# Letterhead

> Letterhead is a newsletter platform for publishers: write and send email newsletters, curate content into them,
> sell and place promotions, manage your audience, automate journeys, and report on what performs. This is its help
> center, plus the developer documentation for the Letterhead API.

---

# Coming from Sailthru

Source: https://docs.tryletterhead.com/api/coming-from-sailthru/

> If you pull reporting out of Sailthru's list, blast, and profile endpoints, this maps each call and field onto the Letterhead API — including the calls that collapse into one and the handful of fields with no equivalent.

If you're moving to Letterhead from Sailthru and you have reporting built on its API, this article maps
what you're calling today onto the [Letterhead API](https://docs.tryletterhead.com/api/using-the-letterhead-api/), field by field.

**What's covered here:** the three reads teams most often depend on — list statistics, per-campaign
statistics, and profile data. Sailthru's other APIs, such as those for sending, templates, or purchase
events, aren't mapped yet. If you rely on one of those, tell us which and we'll extend this guide.

This is about reading data. If you'd rather keep Sailthru as your sending provider for now and use
Letterhead only to build newsletters, that's a different setup — see
[Create newsletters in Letterhead while sending through your own ESP](https://docs.tryletterhead.com/newsletters/esp-integration/).

:::note[Availability]
Some of the audience and segment endpoints below may need to be enabled for your account. Contact
support if a response comes back empty or unavailable.
:::

## How the concepts line up

Most field-level questions answer themselves once the nouns match up.

| In Sailthru | In Letterhead | What changes |
| --- | --- | --- |
| Site | Company | An API key is scoped to a company and covers every newsletter in it. |
| List — the newsletter itself | Newsletter (channel) | Identified by a short text slug rather than a numeric ID. |
| List — a saved query | Segment | A live query over your audience, not a stored copy of it. Defined once for the whole company. |
| Blast | Newsletter edition | Identified by a unique ID rather than a numeric one. |
| Profile | Contact | Identified by the email address itself. |

## Two things that change in your code

**Most of what you exported, you can now just ask for.** Newsletter and audience statistics are
ordinary requests that answer immediately, and bulk contact reads page through results with a cursor,
so none of the reporting below needs an export job. If you do want your audience as one file,
Letterhead keeps Sailthru's request, poll, and download pattern for that — covered at the end.

**Email addresses come back in the clear.** Contact records carry the actual address. If your Sailthru
exports request hashed addresses, you can drop the hashing parameter and whatever you do downstream to
match those hashes against your own records — Letterhead identifies a contact by the address itself.

## Lists that are newsletters

Sailthru needs three calls per list — inventory, last send time, statistics. In Letterhead each of
these answers for every newsletter at once.

### Inventory

`GET /api/v3/channels` returns every newsletter in your company. Each one carries the slug you'll use
everywhere else, its title, and its type.

The newsletter's creation date isn't part of this response.

### Last send time

There's no "last send" field on a newsletter. Read it from the editions list instead, which covers
every newsletter in one request rather than one request per list:

```
GET /api/v3/letters?allChannels=true&orderBy=publicationDate&asc=false
```

Each edition carries its publication date, title, newsletter, unique ID, and status. Add
`channels[]=<slug>` to narrow to particular newsletters.

### Audience statistics

Two endpoints cover what `stat=list` returns, and between them they go further:

- `GET /api/v3/metrics/portfolio-health` — the latest snapshot for every newsletter: total
  subscribers, new subscribers, unsubscribes, net growth, cleaned addresses, and the five engagement
  groups described below.
- `POST /api/v3/metrics/audience` — the same audience over a date range you choose, with a daily
  series and a comparison against the previous period. Pass `groupBy: "channel"` for a per-newsletter
  breakdown.

| Sailthru statistic | Letterhead |
| --- | --- |
| `email_count` | `totalSubscribers`, or `totalAudienceMembers` for everyone including unsubscribed |
| `active_count` | `activeSubscribers` |
| `engaged_count` | `loyalistsCount` plus `newAndEngagedCount` |
| `passive_count` | `casualCount` |
| `disengaged_count` | `fadingCount`, or `totalDisengaged` if you want the status rather than the behavior |
| `dormant_count` | `ghostsCount` |
| `new_count` | `newSubscribers` |
| `optout_count` | `unsubscribes` for a chosen window, `totalUnsubscribes` for all time |
| `hardbounce_count` | Hard-bounced addresses move to a cleaned state, so `totalCleaned` is the newsletter-level figure. Exact bounce counts are per edition — see below. |
| `lists_count` | `singleNewsletterCount` is the inverse: subscribers who read only this newsletter. For genuine cross-newsletter membership, use `GET /api/v3/contacts/overlap`. |

Two more rollups have no Sailthru equivalent and may save you some assembly:
`GET /api/v3/contacts/overview` returns company-wide totals plus how many newsletters are growing,
holding steady, or need attention, and `GET /api/v3/contacts/metrics/groups` breaks subscribers down
by group and newsletter with growth and health for each.

## Lists that are segments

Where a Sailthru list is really a saved query, the equivalent is a segment. Segments are defined once
at company level and evaluated live, so "engaged openers" is one segment you ask about per newsletter
rather than a query you maintain separately on every list. Add `?channel=<slug>` to any read below to
scope it to a single newsletter.

| What you want | Endpoint |
| --- | --- |
| The segments that exist, and which newsletters they apply to | `GET /api/v3/contacts/segments` |
| One segment, including its live definition | `GET /api/v3/contacts/segments/{segmentId}` |
| How many contacts are in it right now | `GET /api/v3/contacts/segments/{segmentId}/count` |
| Who's in it, paged | `POST /api/v3/contacts/segments/{segmentId}/preview` |
| Its engagement over time | `GET /api/v3/contacts/segments/{segmentId}/engagement-timeline` |
| The same figures for your whole audience, as a baseline | `GET /api/v3/contacts/engagement-timeline` |

The engagement timelines return, for each day, how many contacts were delivered to, how many opened,
how many clicked, and how many bounced, along with the rates those imply. Append `/csv` to either
timeline endpoint for the same data as a file.

Reading a segment's definition alongside its count is worth doing: it lets you record what a number
actually counted, which is something a stored list membership can't tell you later.

### The five engagement groups

Letterhead classifies subscribers by how they've engaged with recent editions, without anyone having
to define a rule. These groups are the closest equivalent to Sailthru's engagement levels, and you
can use them anywhere a segment is accepted.

| Group | Who's in it |
| --- | --- |
| Loyalists | Engaged with (opened or clicked) at least three of the last five editions |
| New & Engaged | Joined in the last 30 days and engaging |
| Casual | Engages intermittently — also where subscribers sit when a newsletter is too new to judge |
| Fading | Engagement declining across recent editions |
| Ghosts | Hasn't engaged with (opened or clicked) any of the last ten editions |

Counts for these come from `GET /api/v3/metrics/portfolio-health`, which returns them for every
newsletter in a single request. `GET /api/v3/contacts/metrics/groups` gives each group as a share of
the newsletter's audience, with an up, down, or steady trend.

:::caution[One thing to watch]
These groups are defined against a single newsletter's recent editions, so when you filter contacts by
one of them you must also scope the request to one newsletter. Segments you define yourself have no
such restriction and can be read across your whole company.
:::

Older accounts may also see a newsletter-level segment list at `/api/v3/audience/segments`. That one
exists for setups that send through an outside provider — if you're sending with Letterhead, build
against the company-level segment endpoints above.

## Blast statistics

This is where the most work disappears. Sailthru makes you list campaigns and then fetch statistics
one campaign at a time; Letterhead returns identity and performance in the same rows.

`POST /api/v3/letters/metrics` takes a page number, a sort direction, a date range, and an optional
list of newsletters. The envelope's total is the number of published editions matching your filter, so
paging is straightforward. If you only care about one newsletter,
`POST /api/v3/letters/metrics-by-channel` does the same with a single authorization step.

| Sailthru field | Letterhead |
| --- | --- |
| `blasts[].blast_id` | `uniqueId` |
| `blasts[].name` | `title` |
| `blasts[].list` | `channel`, plus `segmentNames` and `suppressedSegmentNames` when the edition was sent to particular segments |
| `blasts[].start_time` | `publicationDate` |
| `count` | `accepted`, with `delivered` alongside it |
| `open_total` | `opens`, with `opensUnique` and `opensUniqueConfirmed` |
| `confirmed_opens` | `opensUniqueConfirmed` |
| `beacon` | `prefetchedOpensLegacy` |
| `estopens` | `projectedOpenRate` — a rate rather than a count |
| `click_total` | `clicks`, with `clicksUnique`, `realClickRate`, and `nhiClicks` |
| `hardbounce` | `hardBounces`, with `hardBounceRate` |
| `softbounce` | `softBounces`, with `softBounceRate` |
| `optout` | `unsubscribed` |
| `subject` | `title` is the edition's title. For subject-line performance specifically, use `GET /api/v3/letters/subject-line-performances`. |

### Two counts you may be used to seeing folded together

Letterhead separates two populations that most providers mix into their totals, so you can report on
real readers if you want to:

- `prefetchedOpensLegacy` is opens recorded because a mail app fetched the tracking image on the
  reader's behalf, rather than because a person opened the message.
- `nhiClicks` is clicks from security scanners and other automated systems rather than people.

Both are reported separately instead of being rolled into `opens` and `clicks`, so your open and click
rates can be computed either way.

### Going further than Sailthru did

A few reads have no equivalent in what you're replacing:

- `POST /api/v3/metrics` — company-wide totals with a daily series and a previous-period comparison.
- `GET /api/v3/letters/{uniqueId}/links` and `GET /api/v3/letters/{uniqueId}/click-links` — per-link
  click detail for a single edition.
- `POST /api/v3/metrics/clicks/topics` and `POST /api/v3/metrics/clicks/topic-share` — clicks grouped
  by subject, and how much you publish on a subject against how much readers click it.
- `GET /api/v3/links` — every link you've sent, deduplicated across editions.
- `GET /api/v3/letters/{uniqueId}/opens-by-hour` — the open curve for one edition.

## Profile data

Sailthru's request, poll, download, aggregate sequence becomes a single loop.

`POST /api/v3/contacts/browse` pages through your audience with a cursor: make the request, use the
cursor it returns to ask for the next page, and repeat until it's exhausted. You can filter by
newsletter, subscription status, tag, custom field, segment, date added, or an explicit list of
addresses, and sort by name, email, status, or date added.
`POST /api/v3/contacts/search` is the lighter keyword-and-tag search over the same data.

These are the columns most Sailthru profile exports carry. If yours includes something not listed,
it's most likely a custom variable, which maps to a custom field.

| Sailthru column | Letterhead |
| --- | --- |
| `Profile Id` | The email address is the identifier; there's no separate profile ID |
| `Email Hash` | `email`, unhashed |
| `Domain` | Split it from the email address — it isn't stored separately |
| `Profile Created Date` | `createdAt` |
| `Signup` | Each subscription carries its own `createdAt`, so you get one per newsletter rather than one per profile |
| `Engagement` | Not a field on the contact. `GET /api/v3/contacts/{email}/engagement` returns that contact's deliveries, unique opens, unique clicks, bounces, and the rates those imply. For whole cohorts, use the engagement groups above. |
| Custom variables such as date of birth, gender, or source | `customFields`, which you can also filter on when browsing |

Each contact also carries first and last name, tags, and a list of subscriptions, each with its
newsletter, status, and dates.

### Detail you couldn't get before

- `GET /api/v3/contacts/{email}` — the full record.
- `GET /api/v3/contacts/{email}/activity` — that contact's event history: opens, clicks, bounces with
  a reason, and more.
- `GET /api/v3/contacts/{email}/last-active` — when they last engaged.
- `GET /api/v3/contacts/{email}/suppressions` — why they're being held back, if they are.

### If you'd rather have a file

`POST /api/v3/contacts/export` takes the same filters as browsing and builds a CSV of every matching
contact in the background. It answers straight away with an `exportId`; poll
`GET /api/v3/contacts/exports/{exportId}` until the status is `ready`, then download the file from the
`downloadUrl` it returns. The link works for 7 days. See
[Start a contacts export](https://docs.tryletterhead.com/api/reference/operations/startacontactsexport/) for the details.

The file has first and last name, email, your custom fields, tags, and one column per newsletter
showing membership. It doesn't include engagement or date-added columns — browse for those. Signed in
to Letterhead, you can run the same export from your company's Contacts page, and the link is emailed
to you instead.

`POST /api/v3/reports/export` emails a clicks, engagement, or growth report across the newsletters and
date range you choose — see [Export a report by email](https://docs.tryletterhead.com/api/reference/operations/exportareport/) for the
fields each report carries. These are rolled-up figures per edition, per link, or per newsletter, not a row per
contact.

## What doesn't carry over

| Sailthru field | Where it stands |
| --- | --- |
| `pv` | Letterhead reports on the email itself, so there's no on-site pageview figure. |
| `spam` per campaign | Not returned by the edition statistics endpoint. |
| `spam_count` per list | Not available as a per-newsletter figure over the API. The nearest equivalents are each edition's hard and soft bounce rates, and the company-wide spam complaint rate from the operational pulse endpoint. |
| `source_count` | Source isn't a built-in dimension. Store it as a custom field, then filter and count on it when browsing contacts. |
| `Domain` | Derive it from the email address. |
| List creation date | Not part of the newsletter list response. |
| Per-list last send time | Derive it from the editions list — one request covers every newsletter. |

## Next steps

- [Using the Letterhead API](https://docs.tryletterhead.com/api/using-the-letterhead-api/) — authentication and what you can build
- [Generate & manage API keys](https://docs.tryletterhead.com/api/managing-api-keys/)
- [Ensuring successful newsletter delivery during ESP migration](https://docs.tryletterhead.com/api/successful-migration/) — the
  deliverability side of the move: domains, authentication, and warming up your sending
- [API reference](https://docs.tryletterhead.com/api/reference/) — the source of truth for request and response formats


---

# Curate content in bulk via API

Source: https://docs.tryletterhead.com/api/curate-content-in-bulk-via-api/

> Use the API to create many curations in one request, each naming which of your newsletters it should appear on, with a batch size limit and a clear error when a request is too big.

## Overview

The [Letterhead API](https://docs.tryletterhead.com/api/using-the-letterhead-api/) lets you push curated content into your account in bulk — many articles in a single request, rather than one call per article. Each curation in the batch names its own URL and which of your newsletters it should appear on. See [Curate in bulk](https://docs.tryletterhead.com/api/reference/operations/curateinbulk/) for the full request and response format.

## Request shape

Alongside your API key, send `api: true` and a `curations` array, where each entry accepts the same fields as the single-article [Curate or update content](https://docs.tryletterhead.com/api/reference/operations/curateorupdatecontent/) endpoint:

- **`url`** (required) — the article's URL
- **`channels`** — the newsletters this curation should appear on, by channel slug. Different curations in the same batch can target different channels.
- **`title`** — saved exactly as you send it; this endpoint doesn't fetch the page to generate one
- **`excerpt`**, **`tags`**, **`overwriteTags`** — same behavior as the single-curation endpoint

Curating a URL you've already curated updates the existing curation instead of creating a duplicate — the same de-duplication the single-curation endpoint uses.

## Batch size limit

A single request accepts up to 500 curations. Internally, each curation fans out into one processing job per channel it targets (at least one job even if it names no channels), and the whole request is capped at 1,500 jobs total. So a batch of curations that each target several channels can hit the limit well before 500 curations — 400 curations naming 4 channels each, for example, would need 1,600 jobs, over the cap.

If a request would exceed the job limit, Letterhead rejects the whole batch with a `400` response naming the projected job count and the limit, so you know to split the request into smaller batches rather than guessing which curation pushed it over.

## Response

Accepted curations are queued for asynchronous processing. A `202` response names how many curations were accepted, plus the total number of processing jobs queued for them — which can be higher than the curation count, since a curation targeting several channels fans out into one job per channel.

## Use cases

- Backfilling a library of existing content across several newsletters at once
- Publishing one story simultaneously across every newsletter it belongs on
- Syncing curated content from an external CMS or feed on a recurring schedule

## Next steps

- [API reference](https://docs.tryletterhead.com/api/reference/) — full paths, parameters, and response formats
- [Generate & manage API keys](https://docs.tryletterhead.com/api/managing-api-keys/)
- [Using the Letterhead API](https://docs.tryletterhead.com/api/using-the-letterhead-api/)


---

# Ensuring Successful Newsletter Delivery during ESP Migration

Source: https://docs.tryletterhead.com/api/successful-migration/

> New to Letterhead? Please read through this article to know what you can do now to smoothly transition your existing newsletter over to Letterhead.

### **Introduction**

Welcome to Letterhead! We're thrilled to have you on board. This guide is designed to help you navigate the migration process from your current Email Service Provider (ESP) to Letterhead, ensuring that your emails continue to reach your subscribers' inboxes. Whether you're new to email newsletters or an experienced sender, this guide will provide you with step-by-step instructions and best practices to maintain high deliverability and avoid common pitfalls.

### **Initial Migration Phase**

### **1.  Decide on Subdomain Usage**

#### **What is a Subdomain?**

A subdomain is a prefix added to your main domain name, creating a separate segment for sending emails, e.g., news.domain.com or email.domain.com.

#### **Why Use a Subdomain?**

-   **De-risking Your Primary Domain:** Using a subdomain for email sending helps protect your primary domain's reputation. If the subdomain encounters deliverability issues, your main domain (used for your website, sales team, etc.) remains unaffected.
-   **Isolation of Issues:** If another department or an external actor does something malicious, it won't impact the primary domain's reputation.
-   **Best Practice for Domain Health:** Helps isolate and manage email reputation independently from your main domain.

### **2\. Verify DMARC, DKIM, and SPF Records**

#### **What are these?**

DMARC (Domain-based Message Authentication, Reporting, and Conformance), DKIM (DomainKeys Identified Mail), and SPF (Sender Policy Framework) are authentication protocols that help protect your email domain from being used in phishing and spam attacks.

#### **Verification Process**

1.  Use tools like [MXToolbox](https://mxtoolbox.com/) to check if your DMARC, DKIM, and SPF records are correctly set up.
2.  Fixing DMARC Policy Not Enabled Error: Follow the guide on [PowerDMARC](http://powerdmarc.com/dmarc-policy-not-enabled/) to resolve this issue.

**Important Note for Letterhead Users:** While Letterhead verifies and handles DMARC, DKIM, and SPF on our side as your ESP, you must ensure these records are correctly set up on your domain. If your DMARC, DKIM, or SPF has not been verified yet, you need to make sure it is active. Letterhead can confirm that these records are correct, but keeping them updated is crucial for optimal deliverability. See also [custom sending domain setup](https://docs.tryletterhead.com/settings/sending-domain-configuration/).

#### **Health Check**

Before migrating, run a health check on your domain to ensure it's not on any spam lists and that it has no inactive subscribers. Clean up your email list to avoid migrating bad emails to the new platform. Use tools like [NeverBounce](https://neverbounce.com/) or [ZeroBounce](https://www.zerobounce.net/) for list verification.

### **3\. Assess Domain Health and Reputation**

#### **Why it's Important**

A good domain reputation ensures your emails are less likely to be marked as spam.

#### **Tools and Methods**

-   Use tools like [Sender Score](https://senderscore.org/), [BarracudaCentral](https://www.barracudacentral.org/lookups/reputation), or [TrustedSource](https://www.trustedsource.org/) to check your domain reputation.
-   Learn More About Email Sender Reputation: Check out resources on [Bird.com](https://www.bird.com/resources/email-sender-reputation) and the [M3AAWG Sender Best Common Practices](https://www.m3aawg.org/sites/default/files/document/M3AAWG_Senders_BCP_Ver3-2015-02.pdf).

#### **Common Reasons for Poor Reputation**

-   High bounce rates, spam complaints, sending to inactive emails, or not sending emails for a long time and suddenly resuming.
-   Automated campaigns with poor engagement.
-   Different ESPs handle email content differently, which can impact deliverability.

#### **Address Issues**

Follow recommendations from these tools to improve your domain health. Improvements can take from a few weeks to several months, depending on the severity and consistency of your practices.

### **4\. Check for Blacklists**

#### **What are Blacklists?**

Blacklists are databases of IP addresses or domains known to send spam. If your domain or IP is listed, your emails are likely to be blocked or marked as spam by many ESPs.

#### **How to Check**

Use tools like [MXToolbox](https://mxtoolbox.com/blacklists.aspx) or [Spamhaus](https://www.spamhaus.org/lookup/) to see if your domain or IP is blacklisted.

#### **Common Scenarios Leading to Blacklisting**

-   **Accidental:** High bounce rates, spam complaints, or sending to inactive emails.
-   **Malicious:** If your domain is hacked and used to send spam.

#### **Steps to Take if Blacklisted**

1.  Follow the removal process specified by the blacklist service.
2.  Improve your email practices, such as maintaining a clean list and ensuring high engagement, to avoid future blacklisting.

#### **How Often to Check**

Check your domain or IP status quarterly or at least once a year.

### **5\. Gradual IP Warming**

#### **Explanation**

IP warming is the process of gradually increasing the volume of mail sent with a dedicated IP address according to a predetermined schedule. This helps build a good sender reputation with ISPs.

Learn More About IP Warming: [SparkPost IP Warm-Up Overview](https://www.sparkpost.com/docs/deliverability/ip-warm-up-overview/).

#### **Detailed Strategy**

-   **Day 1-3: Start Slow**
    -   Send 0.5-1% of your total list per day, starting with 20-50 emails to your most engaged subscribers.
-   **Day 4-7: Gradually Increase Volume**
    -   Increase to 1-2% of your total list, including some less active but still engaged recipients.
-   **Week 2: Moderate Increase**
    -   Increase to 5-10% of your total list, including a broader segment of your list.
-   **Week 3: Higher Volume**
    -   Increase to 10-20% of your total list, focusing on high engagement rates.
-   **Week 4 and Beyond: Full Send Volume**
    -   Gradually reach your full intended volume, depending on your total list size and engagement levels.

#### **Content Strategy**

Use high-quality, engaging content that encourages opens and clicks. Examples include personalized messages, special offers, and exclusive content.

#### **Special Considerations**

-   **List Size Consideration:**
    -   For smaller lists (under 10,000 subscribers), start with smaller percentages and shorter warming periods.
    -   For larger lists (over 100,000 subscribers), extend the warming period and use smaller increments.
-   **Frequency Adjustments:**
    -   If you send weekly or monthly newsletters, increase the volume incrementally per campaign rather than daily.

### **6\. Monitor**

Track open rates, click rates, and bounce rates regularly, monitoring any large spikes in percentage changes.

### **Common Issues and Their Causes**

### **Emails Landing in Spam**

#### **Why It Happens**

-   Switching ESPs can temporarily affect email deliverability, though this can often be resolved after a short period of time without any lasting consequences.
-   Firewalls, spam filters, and past user actions (e.g., marking emails as spam) can cause issues.
-   Content that includes spammy words or high scrutiny from email clients or AI filtering.

#### **Gmail Tabs Check**

Use the [Litmus Gmail Category Tab Test](https://www.litmus.com/gmail-category-tab-test) to see which tab your email is likely to land in.

#### **Scenario Analysis**

-   **Few Subscribers (1-2) Reporting Spam:**
    -   Verify the percentage of affected subscribers.
    -   Check if affected subscribers belong to the same email domain.
-   **Significant Number of Subscribers (3%+) Reporting Spam:**
    -   Immediate steps to take: Verify DNS records, check email content for spam triggers, review recent changes in sending practices.

#### **Decision Tree**

1.  **Initial Checks:**
    -   Check the volume of spam complaints.
    -   For low volume, send a canned response guiding subscribers to check their spam/junk folders and mark your emails as "Not Spam."
2.  **Higher Volume Issues:**
    -   Check your Letterhead dashboard for anomalies.
    -   If there's a large spike (over 2-3%) in blocked or spam reports, contact Letterhead support.
    -   Verify DMARC, DKIM, and SPF records are correctly set up.
    -   Run your email through a spam checker tool to ensure no spammy content or links.
3.  **Detailed Checks:**
    -   Look for complaint patterns (e.g., all from Yahoo, Gmail, or a specific domain).
    -   Ensure no major changes in email content or structure might trigger spam filters.
4.  **Final Steps:**
    -   If issues persist, suggest subscribers contact their IT department to check for firewalls or other blocking mechanisms.
    -   Consider sending emails through a different email client or a different email address to see if the issue persists.

### **Bounces and Soft Bounces**

#### **When to Be Concerned**

-   Low Bounce Rates (under 2%): Typically normal, no action needed.
-   Moderate Bounce Rates (2-5%): Monitor and verify list health.
-   High Bounce Rates (over 5%): Immediate action is required.

#### **Decision Tree**

1.  Are bounces predominantly soft (temporary issues) or hard (permanent issues)?
    -   Soft Bounces: Check email server status and retry later.
    -   Hard Bounces: Clean your email list of invalid addresses, ensure proper email collection practices.
2.  Tools for Analyzing Bounce Reasons:
    -   Use your ESP's reporting tools to get detailed bounce reasons.
    -   Consider third-party tools like [NeverBounce](https://neverbounce.com/) or [ZeroBounce](https://www.zerobounce.net/).

### **Best Practices for All Times**

#### **Maintain Clean Email Lists**

-   Regularly clean and update email lists.
-   Remove inactive or unengaged subscribers.

#### **Content Best Practices**

-   Craft engaging, non-spammy content.
-   Avoid common spam triggers.
-   Resource on Spam Words: [Campaign Monitor's Guide to Spam Words](https://www.campaignmonitor.com/blog/email-marketing/spam-words-to-avoid/)
-   Specific Spam Words to Avoid:
    -   Examples include: "free," "guarantee," "urgent," "winner," "buy now," "cash bonus," and "click here."

#### **Engagement Metrics**

-   Keep an eye on open rates, click rates, and bounce rates.
-   Adjust strategies based on these metrics.
-   Effective Engagement Strategies:
    -   Personalize your emails.
    -   Segment your audience for targeted messaging.
    -   Use compelling subject lines and preheaders.

### **Ongoing Monitoring and Support**

#### **Test Sends**

-   Conduct thorough tests before full-scale sending.
-   Best practices for test emails:
    -   Send test emails to a variety of email clients (Gmail, Outlook, Yahoo, etc.).
    -   Check for rendering issues and spam filter triggers.

#### **Continuous Monitoring**

-   Use deliverability tools to monitor performance.
-   Regular checks on domain health and blacklists.
-   Best Tool for Continuous Monitoring: [Email on Acid](https://www.emailonacid.com/) or [Litmus](https://www.litmus.com/)

#### **Contacting Support**

How and when to reach out to [Letterhead's support team](https://docs.tryletterhead.com/support/contact-support/) for help:

-   Reach out if you notice significant drops in open rates, sudden spikes in bounce rates, or consistent deliverability issues.
-   Prepare information such as recent email campaign details, bounce reports, and any error messages received.

### **Troubleshooting Guide for Letterhead Customers**

#### **Scenario: A subscriber reports not receiving your newsletter**

1.  Check the subscriber's profile in your newsletter to confirm an active subscription and recent activity (opens, clicks).
2.  If the subscriber is active but does not see the newsletter, there may be an issue with the email client's spam filters. Advise them to add your sending address to their contacts and check their spam folder.
3.  Check for any unusual spikes in spam complaints or bounces in your recent campaigns. If there are significant increases, investigate further:
    -   Check if your domain has been flagged on any spam lists using tools like [MXToolbox](https://mxtoolbox.com/blacklists.aspx) or [Spamhaus](https://www.spamhaus.org/lookup/).
    -   Use tools like [Email on Acid](https://www.emailonacid.com/) to check if your recent campaigns are triggering spam alerts.
    -   Review your email content for any trigger words, suspicious links, or other issues that could be causing the problem.
4.  If you can't resolve the issue, have the subscriber unsubscribe and re-subscribe, confirming their subscription via the confirmation message.
5.  If the problem persists, contact Letterhead support, providing details about the affected subscriber(s), campaign(s), and any actions taken to troubleshoot the issue.

#### **Scenario: A significant portion of your subscribers are not receiving your newsletters**

1.  Check your ESP dashboard for any unusual spikes in bounce rates or spam complaints. If you notice a significant increase (e.g., over 5% bounce rate or 1% spam complaints), investigate further.
2.  Verify that your DMARC, DKIM, and SPF records are correctly set up and have not been modified recently. Incorrect or missing authentication records can lead to deliverability issues.
3.  Use tools like [MXToolbox](https://mxtoolbox.com/blacklists.aspx) or [Spamhaus](https://www.spamhaus.org/lookup/) to check if your sending domain or IP has been blacklisted. If listed, follow the removal process and take steps to improve your email practices.
4.  Analyze your email content using tools like [Email on Acid](https://www.emailonacid.com/) or [Litmus](https://www.litmus.com/) to identify potential spam triggers, such as spammy words, excessive links, or large images.
5.  If the issue persists and affects a significant portion of your subscribers, contact Letterhead support, providing details about the affected campaigns, bounce rates, spam complaints, and any actions taken to troubleshoot the issue.

#### **Scenario: Open rates have dropped significantly compared to previous campaigns**

1.  Verify that your email content is rendering correctly across different email clients and devices. Use tools like [Litmus](https://www.litmus.com/) or [Email on Acid](https://www.emailonacid.com/) to preview your emails and identify any rendering issues.
2.  Check if there have been any recent changes to your email design, subject lines, or sending schedule that might have affected engagement.
3.  Analyze your subject lines and preheader text to ensure they are compelling and not misleading. Avoid using spammy or clickbait-style subject lines.
4.  Consider segmenting your audience based on engagement levels and sending targeted campaigns to re-engage inactive subscribers.
5.  If the drop in open rates is substantial and cannot be attributed to any specific changes in your email strategy, contact Letterhead support for further assistance.

#### **Scenario: Click-through rates have decreased, but open rates remain stable**

1.  Review your email content to ensure that your calls-to-action (CTAs) are clear, prominent, and enticing. Use action-oriented language and make sure your CTAs stand out visually.
2.  Check that all links in your email are working correctly and lead to the intended destinations. Broken or misleading links can discourage clicks.
3.  Analyze the relevance and value of your email content. Are you providing content that resonates with your subscribers' interests and needs? Consider surveying your audience to gather feedback on the types of content they would like to receive.
4.  Experiment with different CTA placement, design, and copy to optimize click-through rates. Use A/B testing to determine which variations perform best.
5.  If you have made significant changes to your email content or template and click-through rates have not improved, reach out to Letterhead support for guidance on best practices and optimization strategies.

#### **When to Troubleshoot on Your Own vs. When to File a Ticket**

-   If you notice minor fluctuations in bounce rates, spam complaints, or engagement metrics, the first attempt to troubleshoot the issue using the steps outlined above.
-   If the issue affects a small number of subscribers (e.g., less than 1% of your list) and you can resolve it by following best practices or making minor adjustments to your email strategy, there is no need to file a ticket.
-   However, if you experience a significant or sudden increase in bounce rates (over 5%), spam complaints (over 1%), or a drastic drop in engagement metrics that changes in your email practices cannot explain, [contact Letterhead support](https://docs.tryletterhead.com/support/contact-support/) for assistance.
-   When filing a ticket, provide as much detail as possible, including the affected campaigns, specific metrics (bounce rates, spam complaints, open rates, click-through rates), any error messages, and the steps you have already taken to troubleshoot the issue. This information will help the support team resolve your issue faster.


