| First Name | Last Name | Company | Street | Unit | City | State | Zip |
|---|---|---|---|---|---|---|---|
| Sarah | Johnson | Johnson Floral Co | 1285 Meadow Lane | Apt 3B | Austin | TX | 73301 |
| Michael | Rivera | Rivera Realty | 442 Pine Street | Suite 210 | Denver | CO | 80203 |
| Emily | Harris | Harris Consulting LLC | 910 Sunset Blvd | 2nd Floor | Los Angeles | CA | 90026 |
What to Submit
A spreadsheet with address data. This can be a raw CRM export with separated columns or a pre-formatted file - the order portal will guide you through mapping the fields either way.
Fields Available to Map
When you upload your data, the order portal will ask you to map your columns to the following fields. This tells the system which column contains which piece of information.
- First Name
- Last Name
- - OR -
- Full Name
- Business Name
- Street Address
- Apt/Unit
- City
- State
- Zip Code
The Final Format
The order portal transforms your raw data into the format we need for handwriting: business name (if applicable), recipient's name, street address with unit (if applicable), then city, state, and ZIP. Each column becomes one line on the envelope.
| Business Name(optional) | Full Name(or first and last) | Street, Unit(unit only if applicable) | City, State, Zip |
|---|---|---|---|
| Acme Corp | Sarah Chen | 123 Oak St, Apt 4 | Austin, TX 78701 |
| Rivera Realty | Michael Rivera | 442 Pine Street, Suite 210 | Denver, CO 80203 |
| Harris Consulting LLC | Emily Harris | 910 Sunset Blvd | Los Angeles, CA 90026 |
How It Appears on the Envelope
Every row = one envelope. Every column = one line. Columns are used in left-to-right order, meaning Column A = Line 1, Column B = Line 2, Column C = Line 3, etc.
The handwriting shown in this graphic is font generated for demonstration purposes only and does not represent the actual product.
Optional: Standalone Address Formatter Tool
If you'd like to preview how your addresses will be formatted before placing an order, we offer a standalone Address Formatter tool. This optional tool lets you upload data, map columns, and download a formatted file. You can find it in the footer of our website.
Address Formatter Tool
Upload data, map columns, and download a perfectly formatted file.
- Incomplete addresses - Make sure every intended recipient has a full name and complete address to ensure the message can be delivered.
- Notes and instructions - The address file should only contain address information. Do not include notes like "Leave at front desk."
Use this option when every recipient receives the exact same message. One message is written, and it will be written identically on every note in the order.
How It Works
In the order portal, simply type or copy/paste the message directly into the text box. That's it - no file upload needed.
We appreciate your support more than you know. Every order helps us keep doing what we love, and we're truly grateful you chose to shop with our small business.
We appreciate your support more than you know. Every order helps us keep doing what we love, and we're truly grateful you chose to shop with our small business.
The handwriting shown in this graphic is font generated for demonstration purposes only and does not represent the actual product.
Every person in the order will receive this exact handwritten message.
Word Count Limits
The number of words that fit on a page depends on the writing tool (ballpoint pen, felt tip pen, or sharpie marker) and paper size selected in the order. The portal displays the word limit per page and tracks the word count as the message is typed, so it's easy to stay within the limit.
If the message exceeds the limit, it will continue onto additional pages. Each page is billed as its own note.
- Adding placeholders like [NAME] - If personalization is needed, use Section 3: Template Notes instead.
Use this option when the client wants the same basic message, but with personalized touches. For example, a core message that includes the recipient's name, the product they purchased, a donation amount, or an event they attended.
Step 1: Upload Data
Upload a spreadsheet where each row represents a recipient and each column represents a data type.
Column headers should be clear and descriptive because the portal converts them into clickable tokens that can be inserted into the note text.