---

# Generate & manage API keys

Source: https://docs.tryletterhead.com/api/managing-api-keys/

> Generate API keys from Settings → API Keys to authenticate integrations like Zapier or WordPress. A key is company-level and reaches every newsletter in your account. Treat keys as secret and replace any that stop working.

API keys authenticate your requests to the [Letterhead API](https://docs.tryletterhead.com/api/using-the-letterhead-api/). A key is **company-level**: one key reaches every newsletter in your account, which is what integrations like [Zapier](https://docs.tryletterhead.com/integrations/zapier/) use. Generating and managing keys is an admin task — if you don't see the option, ask an administrator.

## Generate an API key

1. Log in to your Letterhead dashboard and go to **Settings → API Keys**.
2. Click **+ Generate new key**.
3. Enter a descriptive name using only letters, numbers, hyphens, and underscores (e.g., "zapier-integration", "wordpress-connection") so you can recognize the key later, and click **Save**.
4. Copy the key and store it securely, then paste it into the integration that needs it.

If a key stops working — for example, an integration starts returning API-key errors — return to **Settings → API Keys**, generate a brand new key, and update your integration with the new secret.

## Key security best practices

- **Treat API keys as secret** — never commit them to version control or share them.
- **Rotate periodically** — generate fresh keys and retire old ones.
- **Use different keys for different integrations** — so you can replace one without breaking others.
- **Review your key list periodically** — and retire any you no longer use.

## Next steps

- [Using the Letterhead API](https://docs.tryletterhead.com/api/using-the-letterhead-api/)
- [Connect AI tools to Letterhead via MCP](https://docs.tryletterhead.com/integrations/connect-ai-tools-mcp/)


---

# How can I use webhooks with Letterhead?

Source: https://docs.tryletterhead.com/api/webhooks/

> Webhooks are automated messages sent from applications, whenever a specific event occurs, and can be used to trigger an event in another app.

Webhooks are automated messages — payloads — delivered to a unique URL whenever a specific event occurs in Letterhead. They're generally faster and require less effort than polling for changes, and let you sync Letterhead data with other apps such as CMSes, CRMs, and team chat tools.

You can send the following events from Letterhead to another app via webhook:

1. Audience member created or updated
2. Newsletter published
3. Newsletter scheduled
4. Newsletter ready for metrics
5. Promotion campaign created
6. Promotion campaign details updated
7. Promotion campaign promotion changed
8. Promotion campaign status changed

"Newsletter ready for metrics" isn't in the event dropdown yet when you create a webhook in the app (see below) — [contact support](https://docs.tryletterhead.com/support/contact-support/) if you'd like it enabled for your account in the meantime.

## When should I use a webhook?

Use a webhook to trigger an action in another application based on an event in Letterhead. For example, when an audience member is created or updated, you might want them to receive a separate marketing email from your CRM — or you might notify an advertiser when the latest edition published with their ad. For a comparison with Zapier and the API, see [Connecting anything else](https://docs.tryletterhead.com/integrations/integrations-overview/#connecting-anything-else).

## How do I create a webhook?

Webhooks are managed at the **organization** level.

1. Log in and select your **organization** in the left-hand menu (the organization is the top option, above its channels).
2. On the organization page, open **Settings**, then select **Webhooks**.
3. Click **Add new webhook**.
4. In the slide-out, select the **event** you'd like to track.
5. Enter the **endpoint (URL)** — a secure URL where Letterhead will post the payload.
6. Turn on the **Active** toggle — it shows a checkmark when enabled.
7. Click **Create**. You'll see a confirmation when the webhook is created successfully.

## How can I remove a webhook?

You can **deactivate** or **delete** any webhook you create:

- **Delete** — hover over the webhook row and click the **delete** icon. This permanently deactivates and removes the webhook.
- **Deactivate** — click the **Active** toggle so the checkmark clears and the row is grayed out with an 'x'. You can re-enable it later.

## Need help?

[Contact support](https://docs.tryletterhead.com/support/contact-support/) if you run into trouble setting up an endpoint.


---

# Retrieve newsletter audience overlap data via API

Source: https://docs.tryletterhead.com/api/retrieve-newsletter-audience-overlap-data-via-api/

> Use the API to retrieve audience overlap data showing shared subscribers between newsletter pairs and analyze combined reach across multiple newsletters.

## Overview

The [Letterhead API](https://docs.tryletterhead.com/api/using-the-letterhead-api/) provides endpoints to analyze how much your newsletters' audiences overlap. This helps you understand subscriber relationships across your publications and measure your combined reach. This data is available over the API only.

:::note[Availability]
This capability may need to be enabled for your account — contact support if you don't see it.
:::

## What you can retrieve

The API provides two types of overlap data:

**Pairwise overlap for all newsletters** — see
[Get audience overlap across all newsletters](https://docs.tryletterhead.com/api/reference/operations/getaudienceoverlapacrossallnewsletters/):
- How many active subscribers each pair of newsletters shares
- Each newsletter's own active-subscriber total
- Complete view across your entire portfolio

**Detailed breakdown for newsletters you choose** — see
[Compare audience overlap for selected newsletters](https://docs.tryletterhead.com/api/reference/operations/compareaudienceoverlapforselectednewsletters/):
- Combined unique reach across the whole selection
- Each newsletter's own total, and how many subscribers are exclusive to it
- The shared count for every overlapping group within your selection — each pair, each trio, and so
  on, not just the people on all of them

Pick between two and five newsletters, each one distinct. Counts are active subscribers only, and
people are counted once even if they're on several of your newsletters.

## Use cases

This data helps you:
- Identify which newsletters share the most subscribers
- Calculate your true unique reach across multiple publications
- Make informed decisions about cross-promotion opportunities
- Understand audience segmentation across your portfolio

## Next steps

- [API reference](https://docs.tryletterhead.com/api/reference/) — full paths, parameters, and response formats
- [Generate & manage API keys](https://docs.tryletterhead.com/api/managing-api-keys/)
- [Using the Letterhead API](https://docs.tryletterhead.com/api/using-the-letterhead-api/)


---

# Sending your own HTML: what's tracked and what's required

Source: https://docs.tryletterhead.com/api/sending-your-own-html/

> Opens and clicks are tracked automatically when you send your own HTML via the API — with limits on which links qualify, you add your own unsubscribe link using the unsubscribe merge tag, and HTML that fails validation or a non-Letterhead channel can get a send rejected.

When you [send a letter from your own HTML](https://docs.tryletterhead.com/api/reference/operations/sendaletter/) instead of
using the Letterhead composer, tracking still works — you don't add any markup for it — but a few limits on
what gets tracked, an unsubscribe link you need to add yourself, and two requirements that can get the request
rejected, are easy to miss if you're coming from another ESP.

## What's tracked automatically

**Opens** are tracked with no setup on your part. Letterhead doesn't inject a tracking pixel into your HTML —
your sending email service provider's own open tracking handles it.

**Clicks** are tracked by default too, but only for links that meet two conditions:

- **Only `<a href="...">` anchors are tracked.** A bare URL written directly into the HTML body text (not
  wrapped in an anchor tag) gets no click tracking.
- **Links containing a merge tag (`{{ ... }}`) or a data-feed expression (`[[ ... ]]`) are excluded from
  tracking.** Rewriting one of these hrefs for tracking would corrupt the expression before it's resolved, so
  Letterhead leaves them alone — the link still works, it just won't appear in your click report.

## You need to add your own unsubscribe link

Unlike a letter built in the Letterhead composer, this endpoint never inserts an unsubscribe link into your
HTML — include a working one yourself. (Your HTML isn't left completely untouched: as described above, a
tracked link's `href` is rewritten. An unsubscribe link is simply never added if it wasn't there.)

**Use the `{{ unsubscribe }}` merge tag rather than a URL you build yourself**, and Letterhead fills in the
right per-reader link when the letter goes out:

```html
<a href="{{ unsubscribe }}">Unsubscribe</a>
```

There's a companion tag for linking to the browser version of the letter, `{{ viewinbrowser }}`. Both are
resolved at send time, and both are recognized by HTML validation, so neither counts as an unrecognized merge
tag below. Capitals and inner spaces don't matter — `{{unsubscribe}}` and `{{ unsubscribe }}` are the same tag.

## What can get a send rejected

Two things reject the request outright, before anything is sent:

**The channel must send through Letterhead's own delivery system.** If the channel you're sending to is
connected to a third-party email service provider instead, the request is rejected — this endpoint only
supports Letterhead's native sending path. Create the letter as a draft and send it from the Letterhead
dashboard instead if your channel uses a third-party ESP.

**The HTML has to pass validation.** The following are rejected:

- Forbidden tags: `<iframe>`, `<form>`, `<input>`, `<embed>`, `<object>`, `<applet>`, `<frame>`, `<frameset>`
- Forbidden attributes: `onclick`, `onload`
- Merge tags (`{{ ... }}`) that Letterhead doesn't recognize

A common cause of an unexpected rejection is an unescaped `&` in the HTML — escape it as `&amp;`.

## See also

- [Send a letter](https://docs.tryletterhead.com/api/reference/operations/sendaletter/) — the endpoint itself
- [Using the Letterhead API](https://docs.tryletterhead.com/api/using-the-letterhead-api/) — authentication and the full range of what you
  can build
- [How can I use HTML in Letterhead?](https://docs.tryletterhead.com/newsletters/html/) — every merge tag available in an HTML template


---

# Using the Letterhead API

Source: https://docs.tryletterhead.com/api/using-the-letterhead-api/

> Authenticate to the Letterhead API with a company API key sent as a Bearer token, or use the official TypeScript package or command-line tool. Coding agents can read these docs as Markdown. Manage contacts, letters, curations, promotions, segments, and reporting.

The Letterhead API lets you work with your newsletters from your own code — your audience, your
content, your sending, and your reporting. Everything you can do in the dashboard, you can build
around.

## Authentication

Every request needs an API key sent as a Bearer token in the `Authorization` header:

```
Authorization: Bearer <your-api-key>
```

One key reaches every newsletter in your account, so you don't need a separate key per newsletter.
See [Generate & manage API keys](https://docs.tryletterhead.com/api/managing-api-keys/) to create one.

Most read endpoints also expect `api=true` in the query string. It tells Letterhead you're
authenticating with a key rather than a signed-in session, and the reference notes it wherever it
applies.

## Base URL

Requests go to the same subdomain you sign in with — just swap `api` in for `app`:

- If you sign in at `https://{yourPrefix}.app.tryletterhead.com`, your API base URL is
  `https://{yourPrefix}.api.tryletterhead.com`. For example, `acme.app.tryletterhead.com` becomes
  `acme.api.tryletterhead.com`.
- If you sign in at the plain `https://app.tryletterhead.com` (no subdomain), your API base URL is
  the plain `https://api.tryletterhead.com`.

## What you can build

- **Your audience** — add, update, and remove contacts, set their subscription status per
  newsletter, and tag people in bulk
- **Segments** — create and update saved audience groups, count who's in one, preview the members,
  and pull engagement over time — or list Letterhead's built-in system segments (see below) instead of
  hard-coding their IDs
- **Content** — push articles into your curation library and distribute them across newsletters,
  including **[in bulk](https://docs.tryletterhead.com/api/curate-content-in-bulk-via-api/)** for many articles in one request
- **Sending** — draft a letter from your own HTML or from a template, then send it — see
  **[Sending your own HTML](https://docs.tryletterhead.com/api/sending-your-own-html/)** for what's tracked automatically and what can get
  a send rejected
- **Your newsletters** — list what you've published, across your whole account or a chosen few of your
  newsletters, and narrow the list to the ones carrying a tag you organize by (see below)
- **Promotions** — create and manage the paid placements running inside your newsletters
- **Reporting** — pull opens, clicks, bounces, and unsubscribes, with a daily breakdown and
  per-newsletter detail
- **[Audience overlap](https://docs.tryletterhead.com/api/retrieve-newsletter-audience-overlap-data-via-api/)** — shared
  subscriber counts for every pair of newsletters, and combined unique reach for a selection

## Filtering your newsletters by tag

If you organize your newsletters with tags, you can ask for just the ones carrying a tag rather than
pulling everything and sorting it out in your own code.

First list your tags to get their ids, then pass those ids when you list your newsletters:

```
GET /api/v3/letters/tags?api=true
GET /api/v3/letters?api=true&allChannels=true&tags[]=<tagId>
```

Two things worth knowing before you build against it:

- **Naming more than one tag narrows the list, it doesn't widen it.** Asking for two tags returns the
  newsletters carrying both of them, not the ones carrying either. To gather everything across several tags,
  ask for one tag at a time and combine the results yourself.
- **You can name up to 50 tags in a request**, and the filter works the same way whichever set you're
  listing — your templates, a chosen few newsletters, or everything at once.

The same filter works when you pull performance numbers for many newsletters at once. The metrics request
takes its tags inside a `filters` object, and the total it returns counts only the newsletters that match:

```
POST /api/v3/letters/metrics?api=true
{ "filters": { "tags": ["<tagId>"] } }
```

Each tag must be sent as its id, as text, exactly as the tag list returns it — a number, an empty entry, or
more than 50 tags is rejected rather than quietly ignored.

## Listing the built-in system segments

Alongside the segments you build yourself, every account has a set of built-in, read-only system
segments — **Loyalists**, **New & Engaged**, **Casual**, **Fading**, **Ghosts**, **Single Newsletter**,
**Everyone but Ghosts**, and (on some accounts) a 60-day version of Everyone but Ghosts. Each already
sends to a reserved numeric ID, but until now the only way to find that number was to copy it out of
the app's URL. List them from their own endpoint instead:

```
GET /api/v3/contacts/segments/system?api=true
```

Each entry in the response carries an `id` — the number to pass as `segment` when scheduling or sending
a letter — a stable `key`, and a display `name`. It's a separate, read-only listing: it doesn't affect
`GET /api/v3/contacts/segments` above, and a system segment can't be created, updated, or deleted.

## Use the TypeScript package

If you're building in JavaScript or TypeScript, you don't have to write the requests by hand. Letterhead
publishes an official package, `@tryletterhead/sdk`, with a ready-made, typed method for every operation in
the API reference. Your editor suggests the methods and tells you what each one takes and returns, and it adds
the `api=true` flag for you.

```
npm install @tryletterhead/sdk
```

It needs Node 18 or later, or any runtime with a built-in `fetch`. Create an API key as described above, then add a contact and tag them in a few lines:

```ts
import { createLetterheadClient } from '@tryletterhead/sdk';

const letterhead = createLetterheadClient({ apiKey: process.env.LETTERHEAD_API_KEY! });

await letterhead.contacts.upsert({ email: 'person@example.org', firstName: 'Pat', tags: ['vip'] });
await letterhead.tags.addToContacts('webinar-attendee', { emails: ['person@example.org'] });
```

If your account signs in on its own subdomain, pass your API base URL (see above) as `baseUrl`. When a request
fails, the method throws an error that carries the status and the response, so you can handle it in one place.

**Keep your API key on a server.** A company API key can read and change your whole audience, and anything in
code that runs in a browser is public. Use the package in your own backend or a serverless function, and have
a website or React app call that instead — never put the key in front-end code.

When the API changes, the package is updated and released again, so new endpoints arrive in a new version
soon after they reach the API reference. Update the package to pick them up. Its
[page on npm](https://www.npmjs.com/package/@tryletterhead/sdk) has the full list of methods and more examples.

## Use the command line

If you'd rather work from a terminal, or from a script, the `letterhead` command-line tool does the same job
without any code. Every operation in the API reference is a command, so a new endpoint becomes a new command
when the tool is next updated.

```
npm install -g @tryletterhead/cli
export LETTERHEAD_API_KEY=<your-api-key>

letterhead contacts upsert --email person@example.org --first-name Pat --tag vip
letterhead tags add-to-contacts --tag webinar-attendee --email person@example.org
```

It needs Node 18 or later, and reads your API key from the `LETTERHEAD_API_KEY` environment variable (or
`--api-key`, which leaves the key in your shell history). If your account signs in on its own subdomain, set
`LETTERHEAD_BASE_URL` to your API base URL (see above). It never saves your key anywhere.

- `letterhead --help` lists the groups of commands, and `letterhead <group> <command> --help` shows what a
  command takes. A command's options are the endpoint's parameters; anything else can be sent as JSON with
  `--body`, from a file (`--body @contact.json`) or standard input (`--body -`).
- Answers print as JSON on standard output. If the API returns an error, the error is printed to standard
  error and the command exits with a non-zero code, so scripts can tell something went wrong.
- Commands that delete something ask you to type `yes` when you're at a terminal. In a script, or anywhere
  else without one, they refuse unless you add `--yes`, so nothing is deleted by accident.
- Commands that upload a file aren't supported yet; use the TypeScript package for those.

The same advice as for the package applies: keep your API key out of shared shells and scripts.

## Reading these docs from a coding agent

If you're working with an AI coding agent, you can point it at this documentation in a form it can read
without picking apart web pages:

- [`/llms.txt`](https://docs.tryletterhead.com/llms.txt) is a short index: what Letterhead is, how to
  authenticate, where the API description and the TypeScript package live, and a link to every article.
- [`/llms-full.txt`](https://docs.tryletterhead.com/llms-full.txt) is every article in one Markdown file, for
  agents that can take it all in at once.
- Every article also has a Markdown copy: add `.md` to its address (this page is at
  `/api/using-the-letterhead-api.md`).
- The full API description is available as an OpenAPI file at
  [`/openapi.yaml`](https://docs.tryletterhead.com/openapi.yaml).

These contain only the articles anyone can read on this site.

## API reference

The complete endpoint reference — paths, parameters, request and response formats, and examples —
is in the **[API reference](https://docs.tryletterhead.com/api/reference/)** on this site. It's generated from the API's own
specification, so it stays in step with what the API actually does.

## Next steps

- [Generate & manage API keys](https://docs.tryletterhead.com/api/managing-api-keys/)
- [Coming from Sailthru](https://docs.tryletterhead.com/api/coming-from-sailthru/)
- [Connect AI tools to Letterhead via MCP](https://docs.tryletterhead.com/integrations/connect-ai-tools-mcp/)
- [Working in Integrations](https://docs.tryletterhead.com/integrations/integrations-overview/)


---

# Channel Administrator Quick Start Guide

Source: https://docs.tryletterhead.com/get-started/channel-administrator-quick-start-guide/

> As a Channel Administrator, you manage content and the audience for your assigned channels. This guide covers logging in, what you can and can't access, and how to get started with newsletters, automations, and audience tools.

**Welcome!** As a Channel Admin, you manage content **and** the audience for your assigned channels. Here's how to hit the ground running:

**At the login screen.** Enter your email and click **Forgot Password** to set your password and gain access to your Letterhead account.

**Make sure to add '[*teams@invitation.to.letterhead.email*](mailto:teams@invitation.to.letterhead.email)' to your contacts, in order to ensure you receive your login credentials**

**🔗 [How to set your Letterhead Password](https://docs.tryletterhead.com/settings/how-to-reset-your-password/)**

### 🔗 [What You Can Access:](https://docs.tryletterhead.com/faq/what-permissions-does-the-channel-contributor-have/)

* **Dashboard:** Audience growth and delivery performance.
* **Audience:** Add, edit, and segment subscribers for your channel. Import/export list via CSV. If your company shares a Letterhead account across multiple channels, your subscribers may also be reachable through company-wide audience tools — that broader view is managed by a Company Admin, not from here.
* **Newsletters:** Full access to create, automate, and curate.
* **Templates:** Create and edit.
* **Curations:** Add articles via RSS Feeds, Browser Extension or API
* **Automations:** Set up recurring sends.
* **Archive:** View published newsletters as they appear publicly.
* **Reports:** Custom reports across periods.
* **Settings:** Customize channel details, branding, sender info, color, fonts, and integrations.

**Note:** Channel Admins have all the permissions of a Content Contributor, plus additional audience and channel settings access.

### **What You Can’t Access:**

* Organization-wide settings or dashboards
* Permissions beyond your channel(s)

### **Get Started:**

1. Go to **Audience > Import** to upload contacts.
2. Use **Tags/Segments** to organize your list(s).
3. Build a newsletter in **Newsletters > New**.
4. Set up recurring sends in **Automations**.
5. Customize branding in **Settings > General** and **Sending Emails**.

#### ***Recommended Articles and Videos:***

* [🔠 Letterhead Glossary](https://docs.tryletterhead.com/get-started/letterhead-glossary/)
* [📽️ Importing audience via CSV (with tags)](https://www.loom.com/share/ef57cd40e69f4a8c8ca976f63b22d4e2?sid=117fafc8-d69c-440a-827d-4a7bb4eb77d0) 
  * [📃 Importing Subscribers](https://docs.tryletterhead.com/audience/csv-upload/)
* [📽️ Scheduling a newsletter with automations](https://www.loom.com/share/0f51c5dde8894a19830191fafc44bf28?sid=22804886-e0ca-4723-b29e-8a3dccac1dc6) 
  * [📃 Automations for Welcome Letters and Recurring Newsletters](https://docs.tryletterhead.com/automations/automation-triggers-overview/)
* [📽️ Creating a newsletter](https://www.loom.com/share/77bef8a9c39348e8992bedfbed2c2ff4?sid=262dc7c4-d52d-40ab-8c66-489b9e15848f) 
  * [📃 Create and Schedule a Newsletter](https://docs.tryletterhead.com/newsletters/scheduling-newsletter/)
* [📽️ Creating tags and segments](https://www.loom.com/share/49b29c61d3714032bb1fd986ab3e9f80?sid=2fac8886-662c-4370-bb61-93d1421df9aa) 
  * [📃 How Tags and Segments Work](https://docs.tryletterhead.com/audience/user-tags-and-segments/)
* [📽️ Channel Branding](https://share.cleanshot.com/VQYgy6Kr)
* [📃 Contact Support](https://docs.tryletterhead.com/support/contact-support/)


---

# Company Admin Quick Start Guide

Source: https://docs.tryletterhead.com/get-started/company-admin-quick-start-guide/

> Welcome As a Company Admin , you have the highest level of access across your organization. You’ll manage multiple organizations and monitor performance across dashboards. Here’s how to get started: A

**Welcome!** As a **Company Admin**, you have the highest level of access across your organization. You’ll manage multiple organizations and monitor performance across dashboards. 

Here’s how to get started:

**Getting in the first time.** When you're added to a team, Letterhead emails you — from _[teams@invitation.to.letterhead.email](mailto:teams@invitation.to.letterhead.email)_ — with the subject "You were added to the [team name] team on Letterhead." Open it and click **Log in to Letterhead**. The first time, that button takes you to a page to set your password; once it's set, you're signed straight in. After that, sign in anytime at your Letterhead URL with your email and password.

**Make sure to add '_[teams@invitation.to.letterhead.email](mailto:teams@invitation.to.letterhead.email)_' to your contacts**, so your invitation and login emails don't get filtered.

🔗 [How to set your Letterhead Password](https://help.tryletterhead.com/how-to-reset-your-password)

#### **What You Can Access:**

-   **Company Dashboard:** Cross-organization performance — audience growth, opens, clicks, and bounces rolled up from every channel under your company.
-   **All Channels:** Drop in on any channel across any organization without switching workspaces.
-   **Agents:** Configure and manage AI agents at the company level.
-   **Audience:** View and manage subscribers across every channel in every organization.
-   **Groups:** Create and manage channel groups for shared content, audience policies, and reporting.
-   **Newsletters:** Full access to create, automate, and curate across every channel.
-   **Templates:** Create and edit company-wide templates that any channel can use.
-   **Curations:** Add articles via RSS Feeds, Browser Extension, or API — at company scale.
-   **Automations:** Set up recurring sends across organizations.
-   **Promotions:** Launch promotions that run across multiple channels and organizations.
-   **System Monitor:** Watch automation and delivery health across the entire company.
-   **Reports:** Custom reports rolled up across every organization and channel.
-   **Teams:** Invite team members, assign roles, and control what everyone can access — from a single company-wide **Settings → Team Members** page, or per organization from each org's own **Settings → Teams**.
-   **Settings:** ESP integrations, sending domains, webhooks, API keys, MCP connections, Pages, and company-wide branding.
-   **All Organization, Channel, and Content Contributor level tools.**

**Note:** Company Admins have all the permissions of Organization Admins, Channel Admins, and Content Contributors — plus exclusive access to company-wide settings, integrations, and cross-organization dashboards. Company-level team members are invited from **Settings → Team Members**, with a broader role set than the classic three: **Administrator** or **Content Contributor**, plus a separate **Account Admin Access** toggle. Team invites made from an individual organization's own **Settings → Teams** still use the classic three roles — Organization Admin, Channel Admin, or Content Contributor — scoped to that organization's channels.

**✅ Permissions Hierarchy:**

-   **Company Admin** (full platform access)  
      ↳ includes Org Admin  
       ↳ includes Channel Admin  
        ↳ includes Content Contributor

#### **What You Can’t Access:**

-   You have full access across the platform.

#### **Get Started:**

1.  Open your **Company Dashboard** to see how every channel under your company is performing in one view.
2.  Configure **Settings → Integrations** so every organization can send through your chosen ESP (Letterhead, Mailchimp, Constant Contact, etc.). The ESP API key lives here — if it's invalid or expired, scheduling will fail for every channel until it's fixed.
3.  Review and configure **Sending Domains** in **Settings** to make sure email authentication is set up for every domain your channels send from.
4.  Add or update team members from **Settings → Team Members** — invite people company-wide and assign them **Administrator** or **Content Contributor**, plus Account Admin Access where needed. To scope someone to a single organization instead, use that organization's own **Organizations → \[organization name\] → Settings → Teams**, with the classic three roles (Organization Admin, Channel Admin, or Content Contributor).
5.  Generate insights in **Reports** — Company Admin reports can be scoped to any subset of organizations or channels, so this is where you'll spot trends that aren't visible inside any single org.
6.  Open **System Monitor** to confirm automations and scheduled sends across every channel are running cleanly.
7.  In Company **Newsletters > Templates**, create or edit a template and assign it to the appropriate organizations and channels

#### **_Recommended Videos and Articles:_**

-   [🔠 Letterhead Glossary](https://help.tryletterhead.com/letterhead-glossary)
-   **Company Level Features:** 
    
    -   [](https://help.tryletterhead.com/company-level-templates)[📃](https://help.tryletterhead.com/how-to-export-reports-in-letterhead) [Company Templates](https://help.tryletterhead.com/company-level-templates)
    -   [](https://help.tryletterhead.com/managing-company-wide)[📃](https://help.tryletterhead.com/how-to-export-reports-in-letterhead) [Company-Wide Promotions](https://help.tryletterhead.com/managing-company-wide)
    -   [](https://help.tryletterhead.com/automations-errors-table)[📃](https://help.tryletterhead.com/how-to-export-reports-in-letterhead) [Company Level Automations Errors Table](https://help.tryletterhead.com/automations-errors-table)
-   📽️ [Channel Branding](https://share.cleanshot.com/VQYgy6Kr)
-   [📽️ How to add your domain for your brand or per newsletter](https://www.loom.com/share/952d66bed5bc4c6e80d99192d9e72e18?sid=0b80d270-662b-44e0-ba0c-eb4ae14bb4f8)
-   [📽️ Managing team members: adding and assigning roles/channels](https://www.loom.com/share/3b0be1b250ea406d8be27be06cda87c1?sid=4ff7f96c-6945-42d3-98e5-41b39d8b9bb9) 
-   [📽️ Overview of The Organization Dashboard](https://share.cleanshot.com/Ft8DfBkK)
    -   [📃 Organization Dashboard](https://help.tryletterhead.com/understanding-the-audience-engagement-and-delivery-dashboards)

-   [📽️ Importing audience via CSV (with tags)](https://www.loom.com/share/ef57cd40e69f4a8c8ca976f63b22d4e2?sid=117fafc8-d69c-440a-827d-4a7bb4eb77d0) 
    -   [📃 Importing Subscribers](https://help.tryletterhead.com/csv-upload)
-   [📽️ Creating a newsletter](https://www.loom.com/share/77bef8a9c39348e8992bedfbed2c2ff4?sid=262dc7c4-d52d-40ab-8c66-489b9e15848f) 
    -   [📃 Create and Schedule a Newsletter](https://help.tryletterhead.com/scheduling-newsletter)
-   [📽️ Scheduling a newsletter wth automations](https://www.loom.com/share/0f51c5dde8894a19830191fafc44bf28?sid=22804886-e0ca-4723-b29e-8a3dccac1dc6) 

-   -   [📃 Automations for Welcome Letters and Recurring Newsletters](https://docs.tryletterhead.com/automations/automation-triggers-overview/)

-   [📽️ Creating tags and segments](https://www.loom.com/share/49b29c61d3714032bb1fd986ab3e9f80?sid=2fac8886-662c-4370-bb61-93d1421df9aa) 
    -   [📃 How Tags and Segments Work](https://help.tryletterhead.com/user-tags-and-segments)
-   [📃 Exporting Reports](https://help.tryletterhead.com/how-to-export-reports-in-letterhead)

  

Company-level access is **available only on certain Letterhead plans**. If your plan includes this feature, you’ll be informed during onboarding.


---

# Content Contributor Quick Start Guide

Source: https://docs.tryletterhead.com/get-started/content-contributor-quick-start-guide/

> Task-oriented quick start for content contributors: log in, learn what you can (and can't) access, build a newsletter with templates and content blocks, and schedule your first send.

**Welcome!** As a content contributor, you're focused on creating and managing newsletter content. This guide gets you from login to your first scheduled send.

:::tip[Prefer to have it done for you?]
**Penpal** can help with newsletter tasks for you in conversation — *"start a draft for Friday's newsletter"*. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## 1. Log in

- Your invitation arrives by email. Add **teams@invitation.to.letterhead.email** to your contacts so your login credentials don't land in spam.
- At the login screen, enter your email — if you don't have a password yet, use **Forgot Password** to set one. See [How to Reset Your Password](https://docs.tryletterhead.com/settings/how-to-reset-your-password/).
- Letterhead requires **multi-factor authentication**. See [Setting up MFA](https://docs.tryletterhead.com/get-started/setting-up-multi-factor-authentication-mfa-in-letterhead/).

## 2. Know what you can access

Content contributors get the content tools — see the full [permissions breakdown](https://docs.tryletterhead.com/faq/content-contributor-role/):

- **Emails** — full access to create, curate, and schedule. See [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).
- **Templates** — create and edit reusable designs.
- **Curations** — pull in articles via RSS feeds, API, or the browser extension. See [Working in Curations](https://docs.tryletterhead.com/dynamic-content/curations-overview/).
- **Automations** — set up recurring sends. See [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/).
- **Dashboard and Archive** — see delivery performance, and view published newsletters as readers see them.

**What you can't access:** audience data (contacts, tags, segments), channel settings, team permissions, and organization-level dashboards. If you need one of those changed, ask a channel or organization administrator.

## 3. Your first send

1. **Log in** and choose your assigned channel.
2. Open **Emails** and create a new one.
3. Pick or customize a **template**.
4. Build your newsletter with **content blocks** — paragraphs, images, curated articles, and more.
5. **Preview, test, and schedule.**

The full walkthrough is in [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).

## 4. Level up

- Save time by feeding your **Curations** library from RSS or your CMS — see [Working in Curations](https://docs.tryletterhead.com/dynamic-content/curations-overview/).
- Put recurring sends on autopilot with [Automations](https://docs.tryletterhead.com/automations/automations-overview/).
- Brush up on terms in the [Letterhead Glossary](https://docs.tryletterhead.com/get-started/letterhead-glossary/).

## Where to get help

[Contact support](https://docs.tryletterhead.com/support/contact-support/) — we respond within one business day.


---

# Letterhead Glossary

Source: https://docs.tryletterhead.com/get-started/letterhead-glossary/

> Not sure what something means? This glossary breaks down common terms you'll see in the Help Center.

| Letterhead | Letterhead is the name of our platform. A newsletter creation and distribution tool that helps you build, manage, and grow email newsletters with ease. **[Learn more!](https://letterhead.ai/use-cases)** |
| --- | --- |
| Advertiser | An external party (a business, brand, or sponsor) that **pays to place an ad or promotion in your newsletter**. They are not part of your organization—they're buying visibility from you. |
| Auto-inject | Auto-Inject is a feature for promotions that **automatically places a promotion in a specific section** of your newsletter, such as the header, hero, mid-body, bottom-body, or footer based on the placement selected at promotion creation. Instead of manually dragging a promotion block, the system injects it for you when the promotion date is selected in Step 2 of the newsletter creation. Auto-injected promotions are **locked in place to prevent accidental changes**, which is especially useful when specific placement has been promised to an advertiser. |
| Audience | Your audience is the **full list of contacts, regardless of their status**, such as subscribed, unsubscribed, pending confirmation, pending disengaged, disengaged, cleaned, or not subscribed. |
| Audience Policy | An **organization-level default rule for every channel's audience**, such as **Double Opt-in**. Audience policies are set by organization administrators, but a channel administrator can override some of them — like Double Opt-in — for their own channel. |
| Automation | An automation is a **workflow that sends emails or takes actions automatically** based on a trigger — like a welcome letter when someone subscribes, or a recurring send. Automations can branch on a subscriber's profile, tags, or engagement. |
| Block | A block is a **content section you add in the composer** when building a newsletter. Each block can include different types of content, such as text, images, links, articles, or promotions. |
| Browser Tab Title | Letterhead names each open browser tab after what you're looking at — leading with the newsletter, channel, or organization name, then the section you're in (for example, `Morning Brew \| Integrations \| Letterhead`). This makes it easy to tell open tabs apart, and to find your way back to a screen from your browser history or address-bar autocomplete without having to reopen it. |
| Company | A company is your **dedicated workspace within Letterhead.** Each company has its own organizations and channels. Your company is **accessed via a unique URL**, like `yourcompanyprefix.app.tryletterhead.com`. |
| Composer | Letterhead's **tool for creating and scheduling** newsletters. |
| Contact | A single **person in your audience**, with a profile that records their details, tags, subscription statuses, and activity (opens, clicks, and more). |
| Channel | A channel is where you **create and manage individual newsletters**. Each channel has its own settings, content, audience, and send schedule. Channels can be customized independently, but they also inherit certain settings from the organization level. |
| Curator | The person **responsible for selecting and organizing the content** that goes into a newsletter. |
| Curations Library | The Curations Library is where **saved articles are stored for future use** in your newsletters. These articles **can be added through the browser extension, API, RSS feeds, or other integrations**, making it easy to reuse and organize content across issues. |
| Default Promotion Type | The common **[promotion types](https://docs.tryletterhead.com/promotions/promotions-overview/)** that are serviced by Letterhead. |
| Double Opt-in | An **audience policy that requires new subscribers to confirm their email address** before they're fully subscribed. It protects your sending reputation and prevents spam complaints. It defaults to the organization-level policy, but a channel administrator can override it for their own channel in that channel's Sending settings. |
| Email Subject | The subject line is the **main title of your email, shown in your audience's inbox**. It's one of the first things recipients see and plays a **key role in encouraging them to open** the newsletter. |
| Newsletter | A newsletter is a **curated email sent to your audience** on a regular schedule. It can include articles, announcements, promotions, links, and other content. |
| Organization | An organization (also called a *brand*) is the top-level account where you **manage global settings, create promotions, and view data across all channels**. Settings made at the organization level apply to all channels under it unless overridden. It gives you a centralized overview of your entire newsletter operation. |
| Prefix | The **unique identifier that appears at the beginning of your company's URL** in Letterhead. You will receive this from support when joining Letterhead. For example, in `yourcompanyprefix.app.tryletterhead.com` |
| Preview Text | Preview text **appears next to or below the subject line in the inbox.** It gives recipients a **short summary or teaser of what's inside the newsletter,** and can help boost open rates when written effectively. |
| Promotions | Promotions are **paid, sponsored content that appear within your newsletter** and are used to promote products, services, events, or other offerings to your audience. |
| Promotion Type | A **unique structure for a promotion**; each promotion type carries properties, for example, a banner promotion type includes a 728x90px image and a link. |
| Segment | A **saved group of contacts defined by rules** — such as tags, signup source, or engagement — that you can target with sends and track over time. |
| Sending | A status that indicates the newsletter is still in the process of being delivered. If it's marked as "Sending," it means **fewer than 75% of recipients have confirmed delivery** so far. |
| Scheduling | "Scheduling" is Letterhead's status for a newsletter that **reached the Preview & Schedule step of the send flow but hasn't been assigned a send date or time yet.** It's a real, persisted status, not just a display quirk — it tells you the issue is in progress but not yet locked in to send. |
| Spam Complaint | A spam complaint occurs when a recipient reports your email as unwanted or spam, **typically by clicking the "Report Spam" or "Junk" button in their email client.** |
| Tag | A **label you apply to contacts** to mark things like signup source or interests. Tags power segments, filters, and automation triggers. |
| Templates | A newsletter template is a **reusable layout that includes pre-arranged content blocks** to help you quickly set up a newsletter. Use templates to save time and maintain consistency |


---

# Managing Your Channel Settings

Source: https://docs.tryletterhead.com/get-started/account-settings-channel/

> App-verified guide to Channel Settings — General, Sending emails, and Pages always appear; Integrations and Forms depend on your ESP and account setup — including social links, sender details, audience policies, and archive options.

To view or update your channel's settings, click **Settings** in the left-hand navigation. **General**, **Sending emails**, and **Pages** always appear; **Integrations** appears only for channels sending through Letterhead's own email connection, and **Forms** appears only for accounts with the signup-form builder enabled (see each section below).

## General

Manage your channel's branding, contact details, and social profiles.

- **Description** — a short summary of your channel's purpose, shown on your newsletter archive page.
- **Logo** — upload a square image, with an **Alt text** field for accessibility.
- **Timezone** — controls when your newsletters send. Double-check it matches your audience's local time; Eastern Time is the default.
- **Link to Website** and **Link to Newsletter** — both optional, and each must be a secure (HTTPS) URL. **Link to Website** is the link behind your logo and channel name at the top of your public archive page, and it's also the default link on your logo when it appears inside a newsletter you send — unless you've set a different link on that logo block yourself. **Link to Newsletter** isn't shown anywhere in your archive or your sent newsletters today, so it's for your own reference rather than a working link on any page — leave it blank if you don't have a separate use for it.
- **Personal Information** — Contact Name, Contact Email, and a mailing address (Street Address, City, State, and Postal Code — there's no country field) are required to save; Contact Phone is optional. Of these, only the mailing address is shown anywhere: the street, city, state, and postal code appear together in your newsletter footer, as required by [CAN-SPAM law](https://www.ftc.gov/business-guidance/resources/can-spam-act-compliance-guide-business). Contact Name, Contact Email, and Contact Phone aren't shown to your readers, and nothing in your sent newsletters or public pages uses them — they're for your own records. If you don't want to share your home address, a P.O. Box or commercial mail-receiving service works.
- **Social Media** — set profile links for Facebook, Instagram, LinkedIn, Pinterest, Reddit, YouTube, TikTok, Snapchat, X (Twitter), Threads, and Bluesky. These feed the **Social Profile block** in newsletter templates when **Use Channel Social Links** is enabled.

Click **Save** to apply changes. If Save is greyed out, a required field is missing or invalid.

## Sending emails

- **Sending Domain** — appears here only if this channel still sends through Letterhead's legacy per-channel connection; set up and verify a custom domain here to protect deliverability (see [custom sending domain setup](https://docs.tryletterhead.com/settings/sending-domain-configuration/)). If your company instead uses Letterhead's email delivery as a company-level sending connection, sending domains are managed there instead — see [Manage sending domains for your company email connection](https://docs.tryletterhead.com/settings/manage-sending-domains-for-your-company-email-connection/).
- **Sender Name**, **Sender Email**, **Reply Email** — appear only for channels sending through Letterhead's own email connection. **Sender Name** is the display name on the From line, and **Sender Email** is the From address itself. **Reply Email** is where manual replies (including out-of-office messages) go; some server-triggered auto-replies may go to the sender email instead.
- **Audience Policies** — set per channel, with no organization-wide default. **Double Opt-in** protects your sending reputation and prevents spam complaints. See also [How do you opt-out of double opt-ins?](https://docs.tryletterhead.com/settings/opt-in/), [List Optimization](https://docs.tryletterhead.com/audience/letterhead-list-cleanup/), and [Recipient Validation](https://docs.tryletterhead.com/settings/letterhead-recipient-validation/).
- **Look and feel** — default **Body and Paragraph Font**, **Heading Font**, and **Font / Background / Accent colors** for your newsletters. Not all email clients support custom fonts, so they may not render for every subscriber.
- **Advanced** (Early Access) — set **fallback fonts** for body and headings.
- **Archive Visibility** — toggle **Newsletter Visibility** to activate your public archive page, and upload an **Archive Banner**. Your archive must be on for subscribers to get proper confirmation messages when signing up, whether you use Letterhead's forms, the API, or Zapier. This section appears only for channels sending through Letterhead's own email connection.

## Integrations

This section appears only for channels sending through Letterhead's own email connection — it isn't shown for channels on a third-party ESP.

- **Embed Subscription Form** — copy a snippet to embed a signup form on your website. New signups go through email verification, then receive your welcome letter.

More integrations (ESPs, Stripe, Zapier) are managed at the company level — see [Working in Integrations](https://docs.tryletterhead.com/integrations/integrations-overview/).

## Pages

Manage this newsletter's **signup page** and **embedded form** from one place, with previews. See [Manage all your signup pages and subscribe forms](https://docs.tryletterhead.com/audience/manage-all-your-signup-pages-and-subscribe-forms/).

## Forms

Some accounts have a separate, dedicated signup-form builder alongside Pages. Where it's available, you'll see a **Forms** section here for building and managing those forms independently.


---

# Organization Administrator Quick Start Guide

Source: https://docs.tryletterhead.com/get-started/organization-administrator-quick-start-guide/

> Task-oriented quick start for organization administrators: log in, configure sending, invite your team, import your audience, and get your first newsletter out.

**Welcome!** As an organization administrator, you have the keys to everything: every channel, every organization setting, and all the tools your channel administrators and content contributors use. This guide walks you through setup in the order that gets you to your first send fastest.

## 1. Log in and secure your account

- Your invitation arrives by email. Add **teams@invitation.to.letterhead.email** to your contacts so your login credentials don't land in spam.
- At the login screen, enter your email — if you don't have a password yet, use **Forgot password** to set one.
- Letterhead requires **multi-factor authentication**. See [Setting up MFA](https://docs.tryletterhead.com/get-started/setting-up-multi-factor-authentication-mfa-in-letterhead/).

New to the vocabulary? Keep the [Letterhead Glossary](https://docs.tryletterhead.com/get-started/letterhead-glossary/) handy.

## 2. Know what you can access

Organization administrators have all the permissions of channel administrators and content contributors, plus organization-wide settings and dashboards — see the full [permissions breakdown](https://docs.tryletterhead.com/faq/what-permissions-does-the-channel-administrator-have-1/). That includes:

- **Analytics dashboard** — cross-channel audience growth and delivery performance.
- **Audience** — search contacts by channel, name, or status; tags and segments. See [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/).
- **Newsletters / Emails navigation** — full access to create, schedule, and send. In the organization-wide nav this section is labeled **Newsletters**; once you're inside a channel it's labeled **Emails**. See [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).
- **Curations** — pull in content via RSS feeds, the browser extension, WordPress, or API. See [Working in Curations](https://docs.tryletterhead.com/dynamic-content/curations-overview/).
- **Automations** — welcome series and recurring sends. See [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/).
- **Promotions** — run promotions across multiple channels. See [Working in Promotions](https://docs.tryletterhead.com/promotions/promotions-overview/).
- **Reports** — custom reports across any period. See [Working in Reports](https://docs.tryletterhead.com/reports/reports-overview/).
- **Teams** — add or remove users and assign roles.
- **Settings** — API keys, integrations, sending domains, webhooks, and audience policies. See [Working in Settings](https://docs.tryletterhead.com/settings/settings-overview/).

## 3. Set up your organization

**Need an additional channel (newsletter) added to your organization?** Channels are provisioned by the Letterhead team rather than created in the app — [contact support](https://docs.tryletterhead.com/support/contact-support/) with the newsletter's name, sender name and email, and timezone, and they'll set it up for you. Once your channel is ready, use the steps below to configure it.

1. **Configure your sending domain** — protect deliverability before your first send. See [Working in Settings](https://docs.tryletterhead.com/settings/settings-overview/).
2. **Review each channel's settings** — branding, sender name and email, timezone, and social links. See [Managing Your Channel Settings](https://docs.tryletterhead.com/get-started/account-settings-channel/).
3. **Set your audience policies** — options like **Double Opt-in** default to the organization-level policy for every channel, though a channel administrator can override some of them — like Double Opt-in — for their own channel. See the [Letterhead Glossary](https://docs.tryletterhead.com/get-started/letterhead-glossary/) for the full list.
4. **Connect your tools** — email service providers, Stripe, and Zapier. See [Working in Integrations](https://docs.tryletterhead.com/integrations/integrations-overview/).

## 4. Invite your team

Add team members in your organization's **Teams** area and assign each person a role — organization administrator, channel administrator, or content contributor. Assign channel-level roles for people who should only touch specific newsletters.

## 5. Bring in your audience

Import subscribers via CSV (with tags) or embed a signup form on your site. Then organize with tags and segments. Start with [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/).

## 6. Your first send

1. Create a newsletter from a template, write, and schedule it — see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).
2. Set up a welcome letter so new subscribers hear from you automatically — see [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/).
3. After it sends, check your **Analytics** dashboard and build a report in [Reports](https://docs.tryletterhead.com/reports/reports-overview/).

## Where to get help

- [Letterhead Glossary](https://docs.tryletterhead.com/get-started/letterhead-glossary/)
- [Contact support](https://docs.tryletterhead.com/support/contact-support/)


---

# Setting Up Multi-Factor Authentication (MFA) in Letterhead

Source: https://docs.tryletterhead.com/get-started/setting-up-multi-factor-authentication-mfa-in-letterhead/

> To enhance the security of your Letterhead account, we now require Multi-Factor Authentication (MFA).

Follow these quick steps to set it up using an **Authenticator OTP app** of your choice.

**⚠️ Note:** Multi-factor authentication (MFA) is a **required security measure** implemented by Letterhead. Enabling MFA helps safeguard your account and sensitive information from unauthorized access, ensuring we maintain the highest standards of **security, privacy, and compliance**.

**It is not possible to exempt any users, organizations, or channels from this requirement.**

## Step 1: Log in to Letterhead

1. Go to your Letterhead login page (your company's unique URL, like `yourcompanyprefix.app.tryletterhead.com`).
2. Enter your **email address** and click **Continue**.
3. Enter your **password** and click **Continue**.

## Step 2: Choose your MFA method

When prompted, you'll be asked to set up MFA. You can choose **one** of the following methods during enrollment:

> **⚠️ Note:** When you're first prompted to enroll in MFA, you can choose **SMS** as your verification method. If you instead select an authenticator app (like Google Authenticator), **SMS will no longer be available as an option** for you later.

## Step 3: Set up your chosen MFA method

### Option 1: Authenticator app (recommended)

- A QR code and required OTP will appear on the screen.
- Open your authenticator app (e.g., Microsoft Authenticator, Google Authenticator).
- Tap **Scan a QR code**, or choose **Enter setup key manually** if you can't scan.
- Scan the QR code shown in Letterhead. You'll see a new entry — usually automatically named **"Letterhead"** — added to your authenticator app, showing a 6-digit code that refreshes every 30 seconds.
- Enter your **OTP** and click **Continue**.

> **⚠️ Tip:** The code changes every 30 seconds, so be sure to enter the latest one.

### Option 2: SMS authentication

- Select the **SMS** option during enrollment.
- Enter your **phone number** and click **Continue**.

> **⚠️ Important:** SMS is only available if you choose it during initial enrollment.
> If you select an authenticator app instead, you won't be able to use SMS later.

- You'll **receive a text** message with a code (e.g., *"123456 is your verification code for Letterhead"*).
- Enter the 6-digit verification code from SMS.
- Click **Continue** to confirm.

⚠️ The following steps apply to all MFA methods and should be completed after enrollment.

## Step 4: Save your recovery code

A **recovery code** will appear after setup for either MFA method. This code allows you to access your account if you lose your device.

Save it securely in:

- A password manager
- A secure notes app

Click **Continue** once you've saved it.

## Step 5: Logging in with MFA

Each time you sign in, you'll be asked to confirm your identity using the method you enrolled with:

- **Authenticator App:** enter the current 6-digit code from your app.
- **SMS:** enter the verification code sent to your phone.

**⚠️ Email verification:** If you can't use your primary method, click **"Try another method"** to receive a one-time verification code via email.

**⚠️** You can also select **"Remember this device for 30 days"** during login. This option keeps your device trusted for 30 days, so you won't need to re-enter a verification code every time you sign in from that same device and browser.

## ✅ You're all set!

You're now logged in, and your account is protected with MFA. Each time you sign in, you'll be asked to enter the latest 6-digit code from your authenticator app to confirm it's really you.


---

# AI Text block

Source: https://docs.tryletterhead.com/newsletters/ai-text-block/

> Use AI to generate contextual text content — summaries, intros, blurbs, and more — directly inside your newsletter.

The **AI Text** block generates newsletter copy from a custom prompt plus the context of your existing newsletter content. It's designed for supporting sections — summaries, introductions, teasers, or section blurbs — that complement your main editorial content.

When you click **Load**, the AI reads your prompt and the current newsletter content to produce a short, contextual passage. Regenerate as many times as you like until you're happy. If your company has a brand voice configured, the block shows it's **writing in your brand voice**. AI-generated content can vary in style, tone, and formatting — review all output before sending.

## Adding an AI Text block

1. Open your newsletter in the composer (AI Text blocks are added in newsletters; templates use them for automations — see below).
2. Insert an **AI Text** block from the block list.
3. Write your prompt under **What would you like me to write?** — instructions for the AI, up to 1,000 characters.
4. Click **Load** to generate content based on your prompt and the rest of your newsletter.

## Writing a prompt

The AI combines your prompt, a system prompt, and the current newsletter content (other AI blocks aren't included as context). The more specific your prompt, the better the output:

- "Write a two-sentence intro summarizing this week's newsletter."
- "Write a short teaser for the article about renewable energy in this newsletter."
- "Summarize the top three stories in this edition in a casual, conversational tone."

Prompts are capped at 1,000 characters (~150–200 words). For longer editorial sections, write directly in a **Paragraph** block.

## Generating and regenerating

| Action | What happens |
| --- | --- |
| Click **Load** | AI generates new content from your prompt and newsletter |
| Click **Load** again | New content replaces the previous output — including any manual edits |
| Generation fails | An inline error appears; your previous content (or placeholder) is preserved |
| Edit generated text | Edit freely, but clicking **Load** again replaces your edits |

## Limits and availability

- **Maximum blocks per newsletter:** 7 (keeps load times fast and generation reliable)
- **Prompt length:** up to 1,000 characters

## Using AI Text blocks in automations

Templates used in automations can include AI Text blocks. Content is generated automatically at the end of assembly, after all other content is added; multiple blocks generate sequentially.

**Set a fallback.** In templates (only), turn on **Enable Fallback Content** and provide fallback text that appears if generation fails during an automation run. With a fallback set, your fallback content shows; without one, the block is hidden and the newsletter sends without it. Automations never stop sending because of an AI Text block failure — the newsletter always goes out with the AI content, the fallback, or neither.

## Tips for best results

- **Add your main content first** — the AI reads the newsletter, so results improve when articles and copy are already in place.
- **Be specific about format** — bullets, sentence count, or word count belong in the prompt.
- **Use it for supporting copy**, not primary editorial content.
- **Always review before sending.**
- **Set a fallback for automations** to prevent blank sections.

## Related AI tools

Rework existing text with [AI Rewrite](https://docs.tryletterhead.com/newsletters/ai-rewrite/), or draft subject lines with [Smart Subjects](https://docs.tryletterhead.com/newsletters/smart-subjects-ai-powered-subject-lines-preview-texts/). Prefer to have it done for you? **Penpal** can draft a whole newsletter from a plain-language description for you in conversation — [see how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/). For everything else the composer can do, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# Build a feedback survey in your newsletter

Source: https://docs.tryletterhead.com/newsletters/feedback-survey/

> Drive engagement and get valued feedback using this simple strategy within your newsletter.

Here's a simple way to gather feedback while boosting engagement and your email reputation: emoji links that open a pre-filled reply email. Use it in one-off newsletters or bake it into your default templates for ongoing feedback.

**The idea:** a `mailto:` link on each emoji encourages readers to click and send you an email. Clicks and replies both count as positive engagement signals.

## The basics

1. Open a new draft in **Emails** (include your mailing address and unsubscribe link so you can test).
2. Add an emoji in a **Paragraph** block. Keyboard shortcuts: Windows key + period (PC), Ctrl + Cmd + Space (Mac).
3. Highlight the emoji and link it with a customized `mailto:` URL:

```
mailto:hello@tryletterhead.com?subject=Feedback&body=👍
```

Change these parts:

- **hello@tryletterhead.com** — the address where you want subscriber replies.
- **Feedback** — the subject line of the reply email.
- **👍** — the pre-filled body. Regular emojis and [UTF-8 hex codes](https://www.utf8-chartable.de/unicode-utf8-table.pl?start=128512) work in most email clients; plain text works too.

## Building the survey

1. In your draft or template, add a section with a heading like "How'd we do today?" — making it a **Heading** block helps it stand out.
2. Below it, enter three emojis with a space between each. A typical pattern is Bad / Meh / Good — but experiment: thumbs up/down, 1–5 scores, or a single heart readers can tap when they enjoyed a section.
3. Link each emoji with your `mailto:` format, changing the body emoji to match each option.
4. Save and preview. Clicking a link should launch the reader's default email app with the address, subject, and body preloaded.

Even when readers don't add their own words, the clicks give you insight into your audience and contribute to overall engagement performance.

Want structured, in-newsletter voting instead? Try [Polls](https://docs.tryletterhead.com/newsletters/how-to-add-and-customize-polls-in-your-newsletter/).


---

# Can I Edit a Published Newsletter?

Source: https://docs.tryletterhead.com/newsletters/can-we-edit-published-newsletter/

> This article explains how to make changes to a published newsletter by creating a copy and hiding the original version.

Once a newsletter is published, it can't be edited directly — the email has already been sent. But there's a simple workaround for sending updates or corrections and keeping your public archive tidy.

## Duplicate and update

1. Find the published newsletter in **Emails** and use its **Make a copy** action to create a new version.
2. Make your updates to the copy.
3. Schedule or publish the updated newsletter when you're ready.

See [How do I copy, delete, or turn a newsletter into a template?](https://docs.tryletterhead.com/newsletters/convert-newsletter-to-template/) for more on the quick actions.

## Hide the original from your archive

If you don't want the outdated version on your public archive page:

1. Go to **Emails** and locate the original published edition under **All Emails**.
2. Switch on the **Hide from archive** toggle for that edition.

The original disappears from your archive page, leaving only the updated version visible. More detail in [What is Hide from archive?](https://docs.tryletterhead.com/newsletters/private-newletters/)

For everything else, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# Create newsletters in Letterhead while sending through your own ESP

Source: https://docs.tryletterhead.com/newsletters/esp-integration/

> Build newsletters in Letterhead and send through the ESP you already use. Iterable and Mailchimp step by step, searching many connections by name or newsletter, Iterable snippets and Message Type IDs, plus the limits of external sending.

External sending lets you create and edit newsletters in **Letterhead** while sending them through **Iterable** or **Mailchimp** as your Email Service Provider (ESP). Letterhead acts as the editor; your ESP remains the sender — no need to migrate your audience, sending infrastructure, or existing workflows.

Iterable and Mailchimp are the most fully supported external providers, and the ones this article walks through step by step. Letterhead connects to a range of others as well — including SendGrid, Constant Contact, and Sailthru. The **Sending settings** page always shows the providers currently available to your account, along with a comparison of what each one supports, so check there rather than relying on a list in this article. You can connect more than one provider at a time and assign different connections to different newsletters.

## 1. Sender setup

Go to **Settings → Sending** at the company level. If your company has no connections yet, pick a provider from the cards on the page; once you have one, choose **+ Add connection** at the top right and pick the provider in the panel that slides in. Connecting a provider is typically an admin task. Every connection walks through the same steps: configure the provider's credentials, select the Letterhead newsletters that will use the connection, then select the audience list for each newsletter.

**Iterable configuration:**
- **API Key** (required) and **API Region**
- **Sender Name** and **Reply Address**
- **From Address** (optional) — must be on a domain verified in Iterable; leave it blank to use the reply address. This lets the sender address differ from your reply address — for example, a brand or no-reply address while replies go to a monitored inbox.
- **Unsubscribe Tag** — an additional field for deeper Iterable setups
- Per newsletter, you also set a **Subscription Channel**, a **Message Type ID**, and any **Data Feed IDs**

### If a Message Type ID isn't valid in Iterable

The **Message Type ID** you give a newsletter has to match a message type that exists in the Iterable project
the connection sends from. If it doesn't, Iterable refuses to sync the newsletter — and because that only
happens later, at preview or send time, a wrong ID would sit there looking perfectly fine in the meantime.

Now the ID is checked against your Iterable project as you save. Enter one that isn't there — a typo, or an ID
copied from a different project — and the save is refused, with the offending field marked and a message
naming the ID, so you can fix it while you're still looking at the screen.

Two more things are worth knowing:

- **Your saved IDs are re-checked every time you open these settings.** A message type that was fine when you
  set it up can be deleted or renumbered in Iterable later, and nothing about your newsletter would look wrong
  until a send failed to sync. Instead, the ID is checked again each time the page loads, and one that no
  longer exists in the project is flagged right under the field you set it in — so you find out while you're
  in the settings rather than after a send.
- **If Letterhead can't reach Iterable when you save, your settings still save.** Checking an ID means asking
  Iterable which message types exist, and when that question can't be answered we'd rather save your work than
  block it on a check we couldn't finish. Everything on the page goes in exactly as you set it, and the
  re-check above picks up a bad ID the next time we can reach Iterable. An ID Iterable *does* tell us is
  invalid is still refused, as above — being unable to ask is not the same as being told no.

**Mailchimp configuration** — all four fields are required, and you can't save the connection until each one is filled in:
- **Prefix** — your Mailchimp server prefix, visible in the URL when logged in to Mailchimp
- **API Key**
- **List Id** — the Mailchimp audience this connection works with. It's the list Letterhead reads your contacts and engagement from, so choose the one your newsletter subscribers live in.
- **Reply-to email address**
- Per newsletter, you then choose which parts of that audience it sends to. The options are the **saved segments and interest groups** inside the list you entered above — so set those up in Mailchimp first if you want to send to anything narrower than the whole audience. You can also apply the same selection to every newsletter at once.

When you come back to edit a saved Mailchimp connection, the API key is masked and can't be changed in place — the other fields stay editable.

This is the only place Mailchimp is set up. The same connection is what pulls your Mailchimp contacts into Letterhead, so there's nothing separate to configure for that — see [Company-Level CRM Audience Sync](https://docs.tryletterhead.com/integrations/company-level-crm-audience-sync-integration/) for what that sync does once the connection exists.

Once the connection is saved, Letterhead routes those newsletters to the selected ESP for delivery. Sending and deliverability are managed by the external provider.

Reassigning a channel from one company-level connection to another doesn't disable anything — it just switches which connection sends the channel's newsletters going forward. Existing templates and automations stay intact, and any newsletter you've already scheduled keeps its scheduled time.

### Find a connection when you have many

Once your company has a connection, the Sending page lists every connection as a card. Each card shows the
connection's name and provider, names the newsletters it sends (or says none are assigned), and is marked
**Disabled** when the connection is switched off. If you run one connection per brand, that list gets long fast,
so you don't have to scan it by eye:

- **Search.** The search box at the top matches a connection's name, its provider, or the name of any newsletter
  it sends. If you know which newsletter you want to change but not which connection sends it, type the
  newsletter's name.
- **Filter.** Open **Filters** to narrow the list to one provider, or to just your **Active** or **Disabled**
  connections — each shows how many connections it holds. While a search or filter is on, a line above the cards
  says how many you're seeing out of the total, with a link to clear them.
- **Open a connection.** Click a card and its settings slide in from the right, over the list. Close the panel and
  you're back where you were, with your search and filters still in place. While it's open, the page's web
  address points at that connection, so you can reload the page or send the link to a teammate and it opens on
  the same connection.
- **Rename, disable, or delete.** Each card has a **⋮** menu with **Rename**, **Disable** (or **Enable**), and
  **Delete**. The same menu sits at the top of an open connection.

## 2. Newsletter creation and previews

The full Letterhead editor still works: drag-and-drop blocks, custom templates, saved blocks, and previews and test sends — all inside Letterhead, even though the email sends through your ESP. If you have multiple providers connected, you can [choose which provider a template sends through](https://docs.tryletterhead.com/newsletters/create-edit-and-activate-deactivate-a-template/).

If you send through Iterable, you can also connect **Iterable data feeds** for per-recipient dynamic content — including [personalized images](https://docs.tryletterhead.com/integrations/personalize-images-with-iterable-data-feeds/) — and [connect data feeds at the channel level](https://docs.tryletterhead.com/integrations/connect-iterable-data-feeds-to-your-channel/) so every newsletter in the channel has access.

### Put an Iterable snippet in a newsletter

The **Iterable snippet** block drops a snippet you maintain in Iterable straight into a Letterhead newsletter.
The snippet's own HTML never passes through Letterhead — Iterable fills it in at send time — so the content
stays yours to change in Iterable without reopening the newsletter. (That's also why a snippet block can't
carry a [device or audience condition](https://docs.tryletterhead.com/newsletters/show-a-block-on-desktop-or-mobile-only/).)

Open the block's settings and give it the name of the snippet you want.

:::caution[Early access]
Everything from here to the end of this section is rolling out gradually and may not be available on your
account yet. Until it reaches you, the block simply takes a snippet name you type, and nothing checks that
name against Iterable — so it's worth confirming the spelling there first.
:::

Instead of typing that name from memory, you pick it from a list of the snippets that actually exist in the
Iterable project the newsletter sends from — searchable, so the exact spelling is one thing less to keep track
of. And saving a name that isn't in that list is refused on the spot with an error, rather than quietly going
out as an empty block.