The row order must match the address recipient upload order for recipients to receive the correct notes. If it doesn't, the portal provides an option to restructure the data after upload.
| First Name | Last Name | City |
|---|---|---|
| Sarah | Chen | Austin |
| Michael | Rivera | Denver |
| Emily | Harris | Los Angeles |
{{First Name}} {{Last Name}} {{City}}
Step 2: Compose the Message
While writing the message, click tokens to insert them into the text. Tokens automatically map to the underlying data in the spreadsheet. Press ENTER to create a new block and DELETE to remove an existing block. Each block becomes a line break in the note.
Step 3: Preview
The order portal lets you view the template in real time, or toggle to Preview mode to see each personalized note and confirm that mapped data appears as intended before submitting the order.
Hello {{First Name}},
It was great meeting in {{City}}.
I hope to see you again soon.
Hello Sarah,
It was great meeting in Austin.
I hope to see you again soon.
Behind the scenes, the portal generates a formatted file where each block is placed in its own column and each recipient's note is divided by row.
| Row | Block 1 | Block 2 | Block 3 |
|---|---|---|---|
| 1 | Hello Sarah, | It was great meeting in Austin. | I hope to see you again soon. |
| 2 | Hello Michael, | It was great meeting in Denver. | I hope to see you again soon. |
| 3 | Hello Emily, | It was great meeting in Los Angeles. | I hope to see you again soon. |
How the Note Becomes Handwriting
Each row in the exported file will become its own handwritten note. Each block will become its own section of text, separated by a line break.
Hello Sarah,
It was great meeting in Austin.
I hope to see you again soon.
The handwriting shown in this graphic is font generated for demonstration purposes only and does not represent the actual product.
What to Submit
A spreadsheet with your personalization data (names, cities, amounts, etc.). The order portal's built-in template builder handles the rest - just upload your data, compose your message with tokens, preview, and submit.
Optional: Standalone Note Builder Tool
If you'd like to experiment with building templates before placing an order, we offer a standalone Note Builder tool. This optional tool lets you upload data, compose messages with tokens, and preview results. You can find it in the footer of our website.
Note Builder Tool
Upload data, build your template, and download a perfectly formatted file.
- Empty cells in the data - If a field is empty for a recipient, that part of the note will be blank. Check your data to avoid unintentional gaps.
- Row order doesn't match address upload order - The row order of the token data must match the address recipient upload order for recipients to receive the correct notes.
- Skipping the preview - Always check a few examples in preview mode to catch any issues before submitting.
Use this option when every note is completely different. Each message is written individually, with no template and no shared parts. Each note is 100% unique.
How It Works
Write all notes in one document, placing a page break between each one. Every page will be treated as a separate note for a different recipient.
The page order must match the address recipient upload order for recipients to receive the correct notes. If it doesn't, the portal provides an option to restructure the data after upload.
Sarah, congratulations on the promotion! Your hard work has truly paid off.
Michael, it was great meeting you at the Denver conference.
Emily, thank you for the referral last month.
Sarah, congratulations on the promotion! Your hard work has truly paid off.
Michael, it was great meeting you at the Denver conference.
Emily, thank you for the referral last month.
The handwriting shown in this graphic is font generated for demonstration purposes only and does not represent the actual product.
What to Submit
One document with each note on a separate page. Page 1 = first recipient, Page 2 = second recipient, and so on.
How to Add a Page Break
After typing each note, press Ctrl + Enter (Windows) or Cmd + Enter (Mac) to start a new page for the next note.
- Pressing Enter instead of using page breaks - Hitting Enter a bunch of times looks like a new page, but it won't work. Use
Ctrl/Cmd + Enterto create a real page break. - Putting multiple notes on one page - Each note needs its own page so we have a clear marker showing where one note ends and the next begins.
- Page order doesn't match address upload order - The page order of the notes must match the address recipient upload order for recipients to receive the correct notes.
- Accidental blank pages - Check the document for any empty pages and delete them before submitting.
- Wrong page count - Count the pages in the document before submitting. The total number of pages must match the order quantity.
- Saving as PDF - Make sure to save and upload the file in an accepted format (.docx or .doc)