Three things worth knowing:

- **If a snippet is renamed or deleted in Iterable**, a newsletter that already used it keeps the name it was
  built with, and the settings tell you that name is no longer in the connected project. Nothing is rewritten
  behind your back — you decide what goes there instead, and you find out while you're editing rather than
  after a send.
- **If there's no list to show you** — usually because the newsletter's channel has no connected Iterable
  project, or the project has no snippets yet — the block falls back to a name you type in, so you're never
  left without a way to set one. There's nothing to check it against in that case, so whatever you type is
  saved as it stands.
- **If Letterhead can't reach Iterable when you save**, your newsletter still saves. Checking a name means
  asking Iterable which snippets exist, and when that question can't be answered we'd rather save your work
  than block it on a check we couldn't finish. The name goes in exactly as you set it and nothing is lost.

Between them, those last two are how a snippet that isn't there can still get through. If a block comes back
empty in a test send and you're confident the name is right, re-open the block's settings, check the snippet
is listed, and save again — it will go out with the next send.

## 3. Audience management behavior

With an external sender selected:

- the channel's **Audience** area in Letterhead is hidden;
- subscriber data stays managed in your ESP — make all audience updates directly in Iterable or Mailchimp;
- each newsletter sends to the audience list (and, for Iterable, message type) you assigned in the connection settings.

Letterhead still reads engagement signals from Mailchimp and Iterable to power its segment and cohort features at the company level.

## 4. Metrics and reporting

For newsletters sent through Iterable or Mailchimp, Letterhead captures per-send engagement metrics — **opens, clicks, bounces, and unsubscribes** — plus a per-link click breakdown, refreshed on an hourly sync. Delivered/accepted delivery metrics are only available for Letterhead-native sending, and for anything deeper — audience-level analytics, deliverability reporting — use your ESP's native reporting.

## 5. Features not available with external sending

These rely on Letterhead's native sending system and don't function with external ESPs:

- Channel audience management in Letterhead
- [A/B testing on subject lines](https://docs.tryletterhead.com/newsletters/b-tests-on-email-subject-lines-in-letterhead/)
- Delivered/accepted delivery metrics

## Is external sending right for me?

- **Use Letterhead native sending** for full access to audience tools, A/B testing, and delivery metrics inside Letterhead.
- **Use external sending** if you already rely on an established ESP and want to keep that setup while designing newsletters in Letterhead.

For everything the editor can do, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# Create, Edit, Delete and Activate/Deactivate a Template

Source: https://docs.tryletterhead.com/newsletters/create-edit-and-activate-deactivate-a-template/

> Create, edit, tag, clone, activate and delete Templates in Letterhead, including starting a template from a ready-made starter template or from a newsletter you already send. Templates are reusable layouts that keep every newsletter consistent.

Templates are reusable layouts of pre-arranged blocks that help you set up newsletters quickly and keep every edition consistent. You manage them from the **Templates** area of the **Emails** page. For the full picture of what you can do with newsletters, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).

## Create a template

1. Open **Emails** and go to **Templates**.
2. Click **Create new template**. On the company **Templates** page, choose **Drag and drop builder**. If a gallery of starter templates opens, choose **Create from Blank** (or start from a starter instead, as described below).
3. Drag blocks from the panel into your layout, then click any block to open its settings and adjust it.
4. When the layout is ready, click **Preview and schedule** to set the default **Audience**, **Title**, and **Preview text** for editions made from this template.
5. Click **Activate Template** to make it available for use.

You can send yourself a test email before activating to check how the template renders. Keep in mind that email clients ultimately decide how much preview text they display.

If your account has more than one email service provider connected, you can choose which provider a template sends through when you create it. Templates on single-provider accounts use that provider automatically.

## Start from a starter template

Instead of building a layout block by block, you can start from one of Letterhead's starter templates: ready-made drag and drop layouts for common kinds of newsletter, such as a weekly roundup, a breaking news alert, an event invite, a new podcast or video episode, a job board or a gift guide.

1. Open **Emails** and go to **Templates**.
2. Click **Create new template** and choose **Drag and drop builder**. On a channel's **Templates** page, click **Create new template**.
3. Browse the starters, or type in the search box to find one by name. Click a starter to preview it, and use the desktop and mobile buttons above the preview to check both views.
4. Click **Use this template**. On the company **Templates** page, if your account has more than one email service provider connected, choose the one the template sends through first.

Your new template opens in the editor, laid out exactly as the starter was designed. From there you can change it like any other template. It's created where you started: a company template from the company **Templates** page, or a template for that channel from a channel's **Templates** page.

A few things to know:

- **Replace the sample content before you activate.** Every starter comes with placeholder text to show off its layout, and most come with sample images too.
- **Your brand isn't applied for you.** A starter keeps the fonts and colors it was designed with. To restyle it with your brand kit in one step, use **Preview a brand kit** and **Apply to template** on the editor's **Styles** tab before you activate it — see [Apply a brand kit to a newsletter or template you've already built](https://docs.tryletterhead.com/settings/managing-brand-kits/#apply-a-brand-kit-to-a-newsletter-or-template-youve-already-built). Applying a kit leaves the logo as it was, so add your own logo yourself.
- **You can still start from nothing.** Choose **Create from Blank**, the first card in the list, for an empty drag and drop template. On the company **Templates** page, **Switch to HTML editor** at the bottom of the list takes you to the HTML editor instead.

## Start a template from a newsletter you already send

If you already send a newsletter, you can use it as the starting point for a template instead of building the layout block by block.

1. Save a copy of the newsletter as an email file. In Gmail, open the newsletter, choose **More** (⋮), then **Download message**. This saves a `.eml` file.
2. Open **Emails** and go to **Templates**.
3. Click **Create new template** and choose **From an existing newsletter**.
4. Drop the file into the window, or click the upload area and choose the file.
5. Click **Create template**. If your account has more than one email service provider connected, choose the one the template sends through first. For a newsletter sent with Letterhead, you'll see a summary of the blocks the template will have before you create it. For one sent from another platform, you'll see a note that AI will lay it out instead, and the dialog tells you its content goes to our AI providers.

Your template is built in the background. You can wait in the window, which closes when the template is ready; click **Start another** to begin on a different newsletter straight away; or close the window and carry on with something else. While it's being built, it's listed under **From an existing newsletter** in the **Create new template** menu. When it's ready, a message lets you know and the template appears in your list. You can build up to five templates at a time.

Letterhead lays the newsletter out as drag and drop blocks (headings, text, images, buttons, dividers, story blocks and two-column rows) and applies its fonts, colors and buttons to the template. Open it from your list to edit it like any other. If the layout can't be worked out, a message tells you so and the template is added to your list empty: you can build it by hand, try again with the same file, or delete it.

A few things to know:

- **Story blocks keep the layout, not the stories.** Each edition you make from the template fills them in.
- **Some parts are left out on purpose.** Ads from other ad services, the "view in browser" line and the footer aren't copied, because your template has its own view-in-browser line and footer. For a newsletter sent with Letterhead, the summary lists anything that was left out.
- **A newsletter sent with Letterhead is read in your browser.** It's never uploaded. One sent from another platform is laid out by AI, which can take a few minutes.
- **Replace the sample content before you activate.** Images still point to where the original newsletter keeps them, and the text is the copy from the issue you uploaded.
- **A newsletter you received directly works best.** Forwarding an email can change how it looks, so some styles may not come through.

## Tag a template

You can tag company templates to organize your library. Open a template's configuration screen to add tags — pick from your company's existing tags or create a new one on the spot. Tags appear in both grid and list views of the template library, and you can filter the library down to templates carrying the tags you choose. The filter stays in place through a reload or a shared link.

## Filter and save views of your templates list

Both company and newsletter templates can be filtered by tags, and company templates can also be filtered by status and owner. Once you've narrowed the list to the templates you care about, you can save that combination as a named view. Your saved views appear in a dropdown next to **Filters**, so you can return to one — or to the full list — in one click instead of setting the same filters again on every visit. From the same dropdown you can set a view as your default, rename it, or delete it. Saved views are kept in the browser you saved them in.

## Edit a template

Deactivate the template first, make your changes, then reactivate it with **Preview and schedule** → **Activate Template**. Editing while a template is live risks an in-progress version going out, so deactivating first is the safe path. Changes affect future sends only — newsletters already scheduled from the template are not affected.

**Best practice:** duplicate a template before major changes so you keep the original. Letterhead shows when a template was last updated and which team member made the change.

## Clone a template

When you clone a company template, a dialog appears with a name already filled in. Edit the name before confirming and the clone is created with your custom name — no renaming afterward.

## Activate or deactivate a template

- **Activate** makes the template available in newsletter creation and automation setup.
- **Deactivate** hides the template from new sends without affecting newsletters already scheduled from it.

If a deactivated template is used by an active automation, Letterhead warns you; confirming deactivates the associated automation too, so nothing keeps sending from an outdated template. There's no version history yet — deactivating also works as a way to archive a template you may want later.

## Delete a template

Find the template in your templates gallery and delete it. Letterhead shows a confirmation dialog warning that the action can't be undone and will turn off any connected automations — but there's no separate step to unlink it first. Deletion goes through immediately, even if an active automation is currently using the template. (A newsletter you've already scheduled from the template is its own independent copy by that point, so deleting the template afterward doesn't


---

# Custom CSS in emails

Source: https://docs.tryletterhead.com/newsletters/custom-css-in-emails/

> The Email CSS editor in your channel's Settings → Sending emails applies custom CSS to your emails in place of Letterhead's defaults, for styling beyond the built-in design tools.

Custom CSS (an early access feature) gives you fine-grained control over your email styling beyond what the drag-and-drop [design settings](https://docs.tryletterhead.com/newsletters/design-composer-settings/) offer. You add it in your channel's **Settings → Sending emails**, in the **Email CSS** section — it applies channel-wide, not per edition. If you don't see the section, it may not be enabled for your account yet.

## How it works

The **Email CSS** editor accepts standard CSS rules that apply across your emails:

```css
.my-block {
  background-color: #f0f0f0;
  padding: 20px;
  border-radius: 8px;
}
```

Letterhead applies your styles in place of its defaults. As the app notes in the editor: Letterhead can't provide troubleshooting support for custom CSS implementation issues — you own what you write here.

## Limitations and best practices

- Email clients vary widely in CSS support — always send yourself a test email and check it in the clients your audience uses (Gmail, Outlook, Apple Mail, and so on).
- Avoid advanced layout features like CSS Grid or Flexbox unless you've tested compatibility.
- Keep media queries simple for responsive tweaks (e.g., `@media (max-width: 600px)`).
- Test colors, fonts, and spacing across clients before sending.

## Related

For per-edition design control without CSS, use the composer's [design settings](https://docs.tryletterhead.com/newsletters/design-composer-settings/), and see [How to Adjust Mobile Font Size and Padding](https://docs.tryletterhead.com/newsletters/how-to-adjust-mobile-font-size-and-padding-in-letterhead/) for mobile-specific sizing.


---

# Drag and Drop a section

Source: https://docs.tryletterhead.com/newsletters/drag-and-drop-a-section/

> Learn how to move a section within your newsletter by using the simple click, drag, and drop feature.

Every block in the composer can be repositioned by dragging:

1. Hover over the edge of the block you want to move until the move cursor appears.
2. Click and drag the block to its new position in your newsletter, then release.

That's it — blocks snap into place in the order you drop them. Dragging also works for adding a **[saved block](https://docs.tryletterhead.com/newsletters/saved-block-library/)** from the **Library** tab into your layout. To add a new block of a standard type — Text, Image, Poll, Curation, and the rest — click it in the panel rather than dragging; those types don't support drag-to-insert.

For everything else you can do while composing, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# Edit newsletter details as a company administrator

Source: https://docs.tryletterhead.com/newsletters/edit-newsletter-details-as-a-company-administrator/

> Company administrators can open and edit their newsletters' details (name, web address, description, logo, timezone and contact details) from the Groups or Channels page, without asking Letterhead staff.

If you're a company administrator, you can edit your existing newsletters yourself. Previously, only Letterhead staff could make these changes.

You'll find your newsletters on the **Groups** page in your company menu. If you're using the new navigation, the same page is called **Channels**.

## What you can edit

Open a newsletter from that page to change its details, including:

- Its name
- Its [web address](https://docs.tryletterhead.com/newsletters/what-is-an-archive-page/)
- Its description
- Its logo
- Its timezone
- The contact name and email address on file for it

## What still requires Letterhead staff

The following actions still require assistance from Letterhead support:

- [Creating new newsletters](https://docs.tryletterhead.com/newsletters/newsletters-overview/)
- Creating newsletter groups
- Deleting newsletter groups

This change gives company administrators more direct control over their newsletter properties while maintaining guardrails around structural changes to your account.


---

# How can I add curated content to my newsletter?

Source: https://docs.tryletterhead.com/newsletters/curation-block/

> Add the Curations block to pull library articles into a newsletter, style it (layout, side-by-side columns, text, images, spacing, call to action, custom fields), set story order, run a picked story in full, use it in templates, or match stories to reader interests.

The **Curations** block places content from your Curations library into your newsletter — reliably and, if you like, automatically. It **only retrieves articles that have already been curated** into Letterhead, which you can do with the [Chrome Extension](https://www.tryletterhead.com/chrome-extension), the [Curations interface](https://docs.tryletterhead.com/dynamic-content/managing-your-curation-library/), automated feeds, or Zapier/API.

## Add the Curations block

1. From **Emails**, start from scratch or open an existing template/draft.
2. Drag the **Curations** block from the **Dynamic content** section of the block panel into your newsletter.
3. Click the block to open its settings:
   - **Search** — keywords to match curated articles.
   - **Source** and **Tags** — filter which curations are eligible.
   - **Date curated** — limit to a recent window (e.g., the last seven days).
   - **Number of items** — how many curations to pull in.
   - **Skip** — skip past curations you don't want.
4. Click **Load**. Matching articles appear in the block right away. If nothing matches your criteria, an error message appears — adjust your search and click **Load** again.

## Style the loaded content

You can set all of this up before or after the articles load:

- change the **layout** of the curation(s);
- on a layout with the image beside the text, drag the **Column width** slider to choose how much of the row each side takes. The left side can be anywhere from 10% to 90% of the row, and the right side gets the rest, so you can run a small thumbnail beside a long headline or a wide image beside a short one;
- switch **Display options** on and off (title, excerpt, date, source, author) — any of them, whether or not the story you loaded has something for it, so you can set a block up before its content arrives. A field with nothing in it simply doesn't appear in the email;
- keep the original **Image** ratio or crop it for better display;
- style the **Border** (affects the block's appearance, not its content), **Color** of background and text, **Font**, and **Padding**.

These work the same way whether the block's content came from your curation library, a WordPress post, or an RSS feed.

### Format text

Apply **bold**, *italic*, and underline to any text inside the block using the same inline formatting controls you use in other block types. Click into the block, select the text, and apply the formatting. Your choice sticks through saving and into the delivered email, including company-template previews and server-built sends.

### Move the image

With a vertical layout, you can move the image up or down among the block's other elements — title, excerpt, and any additional text — and the sent email matches what you see. Common choices are the image above the title for a visual-first look, between the title and excerpt, or below all the text.

### Link the headline

**Display options** includes **Link the Title to the Story**, which is on to start with: the headline becomes a link to the article, so readers can click the title as well as the call to action. Turn it off when you'd rather the call to action be the only way through.

This setting is the only thing that decides where a headline points, so you can paste headlines in freely. When you copy one from a publisher's site the link behind the words usually comes with it, but Letterhead drops that link and uses the story link instead — you don't need to paste as plain text or retype anything.

Older newsletters and templates get the same treatment: the next time you open one, any link that arrived with a pasted headline is removed from it, and that headline points to the story from then on. Nothing else about the block changes, and you don't have to re-save it for the sent email to be right.

Worth knowing if you had relied on the old behavior: a headline pasted with its own link used to send readers to that link rather than to the story. It now goes to the story, and a link you pasted into a headline is not kept.

### Style the call to action

Every curation block can invite readers to the full story, either as a button or as a link at the end of the description.

1. In the block's settings, open **Display Options** and switch on **CTA Button**.
2. Type the wording you want in **Button Content** — "Read more" is the default, but "Keep reading" or "See the full recipe" often lands better.
3. Under **Call to action style**, pick one:
   - **Button** — a solid block of color on its own line, with its own controls for background and text color, alignment, corner rounding, and padding.
   - **End of text** — the wording becomes a link at the end of the description, flowing on from the last sentence.

Your choice is per block, so one story can lead with a button while the next ends on a quieter link.

When you pick **End of text**, the link always borrows the link styling you already set for the newsletter under **Font Settings** — color, weight, style, and decoration — so it matches every other link your readers see. There's no separate color or emphasis control for this style, and no alignment of its own, because it follows the description. Switching between the two styles keeps both sets of settings, so you can try the end-of-text link and go back to the button without losing how it was set up.

The end-of-text link is also the lighter of the two — it joins a paragraph you were already sending rather than adding a block of its own, which helps keep your email small enough that inbox providers show the whole thing rather than cutting it short.

#### Change where the button goes

With the **Button** style, a **Button URL** field sits below the button's style controls. It starts as the story's own link, so the button goes to the article until you change it. Point it at any other web address — a signup page, a related event, a landing page you track — and that story's button links there instead, while the headline and image keep linking to the story. Clear the field, or put the story's link back, to send the button to the story again. The field takes a web address starting with `https://` or `http://`; if what you've typed isn't one yet, it says so, and the button keeps linking to the story until you fix it.

If your email service fills in data feed links itself, as Iterable does, you can also enter a personalization token or a data feed expression such as `[[trending.[0].url]]`, and each reader's button is filled in when the email is sent. Other email services don't fill these in, so use a plain web address there.

The field appears on stories you've loaded into the block and on URL blocks. It doesn't appear on a block that fills itself with stories when the email is sent, such as one in an automation template: every story that block pulls in shares its settings, so each button keeps linking to its own story. Loading a different story into a card also sets its button back to that story's link.

### Adjust the spacing between a card's text elements

**Component Gap**, in the block's settings, sets the space between a curated story's headline, excerpt, author line, and call-to-action button (or end-of-text link) — the pieces that stack below the image, or make up the whole card when there's no image. It's separate from **Image Gap**, which only controls the space between the image and the text around it and only appears on a layout that has one.

Raise Component Gap to give a card more breathing room, or lower it toward zero to pull the pieces closer together. It applies to every curation the block loads, so the whole card keeps a consistent rhythm however many stories you cycle through.

### Show custom fields

When you [add custom fields to curated articles](https://docs.tryletterhead.com/dynamic-content/custom-fields-for-curations/), those details appear directly in the newsletter, styled to match your content:

- **While composing** — custom fields are grouped under clear headings in the curated article section, so you can review and update values before sending.
- **In the sent email** — the fields display alongside the article content, formatted to blend with the rest of your layout.

If your curated content comes from WordPress, [field mapping](https://docs.tryletterhead.com/dynamic-content/map-wordpress-custom-fields-to-letterhead/) can fill these values automatically.

### Randomize the story order

Randomized order shuffles how stories load into the block, so when the same block fills from your library more than once — a templated daily digest, for example — the stories arrive in a different order instead of the same story always sitting on top.

In the block's settings, check **Randomize Options**; uncheck it to go back to the default ordering. Your other block settings still apply — tag and feed filters, the number of items, and the skip-items offset all work exactly as before, and stories already loaded into other curation blocks in the same email are excluded, so randomization won't show the same story twice in one send.

This is an early access feature, so you may not see the **Randomize Options** checkbox yet — contact Letterhead support if you'd like it enabled for your account.

### Show the oldest items first

By default, the block shows your newest curations first. If your source is a list of upcoming events, that puts the event furthest in the future at the top, and the ones happening soonest can fall off the end of **Items to Show**. Switching the order fixes that.

In the block's settings, find **Show items** and pick **Oldest first**, then click **Load** to see the new order in your draft. Pick **Newest first** to go back. The email your readers get uses the same order you see while composing.

A few things to know:

- Stories are ordered by their publication date. For an events feed, that's usually the date of the event.
- **Oldest first** starts from the oldest story that matches your filters, so if past events are still in your library, they'll show up first. Narrow the block with your filters, or remove events once they've happened.
- **Skip Items** counts from the top of the new order, so with **Oldest first** it skips the oldest stories.
- If **Randomize Options** is also checked, the stories are shuffled and the order you pick here doesn't apply.
- Blocks you already have keep showing newest first until you change them.

This is an early access feature, so you may not see the **Show items** setting yet — contact Letterhead support if you'd like it enabled for your account.

### Run one story from your library in full

You can choose a story yourself, with **Pick from library**, and run its whole article with the **Full content** layout instead of a headline and excerpt.

1. Click **Pick from library** in the block's settings and choose the story.
2. Under the layout options, choose **Full content**.

**Full content** stays in the layout list for that story, even if you try another layout and come back. While you compose, the block still shows the story's headline and excerpt, with a "Full content will render at preview." label above it. Your preview and the email your readers get show the full text of the story you picked.

A few things to know:

- This works only for a story that has its full article text saved in your library. If a story has only a headline and excerpt, **Full content** isn't offered for it.
- It works with one story per block. To run several stories in full, give each one its own block.
- If you change the block's link by hand after picking a story, the block no longer points at that story, and **Full content** stops being offered for it.

This is an early access feature, so **Full content** may disappear after you pick a story. If you'd like it enabled for your account, contact Letterhead support.

### Lay stories side by side in columns

The **Columns** layout puts two, three or four stories next to each other in one row, each with its image above its text. It suits a row of related reads, upcoming events, or anything your readers would want to scan at a glance.

1. In the block's settings, choose **Columns** from the layout options.
2. Under **Columns**, pick two, three or four columns (a new Columns block starts at four). That number is also how many stories the block holds: **Load** brings in one story per column, and in an automation template the block fetches one story per column when the email sends.
3. Click **Load**, or use **Pick from library** to choose the stories yourself.

To change the story in just one column of a newsletter, click that column on the canvas. It gets a blue outline, and **Pick from library** then replaces that column alone. Click it again to go back to filling the whole row. In a template, a pick always fills the row from the first column. Once you pick, the block sends the stories you picked and stops fetching its own, so any column your picks don't reach is left out of the email.

Every column shares the block's settings, so the row stays even: display options, fonts, image settings, the call to action and spacing apply to all of them, and each story's button links to its own story, so the **Button URL** field doesn't apply to a Columns block. **Item Gap** sets the space between the stories, and the block's padding sets the space around the whole row. **Image Gap** and **Component Gap** work inside each story as usual.

If the block has fewer stories than columns, the stories it has share the row evenly. An empty column is left out of the email.

For more than one row, add another **Curations** block below with the **Columns** layout. Set its **Skip Items** to the number of stories in the blocks above, for example 4 under a row of four, before you click **Load** or in a template, so it doesn't bring in the same stories again. In a newsletter you can also use **Pick from library** for the second row.

#### Choose how the columns sit on phones

Under **Stack options**, pick what happens on a phone:

- **1 per row**, the default, stacks every story at full width.
- **2 per row** pairs the stories two side by side. It's offered with 4 columns, and an odd number of stories stacks 1 per row.
- **All on one row** keeps the stories side by side on a phone too.

When stories would be too narrow to read comfortably on a phone, the settings panel says so. The canvas always shows the desktop layout; to see the phone layout, open **Preview and schedule** and switch to the mobile preview.

This is an early access feature, so you may not see **Columns** in the layout options yet. If you'd like it enabled for your account, contact Letterhead support.

## Show each reader the story that matches their interests

Letterhead already learns which topics each reader cares about from what they click — you can see those on their [subscriber profile](https://docs.tryletterhead.com/audience/view-reader-interests-on-subscriber-profiles/). The **Interest Matched** block puts that to work: you give it a few candidate stories, and each reader receives the one that best matches their interests. Two readers can open the same newsletter and find a different story in that spot.

### Add the block and its candidates

1. Drag the **Interest Matched** block from the **Dynamic content** section of the block panel into your newsletter.
2. In the block's settings, under **Candidates**, click **Add candidate** and pick stories from your curation library. A block holds up to three.
3. Put your safest, most broadly appealing story first. It is marked **Shown by default**: anyone without a clear match gets it, including new readers Letterhead hasn't learned about yet. Use the arrows to reorder candidates, or remove one you've changed your mind about.
4. Style the block with the same **Display options**, image gap, and corner settings you'd use on a regular Curations block. They apply to whichever candidate a reader receives, so every version looks the same.

While you're composing, the block shows your first candidate, and so does an ordinary test email — that's what a reader with no interest match receives.

Matching only happens when your channel sends through Letterhead. If it sends through another email service, the block tells you so in its settings, and every reader gets the first candidate. The same goes for a newsletter running a [subject-line A/B test](https://docs.tryletterhead.com/newsletters/b-tests-on-email-subject-lines-in-letterhead/): matching doesn't apply to it yet, so every reader gets the first candidate, and the block's settings say so.

### Check what a particular reader will get

To see the version a reader interested in a given topic receives, send yourself a test:

1. Open **Send a Test Email**.
2. Under **Send as a reader interested in**, pick a topic. The list only offers topics your candidates cover, since those are the only ones that change which story is shown. If the setting doesn't appear, none of your candidates has been matched to a topic yet.
3. Send the test. Each Interest Matched block in it shows the candidate a reader with that interest would get.

Leave the setting on **Your story order** to see what readers without a match receive.

### See how matching performed

After the newsletter goes out, the edition's metrics include an **Interest-matched stories** card. It compares readers who were **Matched to interests** with readers who got **Your story order**, showing for each group how many were delivered, their open rate, and their click rate.

Read the comparison with care. Readers get a matched story because they've clicked on things before, so they tend to be your more engaged readers anyway. A higher rate for the matched group is expected, and on its own it doesn't show that matching made the difference. Open rates on this card also leave out automatic opens by mail apps, so they can sit a little below the edition's headline open rate.

### Measure what matching itself changed

When you want a fair answer, turn on **Measure interest matching** on the newsletter's schedule screen before you send. One in ten readers who would have received a matched story get your story order instead. The card then adds a **Held out** row: matched and held-out readers have the same kind of interest history, so the difference between those two rows is what matching changed.

It's off by default and is set per newsletter, because the readers held out miss their matched story that time. Turn it on for the editions you want to learn from. The switch doesn't appear on newsletters running a subject-line A/B test.

## Using curations in automation templates

To have an automation assemble curated content for you, build the **Curations** block into a template:

1. Curate articles ahead of time — the block only pulls from what's already in your library.
2. In **Emails** → **Templates**, start from scratch or open a template. Active templates must be [deactivated before editing](https://docs.tryletterhead.com/newsletters/create-edit-and-activate-deactivate-a-template/).
3. Add and configure the **Curations** block as above, with one difference: under **Show items added in the past**, avoid the default **Use exact dates** option — it only pulls stories curated on one specific date. Pick a rolling window instead.
4. Click **Preview and schedule** to review, then activate the template.
5. Set up your automation to send the template — see [automation triggers](https://docs.tryletterhead.com/automations/automation-triggers-overview/).

Notes for automations: there's no **Load** button in templates — content loads on the automation's schedule, usually about an hour before send time. If no article matches, the block simply doesn't render (including in preview), so the newsletter sends without that section.

Deciding between blocks? See [One content block for your library, feeds, and links](https://docs.tryletterhead.com/newsletters/content-block-sources/). For everything else, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# How can I include my social profile as part of my newsletter?

Source: https://docs.tryletterhead.com/newsletters/social-profiles/

> Letterhead offers a convenient Profile block that can be included in your newsletter, allowing your audience members to easily click on and view your social media profiles.

The **Profile** block adds social icons to your newsletter so readers can follow you or your brand directly from your editions — its settings panel is titled **Social Profiles**. We recommend setting it up in your templates — set it up once and forget about it.

## Two ways to fill in your links

- **Channel social links:** set your social profile URLs once in **Settings** → **General** → **Social Media**, and Profile blocks can pull them automatically. When you're editing at the company level (for example, a company template used across channels), the block shows a **Use Channel Social Links** toggle — each channel's own links fill in automatically. **Bluesky** is among the supported networks, alongside the established platforms.
- **Per-block URLs:** enter profile URLs directly in the block settings for one-off setups.

## Add the block to a template

1. In **Emails**, open **Templates** and edit an existing template or start a new one. Active templates must be [deactivated before editing](https://docs.tryletterhead.com/newsletters/create-edit-and-activate-deactivate-a-template/).
2. Drag the **Profile** block into your layout and click its placeholder to open the block settings.
3. Check the boxes for the social platforms you want. For each selected platform, enter your profile URL — **a platform won't display in the block without a URL** (unless it's filling from channel social links).
4. Drag the platform names to rearrange the icon order.

## Design options

- **Display as** — **Icons only** or **Text only**.
- **Color** — when displaying icons, pick the icon color style.
- **Alignment** — left, center, or right.
- **Layout Gap** — fine-tune the spacing between individual social icons.
- **Padding and background** — set in the block's common style settings, like any other block.

When you're done, continue to preview and test your template, then click **Activate** so new newsletters use it.

Want readers to *share* your edition instead of following you? That's the [Share block](https://docs.tryletterhead.com/newsletters/social-share/). For everything else, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# How can I use HTML in Letterhead?

Source: https://docs.tryletterhead.com/newsletters/html/

> How to use the HTML block and write a template from your own HTML, the merge tags you can put in it — including the unsubscribe and view-in-browser link tags — and the HTML elements and attributes that are supported.

The **HTML** block lets you insert custom HTML directly into your newsletter. Built-in validation keeps your email compatible with email clients: problematic inputs — like `script` tags and HTML5 media objects — are automatically identified and restricted, so custom code can't break your layout or deliverability.

## Add an HTML block

1. From **Emails**, open a draft (blank or from a template).
2. Drag the **HTML** block from the block panel to where you want it.
3. Click the block placeholder — the HTML editor opens on the right.
4. Enter your markup. Changes save automatically.

## Build a template from your own HTML

Instead of assembling a reusable template block by block, you can write or paste the entire HTML yourself:

1. From **Emails**, click **New template** and choose **Start from HTML**.
2. Enter or paste your markup in the editor. The preview updates as you work.
3. Use merge tags (below) to pull in curated content or promotions at send time.
4. Save the template — it reopens in the same code view whenever you edit it later.

You can also choose **Start from HTML** when creating a one-off newsletter from scratch (not from a template).

## Letterhead supported merge tags

You can use these merge tags inside your HTML:

- `{{ campaignId }}` — a unique identifier for the newsletter once published (empty before publication).
- `{{ uniqueId }}` — a unique identifier for the individual subscriber (empty before publication).
- `{{ email }}` — the subscriber's email address (or `{{ emailSHA256 }}` for a SHA-256 hash of it, or `{{ emailMD5 }}` for an MD5 hash). The two hashed tags fill in only when the newsletter is sent through Letterhead — see [hashed email addresses](https://docs.tryletterhead.com/audience/personalization-tags/#hashed-email-addresses).
- `{{ firstName }}` — the subscriber's first name, if set in their profile.
- `{{ lastName }}` — the subscriber's last name, if set in their profile.

When building a template from HTML, you can also use content merge tags to pull in curated items or promotions. These fill with real content at send time.

### Unsubscribe and view-in-browser links

Two more merge tags resolve to whole URLs rather than to a piece of subscriber data, so you drop them straight into an `href` in a template you write from HTML:

| What it gives you | Merge tag |
| --- | --- |
| The unsubscribe link for this newsletter | `{{ unsubscribe }}` |
| A link to view this newsletter in a browser | `{{ viewinbrowser }}` |

For example:

```html
<a href="{{ unsubscribe }}">Unsubscribe</a> &middot;
<a href="{{ viewinbrowser }}">View in browser</a>
```

A few things worth knowing:

- **Use the unsubscribe tag — don't write the link by hand.** `{{ unsubscribe }}` fills in the right link for the individual reader when the newsletter goes out, so each person unsubscribes themselves rather than someone else. If your newsletter sends through a third-party email service instead of Letterhead, the tag fills in that service's own unsubscribe link, so the same markup works either way and you don't have to remember which one you're on.
- **They're for templates you write from HTML.** A newsletter built in the composer gets its unsubscribe and view-in-browser links from the footer block instead — you don't add either tag there.
- **Capitals and spaces don't matter.** `{{unsubscribe}}`, `{{ Unsubscribe }}` and `{{ unsubscribe }}` all work.
- **A test send fills both links in, but only one of them works there.** The view-in-browser link in a test email opens the edition on the web. The unsubscribe link can't unsubscribe anyone from a test email, because the person you sent the test to isn't a subscriber — clicking it shows an error page that reads *We failed to unsubscribe you*. That's expected in a test, not a broken link. To check it for real, subscribe your own address to the channel and send the edition to a segment that contains only you.

Every newsletter needs a working unsubscribe link — it's a legal requirement in most places, and leaving it out can get a send rejected outright. See [what happens when someone unsubscribes](https://docs.tryletterhead.com/audience/what-happens-when-someone-unsubscribes-from-your-newsletter/).

For personalization elsewhere in your newsletter, see [How do I personalize my newsletters?](https://docs.tryletterhead.com/newsletters/personalization/) and [audience profile fields](https://docs.tryletterhead.com/audience/how-profile-fields-work/).

## Supported HTML elements and attributes

| Element | Accepted attributes |
| --- | --- |
| `<span>` | `id`, `class`, `style` |
| `<code>` | `id`, `class`, `style` |
| `<sub>`, `<sup>` | `id`, `class`, `style` |
| `<del>` | `id`, `class`, `title`, `style` |
| `<ins>` | `id`, `class`, `style` |
| `<small>` | `id`, `class`, `style` |
| `<font>` (converts to `<span>`) | `class`, `id`, `color`, `size`, `face`, `style` |
| `<a>` | `id`, `class`, `href`, `title`, `style` |
| `<em>` / `<i>` | `id`, `class`, `style` |
| `<strong>` / `<b>` | `id`, `class`, `style` |
| `<p>` | `id`, `class`, `style` |
| `<img />` | `class`, `id`, `src`, `alt`, `title`, `style`, `width`, `height` |
| `<table>` | `class`, `id`, `title`, `style`, `width` |
| `<tbody>`, `<thead>` | `class`, `id`, `style` |
| `<tr>` | `class`, `id`, `align`, `valign`, `style` |
| `<th>` | `class`, `id`, `colspan`, `rowspan`, `style`, `width`, `height` |
| `<td>` | `class`, `id`, `colspan`, `rowspan`, `valign`, `style`, `width`, `height` |
| `<h1>`–`<h6>` | `id`, `class`, `style` |
| `<br>` | `id`, `class`, `style` |
| `<ol>`, `<ul>`, `<li>` | `id`, `class`, `style` |
| `<dl>`, `<dt>`, `<dd>` | `id`, `class`, `style` |
| `<pre>` | `id`, `class`, `style` |
| `<u>` (converts to `<span>`) | `id`, `class`, `style` |
| `<s>` (converts to `<span>`) | `id`, `class`, `style` |

For styling without code, see [How do I use the new design settings?](https://docs.tryletterhead.com/newsletters/design-composer-settings/) For advanced email-wide styling, see [Custom CSS in emails](https://docs.tryletterhead.com/newsletters/custom-css-in-emails/).


---

# How can my audience members easily share my newsletter?

Source: https://docs.tryletterhead.com/newsletters/social-share/

> Letterhead provides a Share block that can be added to your newsletter edition for your audience members to share your content.

The **Share** block adds icons that let readers share your newsletter edition on their platform of choice with one click — its settings panel is titled **Social Share**. We recommend setting it up in your templates — set it up once and forget about it.

## Add the block to a template

1. In **Emails**, open **Templates** and edit an existing template or start a new one. Active templates must be [deactivated before editing](https://docs.tryletterhead.com/newsletters/create-edit-and-activate-deactivate-a-template/).
2. Drag the **Share** block into your layout and click its placeholder to open the block settings.
3. Check the boxes for the share options you want to enable.
4. Drag to rearrange them into your preferred order.

## Design options

- **Display as** — **Icons only** or **Text only**.
- **Color** — when displaying icons, pick the icon color style.
- **Alignment** — left, center, or right.
- **Layout Gap** — fine-tune the spacing between individual share icons.
- **Padding and background** — set in the block's common style settings, like any other block.

When you're done, click **Preview and schedule** to preview and test, then **Activate template** so new newsletters include it.

Control how those shares *look* on social platforms with a [social card](https://docs.tryletterhead.com/newsletters/social-card-setup/). Want readers to follow your profiles instead? Use the [Profile block](https://docs.tryletterhead.com/newsletters/social-profiles/).


---

# How do I add a background image to my newsletter?

Source: https://docs.tryletterhead.com/newsletters/newsletter-background-image/

> A background image sits behind the content of your email and shows up on most modern email clients. It's a great way to add brand personality, set a seasonal mood, or carry a campaign visual through your newsletter.

You can add a background image at three levels:

1. **On an individual letter** — applies to just that one send.
2. **On a template** — applies to every letter created from that template going forward.
3. **On a single section/block** — applies to one content block, not the whole email. Works in both letter and template editors.

The control is the same everywhere: open the editor for the letter, template, or block you want to change and find the **Background Image** setting.

## Before you start

- **File type:** JPG, PNG, or GIF.
- **Size:** keep it under ~1 MB so emails stay snappy.
- **Dimensions:** match your newsletter's **Desktop Width** (set in the **Styles** tab, default 640px) for the cleanest result.
- **Contrast:** make sure body text stays readable on top of it.

You can also use a hosted image from the web — you just need its direct URL.

## Option 1: One letter

Use this for a one-off look — a seasonal issue or sponsored edition.

1. Open the letter from **Emails** (an existing draft, or start one from a template).
2. In the editor's right panel, click the **Styles** tab.
3. Under **EMAIL STYLES**, below **Desktop Width**, **Mobile Width**, and **Background Color**, find **Background Image** and click **Choose an image**.
4. Upload from **Local Files** or paste a **Direct Link**. The preview refreshes with your new background. Save the letter.

## Option 2: A template

Use this when every letter created from the template should inherit the background.

1. Open **Emails** → **Templates** and click the template.
2. Open the **Styles** tab and set the **Background Image** the same way as above.
3. Save the template.

New letters created from the template start with the background; letters already created don't update retroactively.

## Option 3: One section (block)

Use this to put a background behind just one block — a hero panel or featured story. It works in both letter and template editors.

1. Click the block; the right panel switches to **Block Settings**.
2. Scroll to **BACKGROUND IMAGE** and expand it, then click **Choose an image**.
3. After uploading, pick an **Image Fit**:
   - **Fit** — the whole image is visible inside the block (may leave space at the edges);
   - **Fill** — the image covers the block completely (parts may crop);
   - **Tile** — the image repeats across the block.

Content displays above the image. If your image has no transparency, the block's background color won't be visible; for best results use images matching your newsletter's **Desktop Width**.

## A note about Outlook

Background images may not display in Outlook desktop, which falls back to your **Background Color**. Set a background color that complements the image so Outlook readers still get a consistent look; for section-level images, a transparent **Block Background Color** lets the image show through.

## Confirm it looks right

- Is all your text readable on top of the image?
- Does it look right at both desktop and mobile widths?
- Does the fallback **Background Color** still work if the image doesn't load?

Then click **Preview and schedule** (letter) or **Preview and activate** (template) to step through the preview flow.

## Removing a background image

Go back to where you added it — the **Styles** tab or **Block Settings** — and clear the image. The design falls back to your background color.

## Troubleshooting

- **Not showing for some readers:** some clients (notably Outlook desktop) don't render background images; they see your background color instead.
- **Text hard to read:** use a simpler image, or give individual blocks a solid **Block Background Color** so text sits on a clean surface.
- **Stretched, cropped, or pixelated:** try a different **Image Fit** for sections, or re-upload at a size closer to your **Desktop Width**.
- **Template image missing on old letters:** template changes only apply to new letters; set the image directly on existing letters.
- **Nothing changed after choosing an image:** the upload may have failed silently — try a smaller JPG or PNG.

Still stuck? Reach out to [support](mailto:support@tryletterhead.com). For the rest of the design toolkit, see [How do I use the new design settings?](https://docs.tryletterhead.com/newsletters/design-composer-settings/)


---

# How do I copy a newsletter into another channel?

Source: https://docs.tryletterhead.com/newsletters/copy-a-newsletter-to-another-channel/

> Copy a newsletter from one channel into another with the Copy Newsletter tool. The copy arrives as a draft in the destination channel, ready to edit and send.

If you run more than one channel, you have probably wanted to reuse a newsletter across them — the same
announcement for two audiences, a house ad you send everywhere, or a format that worked well in one publication
and belongs in another. **Copy Newsletter** does that in one step: pick the newsletter, pick where it should go,
and a copy appears in the destination channel as a draft.

Copying leaves the original newsletter exactly as it was. Nothing is sent, scheduled, or published by copying —
the copy is a draft until you open it and decide what to do with it.

## Find the Copy Newsletter tool

The tool lives at the company level of your account, alongside the other tools that work across all of your
channels rather than inside one of them.

1. Go to the company area of your account.
2. Open **Global Tools** in the sidebar and choose **Copy Newsletter**.

## Copy a newsletter

1. Under **Copy from channel**, choose the channel the newsletter lives in now. Both channel lists show the
   channels you administer, so if you look after a few specific publications rather than the whole account, you
   will see just those.
2. Under **Newsletter to copy**, search for it by title or by its unique ID. A channel can hold thousands of
   newsletters, so this is a search box rather than a long list — type a few words from the subject or title and
   pick the one you want from the results. If you see a note saying only some of the matches are shown, add
   another word to narrow it down.
3. Picked the wrong one? Select **Change** to go back to the results and choose again.
4. Under **Copy to channel**, choose where the copy should go. The channel you are copying *from* is left out of
   this list, since a newsletter cannot be copied onto itself.
5. Select **Copy newsletter**.

You will see a confirmation naming the newsletter that was copied, and the form clears so you can copy another
one. To start over at any point before you copy, select **Reset**.

Any newsletter in the channel can be copied, whatever state it is in — a draft you are still working on, one
that is scheduled, or one you have already sent.

## What happens to the copy

The copy lands in the destination channel as a **draft**. Open that channel's **Emails** page to find it, then
edit it like any other draft: change the subject, swap the content, and schedule or send it when you are ready.

A few things worth knowing before you send:

- The copy is a separate newsletter. Editing it does not change the original, and editing the original does not
  change the copy.
- The destination channel's audience is who receives it, so check your segments and send settings before
  scheduling.
- Content that is specific to the original channel — its branding, links, or sign-off — is worth a read-through
  in the copy, since what suited one publication does not always suit another.

## Who can copy a newsletter

Copying moves content between two channels, so Letterhead asks that you have real authority over both ends of
the copy. **Copying is available to company administrators** — if you administer the whole company, you can copy
between any of your company's channels.

A channel you work in might still not appear in either list. Contributing to a channel — writing and editing its
newsletters — is not the same as administering it, and the lists only show channels you administer. If a channel
you expect is missing, ask whoever administers your account to check what access you have to it.

If you see **You don't have permission to copy this newsletter**, copying between those two channels needs
company-wide administrator access. Someone who administers the company can make the copy for you, or can give
you that access. See [How do I add a team member?](https://docs.tryletterhead.com/settings/add-team-member/) for how those roles are granted.

## Related

- [How do I copy, delete, or turn a newsletter into a template?](https://docs.tryletterhead.com/newsletters/convert-newsletter-to-template/) —
  for duplicating a newsletter *within* the same channel, or turning one into a reusable template.
- [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/) — everything else you can do from a channel's
  newsletter list.


---

# How do I copy, delete, or turn a newsletter into a template?

Source: https://docs.tryletterhead.com/newsletters/convert-newsletter-to-template/

> Learn how to duplicate, delete, or convert an existing newsletter into a reusable template to save time and streamline your workflow.

From the newsletter list on the **Emails** page, every letter has quick actions you can use without opening it:

- **Make a copy** — duplicate the newsletter so you can edit the copy as a fresh edition. This is also the recommended way to change a newsletter that has already been published.
- **Delete** — remove the newsletter.
- **Make a template from this email** — convert the letter's layout into a reusable template, so future editions start from the same structure.

Hover over a newsletter in the list under **All Emails** to reveal these actions on the right side of the row.

**Make a copy** and **Make a template from this email** are available for newsletters built in the composer. A newsletter authored via the API or as raw HTML only offers **Delete** from the row.

After copying a newsletter, open the copy and edit it in the composer as usual — drag blocks around, swap content, and schedule it like any other edition.

For managing the templates you create this way — activating, editing, cloning, or deleting them — see [Create, Edit, Delete and Activate/Deactivate a Template](https://docs.tryletterhead.com/newsletters/create-edit-and-activate-deactivate-a-template/). For everything else you can do on the Emails page, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# How do I create and schedule a newsletter from a template?

Source: https://docs.tryletterhead.com/newsletters/create-schedule-template/

> Learn how to build a new edition of your newsletter by using an activated template.

A template only appears in your template gallery on the **Emails** page once it has been built and **activated** — see [Create, Edit, Delete and Activate/Deactivate a Template](https://docs.tryletterhead.com/newsletters/create-edit-and-activate-deactivate-a-template/).

## Create the edition

1. Open **Emails** and click the activated template you want to use.
2. Build your edition in the composer: drag blocks from the panel into place, then click any block to open its settings and edit its content.
3. When you're done, click **Preview and schedule**.

## Preview and schedule

On the preview screen you can click **Send a Test Email** to send yourself (or anyone else) a test version before scheduling. The right panel replaces the composer blocks with the send details:

- **Email Subject** — each new edition starts with a default subject you can update here.
- **Preview text** — required; the snippet email clients show next to the subject line.
- **Audience** — send to your whole subscribed audience or a specific segment.
- **Date** and **Time** — when the newsletter goes out. Letterhead shows the current local time in your channel's sending timezone while you pick, so you can match your audience's clock.
- **Social preview** — the image, title, and preview text shown when the edition is shared on social media. You can upload an image from local files or use a direct link.

When everything is set, click **Save and schedule**. A confirmation appears showing the date and time you selected, and the letter moves to scheduled status — see [What Do Letterhead Statuses Mean?](https://docs.tryletterhead.com/newsletters/what-do-letterhead-statuses-mean/)

For everything else you can do on the Emails page, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# How do I create and schedule a newsletter?

Source: https://docs.tryletterhead.com/newsletters/scheduling-newsletter/

> Create an edition in the composer, preview it on desktop and mobile, see what's left before you can schedule, see what's driving its Email Weight, check how many people it reaches, and schedule it for your audience.

Creating and scheduling a newsletter happens in two stages on the **Emails** page: build the edition in the composer, then preview and schedule it. For everything else you can do on this page, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).

## Step 1 — Create

1. Open **Emails** and build from a template, or choose **Start from scratch**.
2. In the composer, drag blocks from the panel into your layout, then click any block to edit its settings.
3. When your content is ready, click **Preview and schedule**.

While you're composing, the composer auto-saves your work. Auto-save applies during composing only, not on the preview-and-schedule step — there, use **Continue editing** to return to the composer with your changes kept.

To fine-tune how your edition looks on phones, open the **Styles** tab in the composer and adjust the **Mobile Width**. Multi-column blocks and layouts (**RSS**, **Curation**, **URL**, and **Layout** blocks) also have a setting controlling how columns behave on small screens — for example, whether an image-left/text-right row stacks vertically on mobile with the image on top.

## Step 2 — Preview and schedule

You'll see a live preview of your newsletter in desktop and mobile formats, and you can use **Send test** to send a test version to yourself or anyone else before scheduling. If any block is limited to certain audience segments, a **Preview as** control beside the desktop and mobile toggle lets you check the edition as a reader in a chosen segment would receive it — see [Check it before you send](https://docs.tryletterhead.com/newsletters/show-a-block-on-desktop-or-mobile-only/#check-it-before-you-send).

The **View in browser** link inside a test email opens that same unpublished edition on the web, so you can check exactly how it reads in a browser before it goes out. The page shows a banner with the send time you've set and a link back to the composer to keep editing.

The **unsubscribe** link in a test email is different: it can't unsubscribe anyone, because the person you sent the test to isn't a subscriber, so clicking it shows an error page. That's expected in a test. To check the unsubscribe link for real, subscribe your own address to the channel and send the edition to a segment that contains only you.

The right panel shows the send details:

- **Smart Subjects** — an AI feature that drafts compelling subject lines and preview text for you. See [Smart Subjects](https://docs.tryletterhead.com/newsletters/smart-subjects-ai-powered-subject-lines-preview-texts/).
- **Email Subject** — each edition starts with a default subject you can update.
- **Preview text** — required; the snippet email clients show next to your subject line.
- **Audience** — your entire subscribed audience or a specific segment. If a scheduled newsletter's segment is deleted before send time, Letterhead safely stops the send, moves the newsletter back to draft so you can pick a new audience, and emails your admins to explain.
- **Date** and **Time** — Letterhead shows the current local time in your channel's sending timezone right in the scheduler, so you can pick a send time that matches your audience's clock without a timezone converter.
- **Social Card** — the image, title, and preview text shown when your edition is shared on social media. Upload an image from local files or use a direct link.

The panel also carries a **Content Check** on the edition itself — readability, time to read, word count, and Email Weight — plus a **Bounce Risk** reading that flags content mailbox providers refuse for policy reasons. See [What is Bounce Risk, and how do I lower it?](https://docs.tryletterhead.com/newsletters/bounce-risk/) If your account has early access, a **Links** row also tests every link in your draft; see [What does the Links check flag before you send?](https://docs.tryletterhead.com/newsletters/link-check/) With early access to the updated schedule panel, these checks sit together under **Checked For You** in the Before You Can Schedule card, described below.

### Before You Can Schedule

If your account has early access to the updated schedule panel, the right panel groups everything into cards: **In the Inbox** for your subject line and preview text, **When** for the date and time, **Sending Settings** for who it goes to and who it comes from, and your **Social Card** at the bottom. Above them, a **Before You Can Schedule** card tells you what's left to do.

It starts collapsed to keep the panel short, showing a progress bar (for example, *3 of 5*) with badges underneath: a red one counting the steps still **required**, and an amber one counting checks that found something **for review**. Click the arrow beside the heading to open it.

Inside, **Needs You** lists every step that's still stopping you from scheduling, such as adding a subject line, adding preview text, choosing an audience, picking a send time, or adding a social card title. Steps you've already finished are ticked off. Each unfinished step has an **Add** button that takes you straight to that field. Problems that need fixing in the editor, like an unfinished poll block, are listed here too, marked with a warning icon. Once nothing is left, the card reads **Ready to Schedule**.

Below that, **Checked For You** gathers your content checks in one place: Accessibility, Bounce Risk, Email Weight, Links (with early access), Personalized Blocks, and Readability. A check that isn't available on your account doesn't appear. It reads **No issues** when everything looks good, or tells you how many are for review. Open any check to see what it found. These checks are advice, not requirements. They never stop you from scheduling, so you decide what's worth fixing before you send.

### See what's driving your Email Weight number

Email Weight is the size of your rendered email. A heavier email is more likely to get cut short by Gmail's "View entire message" link, which hides everything after the cut — including your unsubscribe footer.

Click the arrow next to the Email Weight number in Content Check to see what's adding to it:

- **Content** — your text and the markup behind any images you include, not the images' own file size. Writing less or including fewer images brings this down.
- **Layout** — the styling behind multi-column blocks, mobile spacing, and per-block padding. Simpler layouts weigh less.
- **Old client support** — extra markup that keeps your email looking right in Outlook and older email apps. You can turn this off per email.
- **Click tracking** — the size your email service provider adds when it rewrites your links to track clicks. Trimming any tracking parameters from your own links can bring this down too.

A category that isn't adding any weight is left off the list, so you only see what's actually driving the number — and a warning icon next to the total means your email is heavy enough that Gmail may clip it.

Every newsletter you send is also minified automatically before it goes out: styling that would otherwise repeat on every element is folded down so it ships once instead of many times over, with no visible change to how your email looks. That keeps a long edition further from the size where Gmail starts clipping it. There's nothing to turn on and nothing to manage — it happens on every send.

### See when this audience usually opens

If your audience is a single segment, a line reading **Peak Opens for Segment** appears beneath the date field — for example, *Peak Opens for Segment: 8:00 AM*. That's the time of day this audience has actually opened your recent sends, so instead of typing the same guess every edition, you can pick a time when your readers really show up. It's there to inform your choice and nothing more: it won't fill in or change the date and time for you, and the picker stays yours.

The reading is drawn from that audience's own history, up to its last ten sends, and it holds itself to a minimum: it only appears once the audience has at least three past sends with open data and fifty opens between them. Hovering it shows exactly what the number rests on. Changing the audience recalculates it for the new segment — and if that segment's history is too thin to trust, the line simply doesn't appear rather than offering a shaky number.

It's for channels Letterhead delivers itself. If your channel sends through a connected provider such as Iterable or Mailchimp, the open times behind it stay with that provider, so nothing appears there and you pick the date and time yourself as usual.

You can see the fuller open-time rhythm behind that number for any published edition on the **Opens by hour** card on its report — see [Newsletter Delivery and Engagement Metrics Report](https://docs.tryletterhead.com/newsletters/newsletter-delivery-and-engagement-metrics-report/).

### See how many people your Iterable list reaches

If your channel sends through Iterable, the list you choose shows its current recipient count


---

# How do I curate using a URL?

Source: https://docs.tryletterhead.com/newsletters/url-block/

> This article provides the steps on how to add URL placeholder/expanded links to your newsletter to easily share articles, events, social posts, and more.

The **URL** block expands a link into a rich preview inside your newsletter — ideal for sharing a specific article, event, or post. It's the right choice when you want one or two specific pieces of content, rather than an auto-updating feed (that's the [RSS block](https://docs.tryletterhead.com/newsletters/curations-rss-block/)).

## How it works

URL placeholders pull Open Graph metadata from the link you provide. If the source doesn't publish proper Open Graph information, the preview may not load — some sources (like Twitter/X) remain unsupported. [Submit a support ticket](https://docs.tryletterhead.com/support/contact-support/) to request a specific website or service.

## Add a URL block

1. Drag the **URL** block into your newsletter.
2. Enter the link in the **Source** field.
3. Click **Load**.

## Choose which fields show

A URL block can display several pieces of the fetched page — the **title**, an **excerpt**, an **image**, and details like the **author**, **source**, and **publication date**. You control which of these appear using the block's display options.

When you load a link, the block honours the display options you've set rather than switching on every field the page happens to expose:

- **Title and excerpt show by default.**
- **A field you've turned on** appears when the page provides it.
- **A field you've left off stays off** — its fetched content is still one toggle away whenever you want it.
- **You can set these before you load anything.** Every field is switchable on an empty block, so you can decide how a block should look up front — useful in a template, or in a block whose content is supplied when the newsletter is sent. A field you switched on that the page turns out to have nothing for simply doesn't appear, and you can switch it on again for the next link.

The same defaults apply to the **bulleted link** style of the block: after a URL loads, it shows a clean title and excerpt, keeps every other fetched field one toggle away, and leaves the call-to-action button and the inline "Read more" link available alongside.

## Styling options

Like other blocks, you can add a **Border**, change the **Background** and **Text** colors, modify the **Font** style, and adjust the **Padding** — see [How do I use the new design settings?](https://docs.tryletterhead.com/newsletters/design-composer-settings/)

## If links won't load

Make sure Letterhead's crawler can reach the page. Safelist these domains: `*.tryletterhead.com`, `letterhead.email`, and `letterhead.ai`. The crawler is labeled **LetterheadCurationBot**, user-agent `Mozilla/5.0 (compatible; LetterheadCurationBot/1.0; +http://tryletterhead.com/bots)`.

Not sure which block fits your workflow? See [One content block for your library, feeds, and links](https://docs.tryletterhead.com/newsletters/content-block-sources/).


---

# How do I find editions by the date they published?

Source: https://docs.tryletterhead.com/newsletters/filter-editions-by-published-date/

> Filter the Emails list by a range of publish dates, on its own or alongside the status and tag filters. The filtered view stays in the page address, so you can bookmark or share it.

*Once a channel has a year or two of editions behind it, finding a particular one means scrolling. If you know roughly *when* it went out, you can narrow the list to that stretch of the calendar instead.*

The published-date filter lives in the same **Filters** menu as the status and tag filters on your **Emails** list, and works alongside them.

## Filter by a range of dates

1. Open **Emails** and choose **Filters** above the list.
2. Under **Published date**, choose the field showing **Any date**. A calendar opens.
3. Choose the **first** date of the stretch you want, then the **last**. The calendar needs both ends before it accepts the range — after your second choice it closes and shows the range you picked.
4. Choose **Apply**.

Your list now shows only the editions published within that range. Both ends are included, so a range ending on the 26th includes everything that went out that day.

## Clear it again

- The **×** beside the date field clears just the date range and leaves your other filters alone. Choose **Apply** afterwards to update the list.
- **Clear** at the bottom of the menu resets every filter at once — status and tags included.

## Combine it with your other filters

The date range stacks with the status and tag filters rather than replacing them. So you can ask for *published editions tagged "Weekly" that went out in March*, and get only those. The **Filters** button counts the date range as one filter alongside the others, so you can see at a glance how much you've narrowed things down.

## Scheduled editions are included

The filter reads each edition's publish date — which, for an edition you've scheduled but not yet sent, is its **send date**. Choosing a range in the future is therefore a way to see what's already lined up to go out.

## Share or come back to a filtered list

The range you pick becomes part of the page address. Copy the link and a colleague opens the same filtered view, and reloading the page keeps your filter in place rather than starting over.

## Related

- [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/)
- [What do Letterhead statuses mean?](https://docs.tryletterhead.com/newsletters/what-do-letterhead-statuses-mean/)


---

# How do I personalize my newsletters to my audience members?

Source: https://docs.tryletterhead.com/newsletters/personalization/

> Personalize newsletters with merge tags such as firstName: subject lines, default values, chips while you write and how to style them, invalid tags, plus picking a real reader field from your Braze workspace on a Braze-sending channel.

Letterhead lets you personalize your newsletters with subscriber-specific details using **personalization tags** (also called merge tags), such as `{{ firstName }}`.

For example, writing `Hi {{ firstName }},` in your newsletter automatically displays each subscriber's first name when they receive it. See the [complete list of personalization tags](https://docs.tryletterhead.com/audience/personalization-tags/) for what's available.

## Use merge tags in subject lines too

Merge tags work in the **Email Subject** field as well as the body. For example:

```
Hey {{ firstName }}, Don't Miss Out on This Week's Updates!
```

Each recipient sees their own name in the subject line — a simple way to boost opens.

## Set a default value

Add a fallback so your message still reads well when subscriber data is missing:

```
{{ firstName or 'Subscriber' }}
```

This shows the subscriber's first name when available, and "Subscriber" when it isn't.

## Merge tags appear as chips while you write

In a newsletter's text blocks, a merge tag turns into a **chip** the moment you close it with `}}`. A chip is a single, lightly shaded label with a small `{{ }}` mark in front, showing the tag's name and its default value if you gave it one. A tag you are partway through typing stays as ordinary text until then, so nothing changes shape under you mid-word.

The chip shows your default value, so you can see it's still there: `{{ firstName or "Reader" }}` shows as **firstName or Reader**, and `{{ email }}` shows as **email**. A very long default is shortened on the chip, but the whole default is still saved.

Chips live in the editor only. What you save, and what your subscribers receive, is exactly the tag you typed.

A few things worth knowing:

- **A chip behaves as one character.** A single press of Backspace removes the whole tag instead of nibbling it away a letter at a time.
- **Reopening a draft shows your tags as chips again**, including tags you wrote before.
- **Anything tag-shaped becomes a chip**, whether or not Letterhead recognises the name inside it. A chip is not a promise the tag will fill in — it only means you wrote something in the right shape. Whether a tag actually resolves is still checked when you save or preview, as below.
- **Tags inside a link's web address stay as plain text.** An unsubscribe link or a tracking URL that carries a tag keeps working exactly as it did.

### Style a merge tag

You can style a merge tag the same way as the words around it, and your readers see that styling in their inbox, with their own details in its place.

1. Click the chip's label. The whole chip is selected, its shading darkens, and the formatting toolbar opens beside it.
2. Pick any style the toolbar offers, such as bold, italic, underline or a text colour (and a font or size, in blocks that have them). The style applies to the whole tag at once, so a tag can't end up half bold.

A chip shows your styling directly: a bold red tag looks bold and red while you write.

Styling also carries over in two other ways:

- **Typing a tag inside styled text keeps the style.** Write `{{ firstName }}` in the middle of a bold, coloured sentence and the chip comes out bold and coloured too.
- **A tag that replaces selected text keeps that text's style.** Select a styled word and insert a tag in its place, and the tag takes the word's style.

Clicking just to the left or right of a chip places your cursor beside it, so you can keep typing next to a tag without selecting it.

## When a merge tag is invalid

If a merge tag can't be read — a typo, an unclosed `{{ … }}`, or a field name that doesn't exist — saving or previewing your newsletter highlights the specific block that contains the bad tag, so you can go straight to it and fix the tag instead of hunting through your whole newsletter for it.

## Personalizing when you send through Braze

If your channel sends through **Braze**, you can type merge tags by hand using Braze custom attributes — for example, `{{ first_name }}` or `{{ loyalty_points }}`. Type a field name carefully: Braze doesn't check it until send time, so a mistyped field name or a field your data team has since renamed ships silently and reaches a reader's inbox as a blank space or a literal `{{ }}`.

This is separate from newsletters sent through Letterhead's own native sending, which use the merge tags described above — there's nothing to set up in Braze first.

## Testing note

Personalization tags do **not** populate in test emails — they only fill in with real subscriber data once the letter is published and sent to your audience.

You collect the data behind these tags through your audience profile fields — see [What are audience profile fields in Letterhead?](https://docs.tryletterhead.com/audience/how-profile-fields-work/) For everything else you can do with your editions, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# How do I resend an edition to readers who didn't open it?

Source: https://docs.tryletterhead.com/newsletters/resend-to-non-openers/

> Resend a published edition to the readers who didn't open it, with a new subject line. Letterhead reuses the original content and audience, and leaves out anyone who already opened it.

A good edition often reaches more people on the second try. Plenty of readers simply missed the first email — it arrived at a busy moment, or the subject line didn't catch them. Resending to non-openers sends that same edition again, with a subject line you rewrite, to only the people who didn't open it.

You don't rebuild anything. Letterhead reuses the edition's content and the audience you originally sent to, then leaves out everyone who already opened it.

## Send a resend

1. Open **Emails** and find a published edition in the list. You can also start from a recent edition on your channel's home page.
2. Choose **Resend to non-openers** on that edition's row.
3. Write a new **subject line**. It starts as the original edition's subject, and changing it is the point — the readers you're reaching are the ones the first subject didn't land with.
4. Pick a **send date and time**. The scheduler shows the current time in your channel's sending timezone right beneath the field, so you can pick a moment that suits your readers without converting timezones in your head. Choose a time at least five minutes out.
5. Choose **Schedule**.

The resend then behaves like any other scheduled edition: it appears in your **Emails** list with its send time, and moves through the same statuses on its way out — see [What do Letterhead statuses mean?](https://docs.tryletterhead.com/newsletters/what-do-letterhead-statuses-mean/).

## Checking on a resend, or calling it off

Once a resend is waiting to go out, the original edition is marked **Resend scheduled** in your **Emails** list, so you can tell at a glance which editions already have one coming.

Choose that edition again to open the resend. You'll see which edition it belongs to and a **Cancel resend** button. Cancelling stops the resend going out and leaves the original edition untouched — you can schedule a new one whenever you like.

There's no way to edit a resend that's already scheduled. If you want a different subject line or a different send time, cancel the one that's waiting and schedule a fresh one.

## One resend at a time

An edition can only have one resend waiting at a time. If you try to schedule a second while the first is still pending, Letterhead tells you there's already one scheduled and asks you to cancel that one first — retrying won't help until you do.

Once a resend has actually gone out, the edition is free again: you can schedule another resend of it later if you want to. Bear in mind that the second one goes to the people who didn't open the *original* edition, so a reader who got the first resend and still hasn't opened the original will receive it again.

## Who receives it

The audience is the one you sent the original to, minus anyone who opened it.

Two consequences worth knowing before you schedule:

- **Opens keep arriving after you schedule.** Letterhead works out who to leave out as the resend goes out, not when you schedule it. Someone who opens the original in between is left out, which is what you want.
- **If nobody opened the original, everybody gets it again.** With no opens to subtract, the resend reaches the whole audience — so it's worth a glance at the edition's report first.

## What you can resend

Only an edition that has already been sent. A draft or a scheduled edition has no opens to work from yet, so the option doesn't appear on it.

Resending works on channels Letterhead delivers itself. If your channel sends through a connected provider such as Iterable or Mailchimp, Letterhead tells you resending isn't available for that channel when you try to schedule it.

## Writing the second subject line

The subject line is the one thing your non-openers have already seen and passed over, so it's worth changing rather than resending as-is. Think about what didn't land the first time — a subject that's more specific, shorter, or leads with a different angle on the same content — and write that instead.

The edition's content stays exactly as it was published. If you want to change what's *inside* the email as well, duplicate the edition and schedule it as a new send instead.


---

# How do I setup social cards in my newsletter?

Source: https://docs.tryletterhead.com/newsletters/social-card-setup/

> Social cards are the link previews that appear when your newsletter is shared on social media or in chat apps. Here's where to set the image, title, and preview text on any letter — including reusing an image from your company gallery.

## What is a social card?

A social card is the preview that shows up when someone shares a link to your newsletter on social media or in a chat app — the box with an image, a title, and a short description you've seen countless times on **X**, **LinkedIn**, **Slack**, **iMessage**, and **Facebook**.

Behind the scenes, the card is built from HTML meta tags (Open Graph and Twitter Card tags) on the public web version of your letter. When a link is pasted into a platform, it fetches the page, reads those tags, and builds the preview. Without a card, a shared link is plain text — easy to scroll past. With a good one, your story gets visual real estate and a better chance at a click.

## Where social cards live in Letterhead

Social cards are set **per letter** — each letter has its own optional image, title, and preview text. There's no channel-wide or template-level default; if you set nothing, the public letter page falls back to sensible defaults (see "What if I leave it blank?").

## Before you start

- **Dimensions:** 1200 × 630 px is the de-facto standard; X, Facebook, LinkedIn, and Slack all render it cleanly.
- **File type:** JPG for photos; PNG for crisp text or transparency.
- **Size:** under ~1 MB so previews load quickly.
- **Text in the image:** large and high-contrast — platforms downscale previews heavily.

A hosted image from the web works too — you just need its direct URL.

## Set a social card on a letter

1. Open the letter and click **Preview and schedule**.
2. In the right-hand sidebar, scroll past the send-test, content-check, and **Email Subject** / **Preview Text** fields (those control the inbox preview, not the social card) to the **SOCIAL CARD** section. It has three fields: **Image**, **Title** (max 80 characters), and **Preview text** (max 180 characters).
3. Set the image with **Choose an image**, which offers two routes:
   - **Upload** — pick a new file from **Local Files** or a **Direct Link**, and use the built-in editing tools (crop, rotate, flip, light adjustments) before clicking **Add**.
   - **Choose from gallery** — reuse an image your team has already used, straight from your [company image gallery](https://docs.tryletterhead.com/newsletters/company-image-gallery/). Search or filter by tag to find it, then select it.
4. Fill in the **Title** and **Preview text**. The title takes up to 80 characters and the preview text up to 180, but platforms truncate much earlier — put the hook in the first 60–80 characters of the title, and treat the preview text like a one-sentence subhead.

Changes save automatically, and you can edit these fields any time until you schedule or send.

## Test your social card

- **Facebook / Meta Sharing Debugger** — `https://developers.facebook.com/tools/debug/`; paste your public letter URL and click **Scrape Again**.
- **LinkedIn Post Inspector** — `https://www.linkedin.com/post-inspector/`.
- **Slack / iMessage** — paste the link into your own DMs; both render Open Graph tags directly.
- **X** — draft a post with your URL and check the inline preview.

## What if I leave it blank?

Each field falls back so a shared link always gets *some* preview:

- **Title** → the letter's own title; failing that, the channel name.
- **Preview text** → the letter's subtitle.
- **Image** → the first image in the letter body; if there are none, the channel's logo.

Everyday sends get a workable card automatically. Set the fields explicitly when you want to control the framing — a tentpole story, a launch, or a sponsored send.

## Removing or changing a card

Go back to the **SOCIAL CARD** section on the letter and clear or replace the field. If a platform cached the old preview, force a refresh (see below).

## Troubleshooting

- **Card hasn't updated:** platforms cache aggressively — use Facebook's *Scrape Again* or append a dummy query string (`?v=2`) to bypass the cache.
- **Image isn't showing:** confirm it's publicly accessible, at least 200 × 200 px, and under platform caps (Facebook 8 MB, LinkedIn 5 MB).
- **Wrong title or text:** confirm the letter saved, then view source on the public URL and search for `og:title`.
- **Title cut off:** aim for ~60–70 characters (title) and ~150 (preview text).
- **Upload won't open:** an ad-blocker may be interfering — disable it for this site or use **Direct Link**.

Still stuck? Reach out to [support](mailto:support@tryletterhead.com). Want readers to share directly from the email? Add a [Social Share block](https://docs.tryletterhead.com/newsletters/social-share/).


---

# How do I use the new design settings?

Source: https://docs.tryletterhead.com/newsletters/design-composer-settings/

> A tour of the composer's design settings: newsletter-wide style defaults plus the styling options on every block, including blocks sitting side by side in a two-column section, and how to add or reposition blocks around one.

The composer gives you two layers of design control: newsletter-wide defaults in the **Styles** tab, and per-block settings that override those defaults (including any custom CSS). This guide covers both. For everything else the composer can do, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).

## Newsletter-wide defaults (Styles tab)

Open your newsletter and select **Styles** to set defaults that apply to all new blocks:

- **Brand kit** — preview and apply a brand kit to restyle the entire newsletter or template in one step: block backgrounds, borders and padding, text and heading fonts and colors, links, curated content, images, buttons and promotions all update to match. Your logo and your footer's alignment stay as they were, and unticking the preview puts everything back exactly as it was.
- **Desktop width** and **Mobile width** for the email.
- Default **Block**, **Divider**, **Text**, and **Image** styles — including default text formatting, image alignment, divider style, and button style. The Text styles can also switch on [decorative lines](https://docs.tryletterhead.com/newsletters/customize-heading-paragraph-blocks/#decorative-lines) for each heading size, set how much space sits between paragraphs throughout the newsletter (the spacing applies newsletter-wide and appears consistently on the canvas, in preview, and in the delivered email), and include a **Link** section setting the default color and emphasis for every link in the newsletter — see [How Link Styling Works in Your Newsletter](https://docs.tryletterhead.com/newsletters/link-styling-in-your-newsletter/) for how that combines with your channel's brand kit and any formatting you apply to an individual link.

Note: the mobile breakpoint (max mobile width, default 350px) can affect how promotions render — beyond 800px, a two-column promotion may shift to a top-bottom layout depending on screen size.

## Shared styling controls

Most blocks share the same customization tools:

- **Colors** — clicking any color swatch opens a palette and color picker; you can enter values as RGB, HSL, or HEX, and save colors for reuse. Saved colors apply to all blocks where color can be used.
- **Borders** — color, thickness, and style.
- **Fonts** — type, size, and style. A fallback font is used when an email client doesn't support your primary font.
- **Padding** — apply one value to all sides or set each side individually.

## Per-block options

**Button** — link the button to a URL (up to 1,000 characters, so long tracking or campaign links fit); adjust button color, text color, alignment, border radius, border, background, and font. You can also style the button text as bold, italic, or underlined — any combination.

**Blockquote** — set the left border color, plus borders, background, text color, font, and padding.

**Divider** — adjust the divider's color, thickness, and style, plus border, background, and padding.

**Heading and Paragraph** — pick a heading type (H1–H6) and font size; use the **Customize your block** settings for borders, font type and size, alignment, background and text colors, and padding. See [How to customize your newsletter using Heading and Paragraph blocks](https://docs.tryletterhead.com/newsletters/customize-heading-paragraph-blocks/).

**HTML** — enter your own markup. See [How can I use HTML in Letterhead?](https://docs.tryletterhead.com/newsletters/html/)

**Image** — choose or replace an image, add a link for clicks, add alt text, set alignment, and style the border, background, and padding.

**Social Profiles** — enter your profile URLs, drag to reorder, show names or icons, recolor the icons, and set alignment, border, background, and padding. See [How can I include my social profile as part of my newsletter?](https://docs.tryletterhead.com/newsletters/social-profiles/)

**Social Share** — pick which share options to enable, drag to reorder, display text or icons only, and adjust alignment, border, font, colors, and padding. See [How can my audience members easily share my newsletter?](https://docs.tryletterhead.com/newsletters/social-share/)

**YouTube** — add a video URL, set a thumbnail with a play-button overlay, and adjust alignment, width, border, and background. See [How to Add a YouTube Video to Your Newsletter](https://docs.tryletterhead.com/newsletters/how-to-add-a-youtube-video-to-your-newsletter/).

**Curation** — search your curated content by keyword, filter by source or tag, pick a layout, and load items; then choose how to display the title, excerpt, date, source, and author, and style the font and colors. See [How can I add curated content to my newsletter?](https://docs.tryletterhead.com/newsletters/curation-block/)

## Blocks sitting side by side

Some emails — usually ones you started from a template — have a section that places two blocks next to each other, like an image beside a headline and a button. The pieces inside work like any other block:

- **Click the piece you want to change** — an image, heading, paragraph, button, or divider — and its settings open on the right, the same ones you'd get anywhere else in your email.
- **Copy and delete apply to the piece you picked**, not the whole section. A copy lands directly below it, on the same side.
- **The two sides are independent.** Change a color, font, or padding on one and the other is left exactly as it was.
- **Borders belong to the section as a whole**, so set those on the section rather than on the pieces inside it.
- **To add a piece, drag a block from the sidebar onto the side you want it on** — an image, heading, paragraph, button, or divider will drop into that side. Other kinds of block can't live inside the section, so they'll settle above or below it instead.
- **To put a block above or below the whole section**, hover between blocks or over an empty page until a **+** appears, then click it and pick the block you want. You can also drag a block from the sidebar and aim just past the section's top or bottom edge. The insertion line appears between sections instead of inside one, and the block lands there.
- **Set how wide each side is** with the **Column width** slider. The left side can be anywhere from 10% to 90% of the row, and the right side gets the rest, so a small thumbnail can sit beside a long paragraph, or a wide image beside a short caption.
- **On a phone the two sides stack**, one above the other, so neither gets squeezed narrow. If you turn **Stack Content on Mobile** off, the sides keep their widths on a phone too, so check a narrow side in the mobile preview before you send.

Selecting a piece also brings up the section's own controls, so you can still move or remove the whole section from there.

## Mobile-specific styling

For mobile font sizes and padding on individual blocks, see [How to Adjust Mobile Font Size and Padding in Letterhead](https://docs.tryletterhead.com/newsletters/how-to-adjust-mobile-font-size-and-padding-in-letterhead/).


---

# How do I use the Paragraph AI Rewrite tool? 

Source: https://docs.tryletterhead.com/newsletters/ai-rewrite/

> Often customers need to summarize or reformat text for a newsletter. The AI rewrite tool helps them do this in just a few clicks.

The **AI Rewrite** tool, available to all customers, reworks the text in a **Paragraph** block in a few clicks. It can make your text:

* easier to read
* shorter
* more formal
* more casual
* more persuasive
* more neutral
* reformatted as a list *(shown only when the block has more than 1,000 characters)*
* reformatted with subheadings *(shown only when the block has more than 1,000 characters)*

This is an AI feature — results may change the meaning of your content. Always check the output for accuracy before publishing.

:::note
The panel you open to rewrite text is labeled **AI assistant** and still carries an "early access" note from
when this feature first shipped. That's leftover wording, not a sign the tool is limited or unstable — AI
Rewrite works the same for every customer.
:::

## How to use it

1. Open a draft (or start one from a template or blank) in **Emails**, and add or select a **Paragraph** block.
2. In the block's options, click **Rewrite**.
3. Choose a style from the **Make this text** dropdown and click **Rewrite**.
4. Review the result shown in the popup. Click **Save** to replace the paragraph's text, or **Cancel** to close and try again.

The tool is currently available for the **Paragraph** block only.

## Related AI tools

* Generate fresh copy from a prompt with the AI Text Block.
* Draft subject lines and preview text with [Smart Subjects](https://docs.tryletterhead.com/newsletters/smart-subjects-ai-powered-subject-lines-preview-texts/).

For everything else the composer can do, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# How do I use the RSS block?

Source: https://docs.tryletterhead.com/newsletters/curations-rss-block/

> Add an RSS feed as a curations source and pull its articles straight into your newsletter with the RSS block.

An RSS feed gives Letterhead a standardized, computer-readable view of a website's updates. The **RSS** block pulls those articles into your newsletter edition automatically, which makes it a natural fit for [automated publishing](https://docs.tryletterhead.com/automations/automation-triggers-overview/). You can filter what it pulls by source (the feed's title), published dates, or keywords, and customize how articles display.

If you only want to share one or two specific articles, use the **URL** block instead — a feed can update between when you compose and when you send.

## Before you start

- **Validate your feed** with the [W3C Feed Validator](https://validator.w3.org/feed/). If it passes, it should work in Letterhead. If a feed you don't control fails, you'll need to contact its publisher.
- **Safelist Letterhead's crawler** on your site so feeds load reliably: `*.tryletterhead.com`, `letterhead.email`, and `letterhead.ai`. The crawler is labeled **LetterheadCurationBot**, user-agent `Mozilla/5.0 (compatible; LetterheadCurationBot/1.0; +http://tryletterhead.com/bots)`.
- **Feeds are fetched live.** Letterhead doesn't cache feeds — it fetches them at the moment of preview. If a previously working feed comes in empty, the feed server itself (WordPress commonly does this) may be serving Letterhead a cached version. Letterhead has a workaround, but if it keeps happening, contact the feed owner or Letterhead support.

## Add the RSS feed as a source

1. Go to **Emails** → **Curations** → **Sources** and click **Add content**.
2. Enter a **title**, **description**, and the feed URL.
3. Decide whether to enable **Crawl feed**. If the feed is for the **RSS** block, it's best to leave this off — Letterhead pulls content from the feed every 15 minutes either way.
4. Leave **Advanced feed crawling** disabled (recommended). Enabled, Letterhead ignores the feed contents and instead fetches each item's `<link>` URL directly, like the **URL** block does — and not every site allows crawling.
5. Under **Automatically Delete Old Curations**, choose a timeframe, or **Never** to keep items indefinitely.
6. Click **Add feed**.

With crawling enabled, bot traffic on your site increases significantly and your site must allow our crawler; you can shape what gets curated using Open Graph tags. Letterhead cannot crawl paywalled or login-required sites, including social media.

## Set up the RSS block in the composer

1. Open your newsletter draft or template and drag in the **RSS** block.
2. Select your feed/source.
3. Pick the **timeframe** to pull articles from. The default is exact dates; for automations, choose **All days** or another rolling option.
4. Set **Items to show** (up to 10 articles with the **Heading and excerpt** or **Heading, excerpt and image** layouts) and **Skip items** (an offset of 0 starts at the first article; 1 starts at the second).
5. Click **Load** to pull in the articles (available in newsletter drafts, not templates).

## Layout options

- **Heading, excerpt and image** — left image/right text, right image/left text, or large image above text. Images come from the feed's `<media:content>` node, falling back to `<media:thumbnail>`. Note: if `<media:content>` is present but empty or invalid, the thumbnail fallback may not trigger.
- **Heading and excerpt** — text only.
- **Full content** — the entire article, pulled from `<content:encoded>`. If this comes up empty, your feed likely lacks that node. Because full articles are long, expect only 1–3 items with this layout so the email stays a deliverable size.

All multi-column blocks (**RSS**, **Curation**, **URL**, and **Layout**) include a setting for how columns behave on small screens — for example, stacking an image-left/text-right row vertically on mobile.

### A note on images

Images are pulled automatically from your feed's image nodes, so what displays depends on how the feed is structured. If images aren't showing up, see [Ensuring Your Images Appear in the RSS Composer Block](https://docs.tryletterhead.com/dynamic-content/ensuring-your-images-appear-in-the-rss-composer-block/).

## Display options

Toggle what each item shows, and where the data comes from in your feed:

- **Title** — from `<title>` in each `<item>`.
- **Excerpt** — from `<description>` (or `<content>` if empty); Letterhead uses the first sentence. The article link comes from `<link>`.
- **Date published** — from `<pubDate>`.
- **Source** — the feed's title.
- **Author** — from `<dc:creator>`.

You can also adjust column width and image settings, and style the block (background, border, and more) with the shared block settings — see [How do I use the new design settings?](https://docs.tryletterhead.com/newsletters/design-composer-settings/)

## Duplicate items

Letterhead treats an item as one already seen when its article link (`<link>`) matches an item already pulled from that same feed into that same channel — title casing or a changed publish date don't matter. A different link, a different feed, or a different channel always creates a separate entry.

## Dynamic email subjects in automations

When the **RSS** block is used in an automation, the email subject can be set dynamically:

1. Letterhead scans the newsletter for the first heading (H1–H6) and uses it as the subject.
2. If none is found, it uses the first bold title in your RSS blocks (any layout except full content).
3. Long titles are trimmed to the last complete word with an ellipsis, capped at 150 characters.

Seeing feed errors? See [Understanding RSS Feed Errors in Letterhead](https://docs.tryletterhead.com/dynamic-content/revalidating-an-rss-feed-in-letterhead/). Still stuck? [Submit a support ticket](mailto:support@tryletterhead.com) with as much detail as possible. For everything else the composer can do, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# How does Letterhead address unsafe links?

Source: https://docs.tryletterhead.com/newsletters/unsafe-links/

> To enhance deliverability for our customers and ensure the safety of their audience, Letterhead diligently works to maintain compliance with security and email delivery standards throughout the entire newsletter flow.

## Why does Letterhead check content links?

Every email you send passes through filters that scan for spam, phishing, and other threats. If a filter is triggered, delivery can be interrupted or the message routed to spam — and persistent issues can get a sender marked "unreliable," hurting IP addresses and domain reputations. Even trustworthy domains can be hijacked by malicious actors. To prevent security incidents and protect your email reputation, Letterhead verifies the integrity of the links in your content.

## Why does my link redirect to the unsafe-link policy landing page?

The link's domain has likely been flagged as unsafe or unreliable on one or more Domain Name System blocklists (DNSBLs) — usually due to spam, phishing, or exploit-related activity. You can look up the domain on [SpamHaus](https://check.spamhaus.org/) or [Barracuda](https://www.barracudacentral.org/lookups) for details.

## How can I get a link delisted?

**If you own the domain:**

1. **Check your domain** on [SpamHaus](https://check.spamhaus.org/) or another DNSBL platform.
2. **Identify the issue** — common reasons include sending spammy email, running an open relay, being part of a botnet, or other activity seen as malicious.
3. **Address the issue** — for example, secure a server that's sending spam and close open relays.
4. **Clean your system** — run thorough scans to ensure your servers are free of malware.
5. **Request delisting** — use SpamHaus's Blocklist Removal Center (or the equivalent for the blocklist involved), following their instructions and detailing the fixes you made.
6. **Monitor and follow up** — reviews take time; if denied, address the additional concerns they raise.

**If it's not your domain:** your options are limited. We strongly recommend swapping the links in your newsletter for safe alternatives — unsafe links can redirect readers to spam, block your delivery, or unknowingly serve malicious content, which can even carry legal consequences.

## How do I appeal to Letterhead?

Once your delisting request has been approved by the blocklist, email [support@tryletterhead.com](mailto:support@tryletterhead.com) with the subject "Unsafe-link Appeal", including the domain name and the link itself. We'll re-check on our end, and if everything looks good, your links will be resolved. Note that this doesn't prevent the domain from being blocklisted again — keep it secure.

For proactive tips on staying out of spam, see [What can I do to improve my email deliverability?](https://docs.tryletterhead.com/newsletters/email-delivery/)


---

# How does the Google Docs integration work?

Source: https://docs.tryletterhead.com/newsletters/google-docs-integration/

> Build your newsletter in Google Docs and import it into the Letterhead composer — including whether consecutive paragraphs share a block or get one each, and whether the text keeps the doc's own fonts and colours.

Write your newsletter in Google Docs and import it straight into the Letterhead composer with the **Google Docs** integration block.

## Structure your document first

1. Use the **Heading** options (H1, H2, H3), or Google Docs' own **Title** and **Subtitle** styles — Title imports as an H1 and Subtitle as an H2, the same as if you'd used the Heading options directly.
2. Use normal body text for standard paragraph content.
3. Links in your document import as **URL** blocks.

## Import into Letterhead

1. Open your draft from **Emails**.
2. Scroll to the **Integrations** section at the very bottom of the block panel and drag the **Google Docs** block into the draft.
3. Click the block and set the two choices at the top of it — **Merge paragraphs** and **Keep the Google doc's styling** — before you bring anything in. Both are described below.
4. Select **Choose a Google Doc**.
5. Log in to your Google account when prompted and grant the requested permissions.
6. Select the Google Doc to import.
7. Review the full running order: your existing blocks and the new ones from the doc, with the new ones marked. Drag them into the order you want, mixing the imported content in among what is already there, then confirm. Cancel, and the newsletter stays exactly as it was.

## How formatting maps

| Google Docs | Letterhead |
| --- | --- |
| H1 / H2 / H3 | H1 / H2 / H3 |
| Divider | Divider |
| Bulleted list | Paragraph with bulleted list |
| Image | Image (any link on it preserved) |
| URLs | URL blocks |

**Title** and **Subtitle** paragraph styles import too — as an H1 and H2 respectively, same as the Heading options above.

If you've attached a **hyperlink to an image** in your doc, that link comes across on import too — the image arrives as a linked image, with the URL already set on the image block, so you don't have to add it again by hand.

### Where the look comes from

Your document brings across its **structure and text formatting** — headings, lists, bold, italics, and links. By default, everything about how the imported blocks *look* comes from your own newsletter's styles instead: fonts, text and background colours, padding, and borders. So an import lands looking like the rest of your newsletter rather than like the Google Doc. If you'd rather it kept the doc's own fonts and colours, that's the choice described in **Keep the Google doc's styling** below.

That includes borders. Imported blocks are only bordered if block borders are turned on in your newsletter's styles — if you have them switched off, imported blocks arrive with no border, the same as blocks you add by hand.

## Choose how paragraphs land

By default, paragraphs that sit next to each other in your document arrive as **one block**. Anything that
isn't a paragraph — a heading, an image, a divider — still arrives as its own block and breaks the run, so a
document with headings throughout already lands in several pieces.

Where it matters is a stretch of plain paragraphs. Merged, that stretch is a single block, and there's nowhere
to put anything else inside it: you can't drop a photo, a poll, or an ad between two of those paragraphs,
because as far as the composer is concerned they're one.

Switch **Merge paragraphs** off before you import, and each paragraph gets its own block instead — so you can
slot other things in wherever you like once it's in. The toggle sits at the top of the Google Docs block, above
**Choose a Google Doc**, so set it before you bring the document in.

Like the styling choice below, it applies to that one import rather than sticking as a setting, so you can
bring the same document in both ways and keep whichever suits the edition.

## Keep the Google doc's styling

If you'd rather the text looked the way it does in the doc, switch on **Keep the Google doc's styling** on the Google Docs block. It sits above the **Choose a Google Doc** button, so set it before you bring the document in. With it on, each piece of text keeps:

- the **font** it was written in, as long as it's one the composer offers — anything else falls back to your newsletter's font, so you never end up with type the composer can't show you
- its **text colour**
- any **strikethrough**

Everything else still comes from your newsletter's styles, as above. Text size is the one worth knowing about: it stays with your styles either way, so headings stay heading-sized and body text stays body-sized whatever the doc used. And if your styles put decorative lines either side of your headings, imported headings arrive without them when you keep the Google doc's styling, since the doc's own type is what's on show — switch them back on for any heading from its block settings if you want both.

It's a choice you make each time you import rather than a setting that sticks, so you can bring the same document in both ways and keep whichever you prefer.

Changed your mind about one block? Setting its **Primary Font** in block settings repaints that whole block in the font you pick, replacing the fonts that came in from the doc. **Text Color** works the other way round: colours stay as they are, so an accent you meant — whether it came from the doc or you picked it by hand on a few words — isn't wiped out by a block-level change.

## Tips

- Double-check you're selecting the correct Google account before granting permissions, and the intended document if you have similar filenames.
- Clearly named documents reduce selection errors, and keeping the doc accessible in the connected account speeds up future imports.
- If you don't see the integration, look in the **Integrations** section at the bottom of the block panel.

For everything else the composer can do, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# How Link Styling Works in Your Newsletter

Source: https://docs.tryletterhead.com/newsletters/link-styling-in-your-newsletter/

> Link color and style come from three layers — your channel's brand kit, the newsletter's own link style, and formatting on one specific link — the most specific one winning. Covers why composer and delivered email can differ slightly.

A link's color and style — bold, italic, underlined — can come from three different places. Here's how they stack up, and what to check when a link doesn't look the way you expect.

## The three layers

**1. Your channel's brand kit.** Every channel has a default link color and default emphasis (its brand kit's link style). A brand-new newsletter's links start out using this default.

**2. This newsletter's own link style.** In the composer, open the **Styles** tab, expand **Text**, and scroll to the **Link** section. **Color** and **Style** here set the default color and formatting (bold/italic/underline) for every link in this newsletter, regardless of what kind of block it's in — a heading, a paragraph, a curated article, a button, and so on. Change it here and every link in the newsletter that you haven't individually restyled updates to match.

**3. Formatting on one specific link.** Select any linked text and the selection toolbar that appears lets you set a color, bold, italic, or underline just for that selection — overriding the newsletter's link style for that one link only. When you first turn a piece of text into a link, it picks up the newsletter's current link style automatically, unless you'd already applied your own formatting to that text.

Buttons also let you set bold, italic, and underline on their text from the button's own settings — pick any combination you like, and your choice shows in the editor and carries through to the delivered email.

So the most specific layer wins: an individually formatted link overrides the newsletter's link style, which overrides the channel's brand-kit default.

## Why a link's underline can look like a different color than its text

If you set a custom color on a link but don't also explicitly set its underline formatting on that same selection, you may see the underline continue to show in the newsletter's default link color while the link text itself shows your chosen color. If you want a link's underline to match a color you've applied, set the color and the underline formatting together, on the same selection, rather than relying on the newsletter's default to pick it up.

## Why the composer and the delivered email can look slightly different

The composer is a working canvas for building your newsletter — it isn't a pixel-for-pixel preview of the exact email your reader gets. The email your reader actually receives is assembled for delivery when the newsletter sends, so the composer's canvas and the delivered email can differ slightly in how something like a link's styling renders.

If a link doesn't look right, use **Preview** or send yourself a test email before you schedule or publish, and check it against what you expect. If it still looks wrong in the delivered version, [contact support](https://docs.tryletterhead.com/support/contact-support/) so we can take a look.

## Related

- [How do I use the new design settings?](https://docs.tryletterhead.com/newsletters/design-composer-settings/) for the rest of the composer's Styles tab.
- [Managing Brand Kits from a Central Company-Level Screen](https://docs.tryletterhead.com/settings/managing-brand-kits/) for your channel's defaults.


---

# How to Add a YouTube Video to Your Newsletter

Source: https://docs.tryletterhead.com/newsletters/how-to-add-a-youtube-video-to-your-newsletter/

> This article explains how to add a YouTube video to your newsletter using the YouTube block. You'll learn how to customize the thumbnail, link, and appearance, and how to import and style the video's title above or below the thumbnail.

The **YouTube** block showcases a video inside your newsletter with a clean thumbnail and optional play-button overlay — promoting video content while keeping your email lightweight, with no heavy embedded HTML.

## Add the block

Open your newsletter in the composer, find the **YouTube** block in the blocks panel, and drag it where you want the video preview to appear.

## Customize it

In the block settings panel:

- **Source** — paste the YouTube video URL; this is where readers go when they click the thumbnail.
- **Thumbnail Image** — upload a custom image or replicate the YouTube thumbnail look.
- **Overlay Image with a Play Button** — adds a play icon over the thumbnail; it makes the block feel interactive and increases click-through rates.
- **Alt Text** — a short description of the video for accessibility and for email clients that block images by default.
- **Alignment** — **Left**, **Center**, **Right**, or **Full width** (great for bold, visual layouts).

You can also style the block's border and background — see [How do I use the new design settings?](https://docs.tryletterhead.com/newsletters/design-composer-settings/)

Drop in the block, add your link, choose a thumbnail, and you're ready to go.

## Show the video's title

The block can also display the video's title, so your readers see what they're about to watch — and you don't have to retype it.

Turn on **Import title** in the block settings.

With the toggle on:

- **The title fills in automatically.** Paste a YouTube link and the video's title arrives with the thumbnail; turning the toggle on when a link is already in place fetches the title too. The automatic fill only ever lands in an empty title — anything you've typed stays yours.
- **Edit and style it right on the block.** Click the title on the canvas and edit it like any text in your newsletter: it starts in your newsletter's regular paragraph style, and you can make words bold, change their size, or add a link with the usual text toolbar. What you see is what your readers get.
- **Choose where it sits.** Under **Display order**, drag **Title** and **Thumbnail** to put the title above or below the video image. Above is the default.
- **It follows the source.** Clear the **Source** link and the title clears with it, ready for the next video's title to fill in. If you delete the title yourself and want the original back, switch the import toggle off and on again.

Turning the toggle off hides the title everywhere — the block and the sent email — without losing what was there; switch it back on and the title returns.

## Why can't the video play directly in the email?

Email isn't a web browser. The major email clients — Gmail, Outlook, and most corporate inboxes — strip out the HTML5 `<video>` tag and JavaScript that real video players rely on, largely for security reasons. Support is inconsistent (a few clients like Apple Mail will play embedded video, but most won't), so building a true embed means most of your readers see a broken box or blank space. Embedded video files also bloat the email, which slows load times and can hurt deliverability.

The YouTube block sidesteps all of this: it shows a lightweight thumbnail with a play-button overlay that links out to the video where it actually plays — YouTube, in the reader's browser — and you get the click-through tracking as a bonus.


---

# How to Add and Customize a Logo in Your Newsletter

Source: https://docs.tryletterhead.com/newsletters/how-to-add-and-customize-a-logo-in-your-newsletter/

> Set up your channel logo and use the Logo block in the newsletter composer, and switch off the "Made with Letterhead" branding in your footer.

The **Logo** block places your brand's logo in any newsletter instantly. It automatically pulls the logo saved in your channel settings, so you upload it once and reuse it everywhere.

## Step 1: Upload your logo in Settings

1. Go to **Settings** → **General** and scroll to the **Logo** section.
2. Click **Choose an image**, upload your logo, and save.

The logo you upload here becomes the default used across your newsletters and the **Logo** block. Channel **Settings** access is typically admin-only — ask your admin if you don't see it.

## Step 2: Add the Logo block

Open your newsletter in the composer, find the **Logo** block in the blocks panel, and drag it into your layout. Your channel logo appears automatically.

## Step 3: Customize the block

In the block settings you can adjust:

- **Link to** — make the logo clickable (e.g., your website homepage).
- **Alt Text** — descriptive text for accessibility and better deliverability.
- **Alignment** — **Left**, **Center**, **Right**, or **Full width**.
- **Border Radius** — rounded corners (e.g., 8px), applied to all sides or per side.
- **Border, Color, Padding** — expand each section for additional styling.

Note: the logo image itself can only be changed in **Settings** → **General**, not inside the composer — the block reminds you of this.

## Remove Letterhead branding from your footer

By default, a "Made with Letterhead" message appears in the footer of your newsletters. You can remove it in seconds:

1. In your newsletter or template, click the **Footer** block.
2. In the block settings panel on the right, switch off the **Letterhead branding** option.

That's it — the "Made with Letterhead" message no longer appears in your footer.

For everything else you can customize, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# How to Add and Customize Polls in Your Newsletter

Source: https://docs.tryletterhead.com/newsletters/how-to-add-and-customize-polls-in-your-newsletter/

> How to create, customize, and track polls in Letterhead, set the logo size on the page readers see after voting, and turn the readers who chose an answer into an audience segment — whichever email provider sent the newsletter.

Polls let you engage readers and gather feedback directly from your newsletters. This guide covers creating, customizing, and tracking them.

## What changed

Polls used to live at the organization level under a separate **Polls** tab and could be reused across all newsletters in an organization. **That's no longer how polls work.** Polls are now created directly in the composer and scoped to individual channels. The old org-level Polls page shows a banner pointing you to the channel's composer; polls created under the old system keep their metrics at their original URLs.

## Before you start

- Polls are **channel-scoped** — each Poll block creates a new poll tied to one channel. There's currently no way to attach an already-existing channel poll to a different block.
- A poll can appear **at most once per newsletter edition** to keep results clean.
- Polls can't be added to company-level templates; a poll block in a company template creates a new poll only when the template is applied to a channel newsletter.

## Create a poll

1. Open or create a draft from your channel's **Emails** list — polls are created inside the composer.
2. Drag the **Poll** block from the block library into your layout.
3. In **Block Settings**, click **Create poll** to open the poll-builder form.
4. Choose a poll type:
   - **Vote** — a simple one-question poll; readers pick one option and see a confirmation message.
   - **Quiz** — a poll with a single correct answer; with *Show Results on Confirmation Page* enabled, readers learn whether they were right.
   - **Rating** — a rating poll, in one of two scales: **star ratings** or a **0–10 scale** (commonly used for NPS).
5. Fill in the required fields — title, question, response options, confirmation message, and (for Quiz) the correct answer. Missing required fields block the save.
6. Style it: **Button Color**, **Text Color**, and **Alignment** (Left, Center, Right, or Full Width) control how the poll buttons render.
7. Save from the poll-builder form.

Preview before sending to confirm the poll renders well on desktop and mobile.

## Edit a poll

While a newsletter or company template is still a draft, you can reopen a poll and change it:

1. Click the **Poll** block in your draft.
2. In **Block Settings**, click **Edit poll** to reopen the poll-builder form.
3. Fix a typo, rewrite the question, reorder or replace options, or adjust styling.
4. Save.

Editing stays available until you publish the newsletter or template. Once a newsletter has sent, its poll can't be changed.

## Where readers vote and what they see next

A poll in the inbox is a set of tapable options. Most email clients don't allow a live, interactive form to run inside the email itself, so when a reader picks an option they open a **response page** hosted by Letterhead, and their answer is recorded there. This is why results aren't shown live *inside* the email — the interaction happens on the response page, one tap away.

You control what that page says and does:

- **Confirmation message** — a rich-text "thank you" that readers see after voting. Because it's a formatted field, you can add links: point readers to a related article, a longer survey, a signup, or back to your site. Quizzes support separate messages for correct and incorrect answers.
- **Show Results on Confirmation Page** — when enabled, readers see the current tally after they vote (a percentage breakdown per option). Leave it off to keep results private to your team.

### Set the logo size on the response page

If your newsletter has a logo, the response page shows it at the top. If it looks too small or too large next to your confirmation message, you can change it:

1. Open your newsletter's **Settings** and go to **Pages**.
2. Find the **Poll Results Page** card for that newsletter and choose **Edit**.
3. Under **Logo Size**, choose **Small**, **Medium**, or **Large**. The preview shows how the page will look.
4. Click **Save**.

The size applies to the response page for every poll in that newsletter. Medium is the size the page uses until you choose another one.

## Viewing poll metrics

Poll metrics live on each newsletter edition's metrics page. After a send, open the newsletter's metrics to see total responses, the breakdown per option, and the response rate (responses ÷ recipients × 100). Results are **live** — the counts update as responses come in. Metrics can take up to an hour after send to appear, and you can export poll data from the metrics page.

Because each poll option is a tracked link, **a reader who votes is also counted as a click** in your engagement and click metrics — so running a poll tends to lift your click numbers.

The legacy aggregate view across all letters is no longer the primary way to look at poll performance — each edition's metrics page is the source of truth.

## Follow up with people who responded

You can turn the people who chose a particular answer into an audience segment, then send just to them — a follow-up survey, an offer, or a thank-you. This makes a poll the first step in a feedback loop: ask a question, then reach the readers whose answer you want to hear more from. On the edition's poll metrics, use **Create segment** on the option you want.

### Polls sent through your own email provider

:::note Availability
Responder segments for newsletters sent through an email provider other than Letterhead's own sending aren't switched on for any account yet, and neither is the Mailchimp matching described below. Your Letterhead contact can tell you where it's up to. Segments from polls sent through Letterhead's own sending are available to everyone.
:::

Once it's switched on for you, responder segments for polls sent through your own email provider work the same way. Whichever provider carried the newsletter — Mailchimp, Iterable, SendGrid, Sailthru, Braze, Pardot, HubSpot, or Cordial — the readers who chose an answer land in the segment.

Constant Contact is the one exception, and it doesn't fail quietly. Constant Contact doesn't tell Letterhead which individual reader clicked, so there's no way to know who chose which answer. If you try to build a segment from a poll that only went out through Constant Contact, Letterhead says so when you create the segment instead of handing you an empty one. A poll that also went out through another provider still works — you'll get the readers it could identify.

### Mailchimp answers from before this was switched on

For Mailchimp, votes cast *before* this was switched on for you will be matched up too, so an older poll isn't a dead end. Matching happens as part of the routine sync of your Mailchimp audience, so give it until the next sync rather than expecting older answers immediately.

One limit worth knowing: an older answer can only be matched to someone still in your Mailchimp audience. If a reader voted and was later deleted or archived from the list, their answer stays uncounted in the segment. It's never matched to the wrong person — they're simply left out.

## Deleting

**There's no dedicated delete action for a poll.** While a newsletter is still a draft, you can remove the Poll block from your layout to drop that poll from the draft. Once a newsletter has sent, its poll and response data stay as part of that edition.

## FAQs

**Can I reuse a poll in multiple newsletters?** Not from the composer today — each Poll block you add creates a brand-new poll, and there's no way to select an existing channel poll to attach instead. If you want the same question in another newsletter, create it again.

**Are results shown live inside the email?** No. Readers vote on a Letterhead-hosted response page, and results appear there (if you've enabled *Show Results on Confirmation Page*) and on the edition's metrics page. The counts themselves are live — they're never a fixed snapshot.

**Does voting count as a click?** Yes. Each poll option is a tracked link, so a reader who votes registers as a click in your engagement and click metrics.

**Can I choose how results are displayed — a pie chart, bar graph, or different styles?** Results are shown as a percentage breakdown per option. There isn't a chart-style picker (for example pie vs. bar) at this time.

**Can I pull a poll's results into a later newsletter automatically?** Not automatically. Read the results on the edition's metrics page (or export them), then present them in your next edition however you like.

**Can I use other formats — emoji/smiley scales, image "this or that", or a slider?** The available poll types are **Vote**, **Quiz**, and **Rating** (star ratings or a 0–10 scale). Other display styles aren't available yet.

**Can I build a multi-step survey?** A poll is a single question. For a deeper journey, link out from the confirmation message to a full survey.

**How can readers give open-ended feedback?**


---

# How to Adjust Mobile Font Size and Padding in Letterhead

Source: https://docs.tryletterhead.com/newsletters/how-to-adjust-mobile-font-size-and-padding-in-letterhead/

> Customize mobile-specific font size and padding so your newsletters are easier to read and better spaced on phones and tablets.

Blocks in the composer have mobile-specific style settings, so you can tune readability and spacing for phones and tablets without changing the desktop layout.

## Adjust mobile font size

1. Open your newsletter and click the block you want to adjust.
2. In the settings panel, scroll to the **Styles** section and expand **Text**.
3. Change the **Mobile Font Size** value.

Changes apply only on mobile devices. Use this when text looks too small on phones or headings feel oversized on small screens.

## Adjust mobile padding

1. In the same **Styles** section, expand **Block**.
2. Turn on the **Mobile Padding** switch.
3. Set the padding values for top, bottom, left, and right.

The values apply only on phones and other small screens. Extra padding keeps text from feeling cramped, and tighter padding gives your content more room on a narrow screen.

Leave the switch off and the block keeps its regular padding at every screen size — turn it on only for blocks that should be spaced differently on phones.

New blocks start from the mobile padding in your newsletter-wide design settings, so you usually only need a block's own switch when one block should differ from the rest.

## Preview before sending

Switch to the **Mobile Preview** in the editor to check spacing, alignment, and readability, and adjust until it looks right.

For newsletter-wide mobile width and other design defaults, see [How do I use the new design settings?](https://docs.tryletterhead.com/newsletters/design-composer-settings/)

To hide a block on phones or computers entirely rather than restyling it, see [Show a Block on Desktop or Mobile Only](https://docs.tryletterhead.com/newsletters/show-a-block-on-desktop-or-mobile-only/).


---

# How to change or add an image in a newsletter?

Source: https://docs.tryletterhead.com/newsletters/change-image-in-newsletter/

> How to add or swap an image in a draft newsletter, and every option for customizing how it appears.

## Change or add an image

1. Open your draft from the **Emails** page and click the existing image (or drag in an **Image** block).
2. The **Image Block** settings open on the right.
3. Click the image name to replace it, or **Remove** to clear it.
4. Choose your new image from **Local files**, a **Direct Link**, or **Choose from gallery** to reuse an image your team has already uploaded (see [Reuse images from your company image gallery](https://docs.tryletterhead.com/newsletters/company-image-gallery/)), make any adjustments, and click **Add**.

After uploading, customize how the image appears with the block settings below.

## Drag an image straight onto your newsletter

You don't have to add an image block first. Drag an image straight onto the spot where you want it and let go — it uploads and lands there as a finished image block. The image can come from your computer, or straight from another website or browser tab.

- **Drop it onto an empty image block** and it fills that block.
- **Drop it into open space** and a new block appears at the nearest spot. A marker shows where it will land, and the upload's progress appears right on the block.

This works the same whether you're building a channel's newsletter or a reusable company template.

## Image options

- **Link to** — make the image clickable by adding a URL; subscribers who click it go to that link. The link can also draw from a connected data feed, so each recipient sees a personalized destination.
- **Alt Text** — describe the image for accessibility. It appears if the image fails to load and helps readers using screen readers.
- **Alignment** — **Left**, **Center**, **Right**, or **Full width** (expands the image to the email container's full width).
- **Border Radius** — round the corners with a pixel value; check **Apply to All Sides** for uniform corners.
- **Image Crop** — **Original**, **Circle**, **Square**, **4:3**, **3:2**, **16:9**, **3:4**, or **4:5**.

## Border, color, and padding

- **Border** — set the border color (color picker or hex code), size in pixels (with **Apply to All Sides**), and style: **Solid**, **Dashed**, or **Dotted**.
- **Background Color** — the color behind your image; useful for making it stand out or matching your theme.
- **Extend Background Color** — toggle on to stretch the background across the full width of the section for a seamless effect.
- **Padding** — space between the image and its container, set per side (**Top**, **Right**, **Bottom**, **Left**) or uniformly with **Apply to All Sides**.

Working with an image that sits beside other content, two blocks across? Click the image itself and its settings open just as they do anywhere else — see [How do I use the new design settings?](https://docs.tryletterhead.com/newsletters/design-composer-settings/) for how those side-by-side sections behave.

Image not showing up after you add it? See [Why is my image not visible in my newsletter?](https://docs.tryletterhead.com/newsletters/why-is-my-image-not-visible-in-my-newsletter/) For the rest of the composer's design options, see [How do I use the new design settings?](https://docs.tryletterhead.com/newsletters/design-composer-settings/)


---

# How to customize your newsletter using Heading and Paragraph blocks.

Source: https://docs.tryletterhead.com/newsletters/customize-heading-paragraph-blocks/

> Learn how to style and adjust Heading and Paragraph blocks to create a polished newsletter.

**Heading** and **Paragraph** blocks are the core text blocks in the composer. Drag one into your newsletter, then use the settings panel on the right to style it. For the full set of composer capabilities, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).

## Heading block options

- **Heading Type** — choose H1 through H6 to structure your newsletter, and set the font size.
- **Decorative Lines** — draw horizontal lines on either side of the heading. See [Decorative lines](#decorative-lines) below.
- **Border and Background** — add a border for emphasis or change the background color.
- **Font** — adjust the font size, style, color, and letter spacing.
- **Padding** — control the space between the content and the block's border.

## Paragraph block options

Paragraph blocks offer the same styling tools: border, background color, font size and style, letter spacing, and padding.

## Decorative lines

Give a heading horizontal lines on either side — a classic section divider where the lines fill the space around your title:

1. Select a Heading block and open its settings panel.
2. Turn on **Decorative Lines**.
3. Pick the **Line Color** and **Line Thickness** to suit your design. The lines use your heading's text color until you choose one.

The lines stretch to fill the space beside the heading, in the editor and in the delivered email alike. A heading too long to fit on one line wraps, and the lines stay short at the edges. Headings sitting inside a side-by-side (two-column) section don't display decorative lines.

### Set a default for every heading of a size

Instead of switching lines on block by block, you can make them the default for a whole newsletter: open the **Styles** tab, go to the **Text** section, choose a heading size (H1–H6), and turn on **Decorative Lines**. Every new heading you add at that size starts with its lines on — including headings you type into the composer, headings drafted by the AI assembly, or headings brought in from a pasted Google Doc or Markdown document. Applying your text styles to existing blocks brings the headings already in your newsletter along too (only once you've actually set the default — newsletters that never touched the switch leave their blocks alone), and any single heading can still switch its lines on or off from its own settings. The same default is available when you're designing a company template.

## Letter spacing

Fine-tune the space between characters in any text block — set **Letter spacing** in the **Font** section from -1 to 5 pixels to tighten or widen the spacing. Leave it empty and the text keeps the font's normal spacing. Letter spacing works on headings, paragraphs, buttons, quotes, polls, footers, and more, including each piece of a side-by-side section and each part of a story card, promotion, or audio block (title, excerpt, read-more button).

## Quick edits with the tooltip

Highlight text inside any text block and a tooltip appears for instant changes — no need to open the settings panel:

- **Bold** and *italic* styles
- Insert a link
- Bullets or numbered lists
- Font color — pick a color from the tooltip or choose **Customize color** for more options; this overrides your default font color for the selected text

To change the *default* font style and color for a whole block, use the **Color** and **Font** sections in the block settings panel instead.

## Text alignment

Align a Heading or Paragraph block from the **Font** section of the settings panel — pick the alignment from the dropdown; no need to highlight the text.

## Extend Background Color

Any block that supports background colors (Paragraph, Heading, Button, and others) can extend its background edge-to-edge across the email — useful for highlighting announcements, quotes, or feature stories:

1. Select the block and open the **Color** section in the settings panel.
2. Choose your **Background Color**.
3. Turn on the **Extend Background Color** toggle.

The editor and preview update automatically to show the full-width background.

For newsletter-wide defaults and the other blocks' styling options, see [How do I use the new design settings?](https://docs.tryletterhead.com/newsletters/design-composer-settings/)


---

# How to Run A/B Tests on Email Subject Lines in Letterhead

Source: https://docs.tryletterhead.com/newsletters/b-tests-on-email-subject-lines-in-letterhead/

> This article explains how to set up and run an A/B test on email subject lines in your newsletters. A/B testing helps you automatically send the best-performing subject line to most of your audience, boosting open rates and engagement.

A/B testing lets you try two subject lines against each other and automatically send the winner to most of your audience.

## Before you start

- **You need at least 400 subscribers for the test to actually run.** The toggle is always available and Letterhead lets you schedule the test regardless of audience size. If you have fewer than 400 subscribers at send time, Letterhead sends your first subject line to everyone instead, and the results view shows "Unable to run A/B test".
- A/B testing currently covers **email subject lines only** (not preview text or newsletter content).
- Letterhead splits your audience automatically: **25%** receives the test (split between the two subject lines), and **75%** receives the winner based on open rates.

## Set up the test

1. Open your draft from **Emails** and continue to the **Preview and Schedule** step.
2. Toggle **Create A/B Test**.
3. Enter two subject line variations in the **Email Subject** fields.
4. Choose your **Audience**, **Date**, and **Time** (and optionally send a test email).
5. Click **Schedule**.

Letterhead sends the variations to 25% of your audience, measures open rates for one hour, then automatically delivers the winning subject line to the remaining 75%. The Emails list shows exactly where the test is at each step — a countdown while it runs, then the winner sending — see [Why is my newsletter stuck in "Sending" or "Processing"?](https://docs.tryletterhead.com/newsletters/newsletter-stuck-sending/#cause-5-ab-test-is-testing-picking-a-winner-or-sending-it).

## Reviewing results

After the send, the newsletter's metrics show the **A/B Test Results**: both subject lines in full, a "winner" badge on the best performer, and opens, open rate, and recipients reached for each. See [Newsletter Delivery and Engagement Metrics Report](https://docs.tryletterhead.com/newsletters/newsletter-delivery-and-engagement-metrics-report/) for the rest of your post-send data.

## FAQs

- **Can I test more than two subject lines?** Not at this time — each test supports two variations.
- **When is the winner sent?** One hour after the test begins; the first hour measures open rates from the 25% test group.
- **Where do I see past results?** On each published newsletter's metrics, in the A/B Test Results section.

Struggling to write two strong candidates? [Smart Subjects](https://docs.tryletterhead.com/newsletters/smart-subjects-ai-powered-subject-lines-preview-texts/) can generate them with AI. For everything else, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# Images added to your company gallery are now automatically named

Source: https://docs.tryletterhead.com/newsletters/images-added-to-your-company-gallery-are-now-automatically-n/

> Images added to the company gallery from curated stories or web addresses are automatically named after their source, making them easier to find and identify.

Images added to your company gallery are now automatically named based on where they came from, making it easier to identify and search for images.

**How images are named:**

- Images from [curated stories](https://docs.tryletterhead.com/newsletters/curation-block/) take the story's name
- Images copied from web addresses take the site name from that address
- Images uploaded from your computer still start as untitled

You can [rename any image in the gallery](https://docs.tryletterhead.com/newsletters/company-image-gallery/) at any time. This helps keep your image library organized as it grows, especially when working with multiple team members or managing images across many newsletters.


---

# Manage verified senders and choose who sends each newsletter

Source: https://docs.tryletterhead.com/newsletters/manage-verified-senders-and-choose-who-sends-each-newsletter/

> Manage a single company-wide list of verified senders, assign a default sender per newsletter, and override the sender in the scheduling step's Sending settings for individual editions.

## What verified senders are

Your account maintains one company-wide roster of verified senders. Each sender has a From address, display name, and reply address, plus the newsletters it's available for.

## Add a verified sender

To add a new sender, go to your company's **Settings > Senders** and use the form to specify the sender's details. As you fill in the form, Letterhead shows which of your sending domains are verified and available for each newsletter.

## Assign a default sender to a newsletter

Each newsletter has a default sender setting. Open the newsletter's **Settings**, go to **Sending emails**, and choose which verified sender it should use by default.

## Override the sender for a single edition

[When you schedule an edition](https://docs.tryletterhead.com/newsletters/scheduling-newsletter/), the **Sending settings** section of the scheduling step has a **Sending Email** picker. Choose a different sender there to use it for that send only, or leave it on **Use the channel's default sender** to keep the newsletter's default.

If your email provider manages your sending addresses itself, the picker is called **Sender Name** instead: choosing a sender changes only the name your readers see, and the edition keeps sending from the address your newsletter is connected with. Senders on a domain the newsletter isn't verified to send from can't be chosen.

## Search and filter senders

The verified senders list supports search and filtering, so you can quickly find the sender you need when your roster grows.

:::tip[Prefer to have it done for you?]
The **Letterhead assistant** (early access — rolling out to select accounts) can do this for you in conversation. [See how the assistant works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::


---

# Multi-user editing alert

Source: https://docs.tryletterhead.com/newsletters/composer-takeover/

> What happens if someone tries to edit a newsletter at the same time?

Letterhead lets multiple users edit the same newsletter or template at the same time. Changes appear for everyone as they're made and are saved automatically.

## How it works

When you open a draft that teammates are already editing, you'll all see each other in the composer. An indicator shows **who else is working** in the draft, **which block each person is editing**, and **where their cursor is** as they type.

Auto-saves happen when a writer stops typing — after about 5 seconds of inactivity in a newsletter (4 seconds in a template) — or exits the composer. Everyone's changes save automatically, so you won't overwrite each other's work.

There's no limit on how many people can work together — coordinate with your co-writers so you're not editing the same block at the same moment, but you can all be in the draft at once.

## Templates

Any member of your company can open and edit a company template, not only administrators. The same real-time collaboration works in templates as it does in newsletters: you'll see your teammates, their cursors, and their changes as they work.

## Spotting an in-use newsletter

On the **Emails** screen, a newsletter that's currently being edited shows an icon with the editor's initials next to the edit icon. Once a teammate has been away from a draft for a couple of minutes, that icon clears — so what you see on the list is who is working right now, not who opened it earlier in the day.

For everything else you can do on the Emails page, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# Newsletter Delivery and Engagement Metrics Report

Source: https://docs.tryletterhead.com/newsletters/newsletter-delivery-and-engagement-metrics-report/

> Understand how your newsletters perform, now with subscriber-level open data. When a newsletter is published, Letterhead displays delivery and engagement metrics directly on the newsletter's page.

When a newsletter is published, Letterhead displays delivery and engagement metrics directly on the newsletter's page. **While a send is in progress, you'll see its delivery meter climb live on your newsletter list — no page refresh needed — and opens and clicks appear as they happen on your company home page's Activity card.**

## How to view newsletter metrics

Go to **Emails** and click any **published** edition — the **Reports** page loads automatically (instead of the composer). Metrics may take up to 1 hour after send time to appear, and update in stages:

- **every 15 minutes** for newsletters published today;
- **every hour** for newsletters published 24–36 hours ago;
- **once per day** after 36 hours.

## Bar chart

The chart shows volumes for key metrics (hover for exact numbers):

- **Sent** — audience members targeted; usually your full subscriber list at send time minus immediately suppressed addresses.
- **Delivered** — emails that reached recipient mailboxes.
- **Accepted** — emails the receiving mailbox provider accepted for delivery. This is usually close to Delivered but not identical, since the two are counted at different points in the send — **Open Rate and Clickthrough Rate below are both calculated against Accepted, not Delivered.**
- **Opens** — unique recipients who opened the newsletter.
- **Unique Confirmed Opens** — unique opens that filter out mailbox-provider prefetching, a closer read on genuine human opens.
- **Clicks** — total links clicked in the newsletter.

## Metrics table

- **Delivery Rate** — Delivered ÷ Sent.
- **Open Rate** — unique opens ÷ Accepted.
- **Click-to-Open Rate** — unique clicks ÷ unique opens.
- **Clickthrough Rate** — unique clicks ÷ Accepted.
- **Bounces** — bounced emails, with the count split into hard, soft, and other bounces, each with its own count and rate.
- **Unsubscribes** — recipients who unsubscribed via the footer link.
- **Time to Read (minutes)** — average reading time.
- **Readability Score** — how easy your newsletter is to read.
- **Avg. Time to First Click** — how long it took readers, on average, to click something after the newsletter landed. A short time here means your subject line and opening content are pulling people in fast.

## Opens by hour

The **Opens by hour** card shows *when* your readers opened this edition: a day-by-hour grid covering the first three days after send, with busier hours shaded darker. A line above the grid calls out the peak — the single day and hour window with the most opens — and hovering any cell shows its exact count. It's the rhythm behind the peak-opens reading on the scheduling step (see [How do I create and schedule a newsletter?](https://docs.tryletterhead.com/newsletters/scheduling-newsletter/)): if your audience reliably opens on Tuesday mornings, this is where you'll see it.

The card names the timezone the times are shown in. Right after a send it notes that opens are still being collected; the picture settles once those first days have passed.

It's for newsletters Letterhead delivers itself. When a channel sends through a connected provider such as Iterable or Mailchimp, the record of exactly when each reader opened stays with that provider, so the card doesn't appear on those editions — every other metric on this page still does.

The card also appears only for editions sent to a single audience — one segment, or your whole list of active subscribers. An edition sent to a combination of several segments, or straight to a hand-picked list of email addresses, doesn't get one: those audiences change from send to send, so there's no single group whose opening rhythm the grid could honestly show. Every other metric on this page still appears for those editions too.

## See who opened your newsletter

Click the **Opens** metric on the Reports page to open subscriber-level open data: the email addresses that opened, the date, and the number of opens per address (repeat opens are totaled per subscriber). A search bar helps you find a specific subscriber.

You can also multi-select audience tags to assign or remove tags for everyone who performed that action. Tags apply once — they don't automatically update for future activity — and you can select and reuse multiple tags.

## Link performance

Below the metrics table you'll find a breakdown of every clicked link:

- **Total Clicks** — all clicks, counting repeat clicks from the same recipient individually.
- **Unique Clicks** — unique email addresses that clicked at least once.
- **Avg. Time to Click** — how long it took readers to click that specific link, on average.
- **Engagement Level** — a quick High (30 seconds or less), Medium (31 seconds to 2 minutes), or Low (over 2 minutes) read on that link's average time to click, so you can spot your fastest- and slowest-earning placements at a glance.

## Other views

- **Newsletter Preview** takes you to the sent edition's public page.
- For how an individual subscriber interacted — opens, clicks, subscription events, and delivery activity — see the [Audience Profile Activity Log](https://docs.tryletterhead.com/audience/audience-profile-activity-log/).
- Ran an A/B test? Results appear on this page too — see [A/B Tests on Email Subject Lines](https://docs.tryletterhead.com/newsletters/b-tests-on-email-subject-lines-in-letterhead/).

For everything else, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# One content block for your library, feeds, and links

Source: https://docs.tryletterhead.com/newsletters/content-block-sources/

> Curation, RSS, and URL blocks are one content block with a From Library / From URL selector: pick a source, switch it after building — your styling and layout carry over, except Full content, which a link can't render — and choose which source fits the job.

The blocks that bring outside content into your newsletter — the **Curations** block, the **RSS** block, and the **URL** block — are really one content block wearing three hats. They share the same settings panel, the same styling controls, and the same source selector, so wherever a block gets its content from, you configure it the same way.

## Choose where a block gets its content

Open any content block and, just under the block title, you'll see a source toggle:

- **From Library** — pull from your [Curations library](https://docs.tryletterhead.com/dynamic-content/curations-overview/): everything you've saved from RSS feeds, your WordPress site, the browser extension, or the API. This is the default.
- **From URL** — expand a single link you paste in, for a one-off story that isn't in your library.

Whichever you choose, the rest of the block's controls are the same.

## Which source fits the job

Both sources keep your newsletter aligned with what you already publish elsewhere — no copying and pasting — but they suit different jobs.

**From Library (the Curation block) — recommended for most use cases.** It connects to your [Curations library](https://docs.tryletterhead.com/dynamic-content/curations-overview/), where all your sourced content lives:

- your own site or blog via [RSS feeds](https://docs.tryletterhead.com/dynamic-content/adding-rss-feeds-in-letterhead/)
- your WordPress site via the [WordPress plugin](https://docs.tryletterhead.com/integrations/connecting-your-wordpress-site-with-letterhead/)
- articles saved with the [browser extension](https://docs.tryletterhead.com/dynamic-content/how-to-use-the-letterhead-browser-extension/)
- content pushed via API integrations
- [manually added articles](https://docs.tryletterhead.com/dynamic-content/managing-your-curation-library/#add-an-article-manually)

Because it draws on a managed library, it's built for scale: bulk content management, tag-based filtering, reuse across templates, and automation. You can tag items [right in the library table](https://docs.tryletterhead.com/dynamic-content/managing-your-curation-library/), apply [text formatting inside the block](https://docs.tryletterhead.com/newsletters/curation-block/#format-text), and [reorder images](https://docs.tryletterhead.com/newsletters/curation-block/#move-the-image).

**From URL — quick one-off links.** Paste a URL and the block fetches the page's Open Graph data (headline, image, description). Best for highlighting a one-off "Top Story," or featuring content that isn't in your library. It's added manually each time, can't be automated or reused across templates, and isn't connected to your library. If a URL won't pull, see [why some links can't be fetched](https://docs.tryletterhead.com/dynamic-content/how-to-use-the-letterhead-browser-extension/#when-a-link-wont-pull).

## The same controls, whatever the source

A block set to **From URL** gets the full set of content controls that curation blocks have always had — not a stripped-down subset. That means the same:

- **layout** options for how items are arranged;
- **display options** — title, excerpt, image, author, source, and date;
- **image** ratio and cropping;
- **call-to-action** styling and the inline "Read more" link;
- **border, background and text color, font, and padding.**

Because every content block draws from one shared set of controls, a feature that lands on curation blocks — like tags shown on a card, or a new call-to-action style — shows up on your URL and RSS blocks too, with nothing extra to set up.

## Load your content

Once you've picked a source and styled the block, load it:

- **From Library** — set your search, source, tags, and date filters, then click **Load**. See [adding curated content](https://docs.tryletterhead.com/newsletters/curation-block/).
- **From URL** — paste the link in the **Source** field and click **Load**. See [curating with a URL](https://docs.tryletterhead.com/newsletters/url-block/).

## Switch a block's source after you've built it

Once you've styled a block just how you like it — the fonts, the image gap, the layout, the display options — you can point it at the *other* source without starting over. The block switches in place, keeping everything you set up.

:::note[Availability]
Switching a built block's source in place may need to be enabled for your account. Where it isn't available, change a block's source by removing it and adding a new one.
:::

1. In the composer, click the content block to open its settings.
2. At the top of the settings, use the source toggle: **From Library** or **From URL**.
3. Pick the source you want. If the switch would cost you anything — the content sitting in the block, or a layout the new source can't show — Letterhead asks you to confirm first. If it wouldn't, the block simply switches over.

The confirmation is headed **"Switch content source?"** and spells out what you're about to lose, so you never wipe a block by accident. For a block with content in it, that reads:

> Switching the content source resets this block's content. Your layout and style settings will be kept, but the content in this block will be removed.

Choose **Switch** to go ahead, or **Cancel** to leave the block as it is.

**Your styling is safe.** The switch only clears the *content* — the loaded article, or the cards a curation pulled in. Everything you configured stays: fonts, colors, padding, border, image gap and crop, column widths, call-to-action styling, and any curation filters you'd set. The block comes back as an empty placeholder of the new kind, ready to load, dressed exactly as it was.

**Your layout comes across too, with one exception: Full content.** A pasted link gives Letterhead the page's headline, image and description — not the article body — so there's nothing for a **From URL** block to run in full. A block set to **Full content** therefore lands on **Image + Text** when you switch it to **From URL**. Every other layout carries over untouched, including **Bulleted list**.

When that's about to happen, the confirmation says so before you commit, naming both layouts:

> The Full content layout isn't available for a link, so this block will switch to Image + Text.

This is the one case where an **empty placeholder** gets a confirmation as well. A block you've set to Full content but never loaded has no content to reset — but it still loses the layout you chose, so Letterhead asks rather than changing it quietly.

**If the block was showing a run of curated cards,** switching replaces that whole run with a single empty block — a curation can fill several cards from one block, and a URL is a single item, so the run collapses back to one placeholder you can load from its new source.

## Automate a featured story instead of a one-off URL

If you regularly use the URL block for a single featured story, switch to a tag-driven workflow instead:

1. Save the story to your Curations library (via RSS, extension, or API).
2. Tag it — for example `featured`.
3. In your template, use a **Curation block filtered by that tag**.

Your template never needs editing again — just move the tag and the right story loads.

:::note
For crawling to work (URL block and RSS alike), safelist `*.tryletterhead.com`, `letterhead.email`, and `letterhead.ai`. Letterhead's crawler is **LetterheadCurationBot** (`Mozilla/5.0 (compatible; LetterheadCurationBot/1.0; +http://tryletterhead.com/bots)`).
:::


---

# Paste Markdown and turn it into editable newsletter blocks

Source: https://docs.tryletterhead.com/newsletters/paste-markdown-and-turn-it-into-editable-newsletter-blocks/

> Paste a Markdown document into the Markdown block in a newsletter or company template, choose whether consecutive paragraphs share a block or get one each, then select Load Markdown to convert it into editable blocks—headings, paragraphs, images, lists, links, and formatting.

You can now paste an entire Markdown document into a [newsletter](https://docs.tryletterhead.com/newsletters/newsletters-overview/) or [company template](https://docs.tryletterhead.com/newsletters/create-edit-and-activate-deactivate-a-template/) and have it convert to native, editable blocks—no need to rebuild the content by hand.

## How it works

1. Add a **Markdown block** to your channel newsletter or company template.
2. Paste (or type) your Markdown content into the block's text box.
3. Decide how the paragraphs should land, using the **Merge paragraphs** toggle under the text box. It's on to begin with, which means paragraphs sitting next to each other share one block — headings, images and dividers still get their own either way. Turn it off and each paragraph gets a block of its own, so you can drop an image, a poll, or anything else in between them afterwards.
4. Select **Load Markdown**.

Letterhead converts the Markdown into standard content blocks:

* [Headings](https://docs.tryletterhead.com/newsletters/customize-heading-paragraph-blocks/) become heading blocks
* Paragraphs become [text blocks](https://docs.tryletterhead.com/newsletters/customize-heading-paragraph-blocks/)
* [Images](https://docs.tryletterhead.com/newsletters/change-image-in-newsletter/) become image blocks
* Ordered and bulleted lists become list blocks
* Links and **bold** and *italic* formatting are preserved
* A link on its own line becomes a [link block](https://docs.tryletterhead.com/newsletters/url-block/)

Once converted, every block is fully editable—you can continue working with the content as you would any other newsletter content.

## When to use this

This capability is useful when you're bringing in content from:

* Markdown files from external editors or tools
* Documentation or blog posts written in Markdown
* Any source where you already have structured content in Markdown format


---

# Pick recent editions for Brand Voice from a dropdown

Source: https://docs.tryletterhead.com/newsletters/improved-dropdown-for-selecting-recent-editions-in-brand-voi/

> When you base a channel's Brand Voice on recent editions, you choose them from a dropdown that opens to a checkable list and collapses once you're done, instead of an always-open list.

When you set up a channel's **Brand Voice**, one way to teach it your tone is to base it on a handful of your own recent newsletter editions. Picking which editions to use now works through a proper dropdown, replacing the older control that showed every edition in an always-open, scrollable list.

## Where to find it

1. Open your Brand Kit's editor and go to the **Brand Voice** tab.
2. Under **Generate based on**, choose **Recent editions**.
3. Click the editions field — it opens a small panel listing your channel's recent editions, each with a checkbox next to it.
4. Check as many editions as you'd like to include, then click outside the panel (or click the field again) to close it. The field itself shows a short summary, like "3 editions selected," so you can always see your current choice without the list staying open.

If your channel doesn't have any recent editions to choose from yet, the panel says so instead of showing an empty list.

## What's different

The change is to the control itself, not to what it does. You can still select as many editions as you want, and generating your Brand Voice from them works exactly as before — the dropdown just matches the collapsible style used by the other pickers in the Brand Kit editor, so it's easier to tell you can choose more than one, and it takes up far less space while you're not using it.

## Related

- [Managing Brand Kits from a Central Company-Level Screen](https://docs.tryletterhead.com/settings/managing-brand-kits/)


---

# Private newsletters and Hide from archive

Source: https://docs.tryletterhead.com/newsletters/private-newletters/

> Hide from archive keeps an edition off your public archive page while still sending it normally. Hidden and public newsletters differ only in archive visibility, and recipients of a private newsletter can still open their own copy with View in browser.

On the **Emails** page under **All Letters**, each edition has a **Hide from archive** toggle that controls whether it appears on your public [archive page](https://docs.tryletterhead.com/newsletters/what-is-an-archive-page/).

Newsletters are visible in the archive by default. Toggle **Hide from archive** to remove an edition from the archive page — this works even after the newsletter has been published, in which case it disappears from the archive immediately.

This is handy when you've replaced a published edition with a corrected copy and want only the updated version showing publicly.

**Long-time Letterhead users:** in earlier versions of the composer, this feature was labeled **Public** and worked in the opposite direction — toggling right made an edition public, and the default was private.

## How hidden and public newsletters differ

Both hidden and public newsletters are published and sent to your audience exactly the same way. The only difference is visibility on the **Archive** page:

- **Public newsletters** appear on the archive page for anyone to see.
- **Hidden newsletters** are excluded from the archive page.

In your newsletter list, hidden editions are marked with an icon next to the title, so you can tell at a glance which is which. Your public archive page itself is turned on or off per channel — see [Managing Your Channel Settings](https://docs.tryletterhead.com/get-started/account-settings-channel/).

## Readers can still open a private newsletter in their browser

When you send a private newsletter, the people who received it can click **View in browser** and read that exact edition on the web, just as they can with a public newsletter. The link opens straight from their email.

Opening a private edition in the browser doesn't make it public:

- **It stays unlisted** in your public archive and **out of search results**.
- **It opens only with that edition's own hard-to-guess link** — a guessed or numbered web address still reveals nothing.

That link is the same for every recipient of the edition — it isn't personal to any one reader, so anyone who gets hold of it (a forward, a screenshot, a shared link) can open the edition too, the same as any other recipient could. The privacy model is: unlisted and unguessable, not tied to who you are — so the reader who received the email can always get back to a clean, readable copy, while someone who was never sent it and doesn't have the link still sees nothing.

### Test sends work too

When you send yourself a test of a private newsletter, its **View in browser** link opens the same way — showing the edition with a banner that takes you back to the composer to keep editing.

Transactional emails and manual one-off sends are unchanged and don't include browser links.

## Related

- [What Is An Archive Page?](https://docs.tryletterhead.com/newsletters/what-is-an-archive-page/)
- [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/)


---

# Reuse images from your company image gallery

Source: https://docs.tryletterhead.com/newsletters/company-image-gallery/

> Every image your team uploads while building newsletters is collected in one searchable gallery you can pick from in any channel. Images can be named after the story or website they came from, so you can find them by name.

Every image your team uploads while building newsletters is collected in one **Image Gallery**, so you can reuse a picture you've used before instead of tracking down the original file and uploading it again. The gallery is company-wide — an image uploaded in one channel is available when you build a newsletter in any of your channels.

When you add an image in the composer, give a story a picture in your Curations library, or set a newsletter's social card, you can pick straight from the gallery. Any brand-new file you upload still works exactly as before, and is now also saved to the gallery for next time.

## Pick an image from the gallery

In a newsletter:

1. In the composer, add or open an image (see [How to change or add an image in a newsletter?](https://docs.tryletterhead.com/newsletters/change-image-in-newsletter/)).
2. Choose **Choose from gallery**.
3. Browse or search for the image you want, select it, and add it to your block.

On a curated story:

1. Open a story in your Curations library, or start a new one with **Add Content**.
2. On the **Image** field, choose **Choose an image**, then **Choose from gallery** — see [Set a story's
   image](https://docs.tryletterhead.com/dynamic-content/managing-your-curation-library/#set-a-storys-image).
3. Browse or search for the image you want and select it.

On a newsletter's social card:

1. Open the letter, click **Preview and schedule**, and find the **SOCIAL CARD** section in the right-hand sidebar — see [How do I setup social cards in my newsletter?](https://docs.tryletterhead.com/newsletters/social-card-setup/).
2. Under the card image, choose **Choose an image**, then **Choose from gallery**.
3. Browse or search for the image you want and select it. It replaces the card image straight away.

## How images are named

When an image lands in the gallery, it's named after where it came from, so you can tell images apart and find them by searching the **Title** field:

- **An image from a curated story** is named after the story's title. That covers a story's image in your Curations library, an image you upload while editing a story, and a story's image added when you use the story in a newsletter.
- **An image copied from a link** — pasted into the upload window as a web address, or dragged into the composer from a web page — is named after the site in that address. An image from `https://www.nytimes.com/…` is named `nytimes.com`. Many sites serve their pictures from a separate image address, so an image dragged from a page may carry that address's name instead.
- **A file uploaded from your computer** stays **Untitled image**, because its file name rarely says what the picture shows.

Images already in your gallery keep the names they have. To rename any image, open it in the gallery, choose **Edit**, change its **Title**, and **Save**.

## Organize the gallery

- **Alt text and tags** — give each image alt text (a short description for accessibility, shown if the image can't load) and one or more tags to keep it easy to find later.
- **Filter** — narrow the gallery by tag, by source, or by who uploaded an image, so you can jump to the right picture in a large library.
- **Manage your tags** — your whole tag list lives in one place, so you can keep it tidy and consistent across your team.

## Archive an image

When an image has served its purpose, **archive** it to tidy the gallery. Archiving only hides the image from the gallery view — it never touches a newsletter that already uses it, whether that newsletter is a draft or has already been sent, so nothing you've published changes.


---

# Saved Block

Source: https://docs.tryletterhead.com/newsletters/saved-block-library/

> The Saved Block allows users to save individual blocks — including their settings — as reusable templates. Saved blocks can be reused across newsletters and newsletter templates, helping ensure consistency and reducing repetitive setup work.

The Block Library lets you save any block — with all its settings — and reuse it across newsletters and templates, keeping things consistent and cutting repetitive setup work. You can:

- save any block and its configuration for future use;
- reuse saved blocks across newsletters and templates;
- share saved blocks from your company library with specific newsletters;
- search and filter saved blocks by type;
- rename or delete saved blocks from the **Templates** section.

## Save a block from the composer

1. While creating or editing a newsletter, hover over the block you want to save.
2. Click the **Save** icon in the block toolbar (alongside Duplicate).
3. Enter a **Block Name** and click **Save**.

A confirmation appears — "Block saved successfully. View all saved blocks." — with a shortcut to the Block Library.

## Use a saved block

1. In the composer, open the **Library** tab — it holds all your saved blocks plus any shared with this newsletter from the company library.
2. Find the block by search (name) or filter (type).
3. Drag and drop it into your newsletter.

The block arrives with all previously saved settings intact. Blocks shared from the company library are marked so you can see where they came from.

## Share a saved block with specific newsletters

From your company block library, you can assign a saved block to exactly the newsletters that need it — their teams will find it waiting in their library, ready to use.

1. Go to **Templates** and open the **Saved Blocks** tab.
2. Click the submenu (ellipsis) on the block you want to share.
3. Select **Assign to newsletters**.
4. Pick the newsletters that should have this block and save.

The block appears in each selected newsletter's library. You can add or remove newsletters from a block's assignment anytime. Blocks built for one sending provider stay out of the list on newsletters that send through a different provider.

## Manage saved blocks from Templates

Go to **Templates** — you'll see two tabs: **Newsletter Templates** and **Saved Blocks**. The **Saved Blocks** tab shows your full Block Library, searchable by name and filterable by type. Each block card has a submenu (ellipsis) with management options:

- **Assign to newsletters** — choose which newsletters should have this block in their library.
- **Rename block** — enter the new name and click **Save**.
- **Delete** — confirm when prompted.

For full-layout reuse instead of single blocks, see [templates](https://docs.tryletterhead.com/newsletters/create-edit-and-activate-deactivate-a-template/). For everything else the composer can do, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# Show a Block to Only Some Readers

Source: https://docs.tryletterhead.com/newsletters/show-a-block-on-desktop-or-mobile-only/

> A block's condition can limit it to desktop or mobile readers, or to readers in chosen audience segments, so different people see different things in one send. The preview step lets you check the edition as any segment would receive it.

A block's **condition** decides who sees it — everyone, only readers on a certain kind of device, or only
readers who belong to chosen audience segments. Everyone else simply doesn't see that
block; the rest of the newsletter reads normally around it.

That means you can run a wide banner for desktop readers and a compact version for phones using two blocks in
the same send, or slip a members-only note, a local notice, or a tailored call to action into an edition without
building and scheduling a second one — each reader sees only what's meant for them.

:::caution[Early access]
Audience-based conditions (based on segments), and the **Preview as** control that goes with them, are rolling
out gradually and may not be available on your account yet. Device-based conditions (desktop/mobile) are
available to everyone.
:::

## Set a condition

This works on a standalone **Image** or **Promotion** block — one that isn't nested inside a multi-column
layout. Other block types, and any block nested in a layout, don't have a CONDITIONS section at all (see
[Which blocks offer it](#which-blocks-offer-it) below).

1. Open your newsletter and click the block you want to set a condition on.
2. In the settings panel, scroll to the **CONDITIONS** section.
3. If the block offers both kinds, choose **Based on devices** or **Based on audiences** from the **Display
   based on** dropdown. If it only offers one kind, that one appears directly with no dropdown to choose from.

### Based on devices

Under **Display conditions**, choose one:

- **Display all the time** — everyone sees the block. This is the default.
- **Display on desktop only** — the block appears for readers on a computer and is hidden on phones.
- **Display on mobile only** — the block appears for readers on a phone and is hidden on computers.

### Based on audiences

1. Under **Match audience**, choose **All** or **Any** — whether a reader must match every segment you pick,
   or just one of them.
2. Under **Segments**, select one or more segments from the **Custom** group (segments you've built yourself —
   see [User Tags and Segments](https://docs.tryletterhead.com/audience/user-tags-and-segments/)) or the **System** group (Letterhead's
   built-in engagement segments, like Loyalists or Ghosts).
3. Only readers matching your chosen segments (and match rule) see the block; everyone else gets the edition
   without it.

This mode works only when your newsletter sends through Letterhead's own delivery — not a connected ESP like
Iterable or Mailchimp — since resolving a condition per recipient requires Letterhead's own send pipeline.

The choice saves with your newsletter like any other block setting, and you can change it any time before you
send.

## Which blocks offer it

**Device conditions** are available only on a standalone **Image** or **Promotion** block — one that isn't
nested inside a multi-column layout.

**Audience conditions** are available on most block types, including HTML blocks (which can't offer a device
condition) — everything except the **Footer** and the **View in browser** block, which always render for
everyone since they carry no reader-specific content to gate. Like device conditions, a block nested inside a
multi-column layout doesn't offer an audience condition either.

Neither kind is offered on a **Google Docs**, **Markdown**, or **Iterable snippet** block.

### Why an Iterable snippet block doesn't offer one

If you send through Iterable, you'll notice the snippet block has no **CONDITIONS** section — and it isn't
coming. It's worth knowing why, because the reason is the same thing that makes snippets useful.

Your snippet's HTML never passes through Letterhead. We send Iterable a placeholder in its place, and Iterable
drops your stored HTML in at send time, after everything we build has already been finished and handed over.
Every other block sits inside the responsive layout we wrap around it, and that layout is exactly what decides
how a block behaves between a desktop screen and a phone.

So putting a device condition on a snippet would mean nesting your HTML inside ours at a stage neither of us can
see, preview, or test. We can't check the result against your templates, and we can't predict how your styling
and ours will get along once they're combined in a real inbox. The likely outcomes are a layout that shifts
between desktop and mobile, styling that fights itself, and a heavier email — and the first anyone would find
out is after a live send to your audience, which is the worst possible place to learn it.

The dependable place to handle a per-device difference in a snippet is inside the snippet itself, where your own
HTML is in charge and nothing of ours is wrapped around it.

## Check it before you send

Both kinds of condition can be checked on the **Preview and schedule** step, without sending yourself a test.

### Device conditions

Switch between the desktop and mobile views in the editor's preview. A block set to mobile only disappears from
the desktop view and comes back in the mobile view, and a desktop-only block does the opposite — so you can
confirm each reader gets what you intended.

The switch between the two happens at your newsletter's mobile width, the same setting that governs the rest of
your mobile layout. See [How do I use the new design settings?](https://docs.tryletterhead.com/newsletters/design-composer-settings/) to check
or change it.

### Audience conditions

When your newsletter has at least one block with an audience condition, a **Preview as** control appears beside
the desktop and mobile toggle at the top of the preview step. Use it to see the edition the way a particular
kind of reader receives it:

1. Click **Preview as**. You can choose to preview as a segment or as a specific subscriber:
   - **Segment preview:** The segments your blocks are conditioned on are listed first, under **In this
     newsletter**, with the rest of your segments below them. Search if the list is long. Tick one or more
     segments — a reader can belong to several at once, so tick every segment the reader you have in mind would
     be in. A block set to match **All** of its segments only appears when you have ticked all of them.
   - **Subscriber preview:** Search for any subscriber by email address. The preview shows the newsletter as
     that person will receive it, with their merge tags filled in and only the conditional and segment-only
     blocks they qualify for.
2. The preview updates as you make your selection. A block that reader wouldn't receive is replaced by a short
   amber note saying it is hidden for this audience, so you can tell a hidden block from one you never added.
3. When previewing as a specific subscriber, you can send that exact version to yourself as a test — with the
   subject line and preview text as you have them on the **Schedule** step — using the **Send test** control.

**All subscribers**, the starting choice, previews the edition for a reader who isn't in any of your segments.
That is the version most of your audience receives, so any block limited to a segment is hidden there — which is
usually the quickest way to confirm the condition is set at all.

Two things this preview can't show you:

- **Tag-based conditions** are matched against each reader at send time, so the preview always shows those
  blocks.
- **Conditions your ESP resolves** — such as a Braze reader attribute — are applied by that service as it sends,
  so the preview shows the block unchanged.

## Good to know

- **A few email apps always show the desktop version.** Some older desktop email programs — Outlook on Windows
  is the common one — can't tell how wide the screen is, so they show what a desktop reader would see. A
  desktop-only block appears there, and a mobile-only block stays hidden. Keep anything essential in a block
  that displays all the time.
- **Hiding a block doesn't make your email smaller.** A hidden block is still delivered, it's just not shown, so
  it still counts toward your email's weight. Use display conditions to tailor what a reader sees, not to trim a
  newsletter that's getting heavy.
- **Don't hide something a reader needs.** If a link, an offer, or a piece of housekeeping matters to everyone,
  leave it on **Display all the time** rather than trusting every email app to get the switch right.

## Next steps

- [Adjust mobile font size and padding](https://docs.tryletterhead.com/newsletters/how-to-adjust-mobile-font-size-and-padding-in-letterhead/)
  to tune how a block reads on phones without hiding it.
- [Set up promotions](https://docs.tryletterhead.com/promotions/how-to-set-up-promotions-in-letterhead/) to create the ad placements you can
  then ta


---

# Smart Subjects AI-Powered Subject Lines & Preview Texts

Source: https://docs.tryletterhead.com/newsletters/smart-subjects-ai-powered-subject-lines-preview-texts/

> Use AI to craft compelling email subject lines and preview texts that boost open rates and save time.

**Smart Subjects** helps you quickly generate effective, on-brand email subject lines and preview text using AI, based on your newsletter content and past performance.

## How it works

When you're on the **Preview and Schedule** step, the **Email Subject** and **Preview Text** fields include a **Generate with AI** (✨) icon. The AI draws on your newsletter's themes and headlines, plus your top-performing past subject lines, to suggest options. You can edit, refine, or regenerate suggestions until you're satisfied.

## How to use Smart Subjects

1. Compose your newsletter as usual, then click **Preview and Schedule**.
2. In the **Email Subject** or **Preview Text** field, click the AI icon.
3. The field shows "Generating…" and then populates with a suggestion.
4. Edit, refine, or regenerate — then schedule as normal.

If you're not scheduling right away, save your draft so the generated subject line and preview text aren't lost.

## Best practices built in

The generator is designed to:

- avoid spam trigger words and phrases;
- keep subject lines concise, simple, and attention-grabbing;
- learn from your top 5 performing subject lines to optimize open rates over time.

## Related

- Test two subject lines against each other with [A/B Tests on Email Subject Lines](https://docs.tryletterhead.com/newsletters/b-tests-on-email-subject-lines-in-letterhead/).
- Personalize subject lines with [merge tags](https://docs.tryletterhead.com/newsletters/personalization/).

Prefer to have it done for you? **Penpal** can read a draft back and revise its subject line or preview text for you in conversation — [see how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/). For everything else you can do, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# What can I do to improve my email deliverability?

Source: https://docs.tryletterhead.com/newsletters/email-delivery/

> Want to avoid going to spam? Read our suggestions below.

To reach the inbox consistently, you need to establish credibility as a sender and build a positive reputation with mailbox providers like Gmail and Outlook. Here's how — and what Letterhead already handles for you.

## Best practices

1. **Obtain permission.** Only send to people who actively subscribed. Letterhead sends a verification email to confirm each subscriber legitimately opted in.
2. **Be transparent.** Keep content relevant to the recipient and provide meaningful information in your Subject, From, and Reply-to headers.
3. **Eliminate hard bounces.** Invalid addresses should never receive future sends — Letterhead removes hard bounces for you automatically.
4. **Stop sending to uninterested recipients.** Consider removing or suppressing subscribers who haven't opened or clicked recently (for example, in the last 30 days).
5. **Authenticate your domain.** DKIM should be set up and verified for your sending domain:
   - If you send from the `@a.letterhead.email` domain, no action is needed — it's already configured.
   - If you set up a custom domain with Letterhead during onboarding, this was configured for you.
   - Letterhead also establishes custom bounce and tracking domains during onboarding.

## Practices to avoid

- Sending without testing and proofreading.
- Concealing the sender's identity or using deceptive subject lines.
- Hiding or ignoring unsubscribe links and requests.
- Purchasing email lists, particularly from untrustworthy sources.
- Selling your list to third parties without permission.

## Going deeper

For a diagnostic look at why a specific send landed in spam, see [Why Did My Email Go to Spam?](https://docs.tryletterhead.com/newsletters/why-did-my-email-go-to-spam/) For industry-standard guidance, review the [M3AAWG Sender Best Common Practices](https://www.m3aawg.org/documents/en/m3aawg-sender-best-common-practices-version-30).


---

# What Do Letterhead Statuses Mean?

Source: https://docs.tryletterhead.com/newsletters/what-do-letterhead-statuses-mean/

> Each status in the newsletter sending process serves a distinct purpose, guiding the sender through the stages of creation, scheduling, and delivery.

Every newsletter moves through a set of statuses from creation to delivery. Here's what each one means.

**Draft** — the newsletter is still being created or edited. You can keep adding content, refining the design, and making changes.

**Review** — the newsletter has been sent to one or more team members to review and approve before it goes out.

**Scheduling** — you've started setting a send date and time but haven't finished. Until scheduling is complete, the newsletter remains unscheduled and won't be delivered; you can continue editing the draft.

**Scheduled** — the newsletter is queued to send at the date and time you selected, and will begin sending automatically.

**Processing** — Letterhead has handed your newsletter off to your email service provider and is creating the campaign on their side. No emails have gone out yet.

**Sending** — delivery has started. On a channel sending through Letterhead's own email connection, the newsletter list shows a live progress meter that climbs on its own through 25%, 50%, and 75% as delivery is confirmed — no need to refresh the page. (A channel sending through a connected ESP like Iterable or Braze shows a plain **Sending** badge instead, since that ESP doesn't report delivery progress back to us.)

**Published** — the newsletter has been successfully delivered to the majority of your audience and is available for subscribers to view (and on your [archive page](https://docs.tryletterhead.com/newsletters/what-is-an-archive-page/), unless hidden). Right after this, the row may briefly show **Awaiting metrics** in place of the **Published** badge — that's expected, not a sign the send failed; see [Why is my newsletter stuck in "Sending" or "Processing"?](https://docs.tryletterhead.com/newsletters/newsletter-stuck-sending/) for how long that should take.

**A/B testing a subject line** replaces the plain **A/B Testing** badge with its own countdown and phases — see [A/B Testing on Email Subject Lines](https://docs.tryletterhead.com/newsletters/b-tests-on-email-subject-lines-in-letterhead/).

Status not moving the way you expect? See [Why is my newsletter stuck in "Sending" or "Processing"?](https://docs.tryletterhead.com/newsletters/newsletter-stuck-sending/) For the full journey from draft to published, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


---

# What does the Accessibility check flag before you send?

Source: https://docs.tryletterhead.com/newsletters/accessibility-check/

> The Accessibility row in Content Check flags images with no alt text, buttons with no readable label or no background, button and body text that's hard to read, headings that skip a level, and links like "click here".

Some of your readers listen to your newsletter instead of looking at it. Others open it with images turned off, or in a version of Outlook that ignores half of what a modern email can do. A newsletter that looks fine on your screen can leave all of them with gaps: a picture with nothing to say what it shows, a button that reads as plain text, a list of links that all just say "click here".

The **Accessibility** check reads your draft for those gaps before you send. You'll find it as the **Accessibility** row in the **Content Check** panel on the right-hand side of the composer when you click **Preview and schedule**, alongside the **Bounce Risk** and **Email Weight** rows. If nothing needs attention it reads **Pass**, with a green check mark. If something does, it reads **Issues**, with a warning sign.

## Reading the results

Click the arrow next to the reading to open it. Each problem gets one line saying what's wrong, with a short reason underneath and, where one applies, a link to the WCAG accessibility guideline it falls under.

Go back to editing to fix them. When you're done, return to **Preview and schedule** and the check runs again on your saved draft.

## What the check looks for

### Images with no alt text

Alt text is the short description a screen reader reads aloud in place of an image, and what many email apps show when images are blocked. An image block with none leaves those readers with nothing.

**What to do:** open the image block's settings and describe what the image shows, or what it's for if it's a link. Your logo isn't flagged, because Letterhead fills its alt text in for you.

The check also looks inside **custom HTML** blocks. An image there is flagged when its `<img>` tag has no `alt` attribute, or an alt that is only spaces, and the problem is listed by the image's web address. An image with an empty alt (`alt=""`) is left alone, because that's how HTML marks a purely decorative picture. To fix one, edit the block's HTML and add a short description to the image's `alt`.

### Buttons with no readable label

A button needs words. Two kinds get flagged:

- **A button with no label text** — a screen reader has nothing to announce, so the reader doesn't know what the button does.
- **A button whose label is only an image** — when images are off, the button is empty, and a screen reader has nothing to read. A label image with its own alt text is fine.

**What to do:** give the button a short label that says what happens when you click it, like "Read the full story" or "Get tickets".

### Buttons that won't show as buttons in Outlook

A button is drawn as a block of solid color so it keeps its shape in every inbox. If its background color is empty or transparent, there's nothing to draw, and Outlook shows the label as ordinary text.

**What to do:** pick a solid background color for the button.

### Button text that's hard to read

Button text needs enough contrast against the button's color to be readable, especially for readers with low vision. The check uses the standard most accessibility guidelines use, a contrast ratio of at least 4.5 to 1, and flags a button whose text falls short.

**What to do:** darken the button or lighten the text (or the other way round) until the two clearly stand apart.

The check only judges a button whose colors it can read exactly: a background color set on the button itself as a plain color code (like `#1A73E8`), and text that is either left at its default white or set the same way. A button colored some other way, such as a partly transparent color, isn't judged. If your newsletter takes its button colors from your channel's settings, none of its buttons are judged.

### Body text that's hard to read

Body text needs enough contrast against its background too. For a text block, the check compares the block's text color with the block's background color, using the same contrast ratio of at least 4.5 to 1 as for buttons, and flags a block that falls short. The problem is listed with the first few words of the text.

**What to do:** darken the text or lighten the background (or the other way round) until the two clearly stand apart.

The check only judges a block that has both a text color and a background color set on it as plain color codes. It leaves a block unjudged when:

- either color isn't set on the block itself, because then the color comes from your channel or the rest of the newsletter, which the check can't see;
- your channel's settings replace the text or block background color;
- the block, or the section it sits in, has a background image, because the image is what's behind the text; or
- the only colors are ones you applied to a run of words inside the text, which aren't compared. A block whose words all carry their own color may be judged on a block color a reader never sees.

### Headings that skip a level

Screen readers let a reader jump from heading to heading, a bit like skimming a table of contents. When a heading drops more than one level at once, say from a level-2 heading straight to a level-4, it sounds like a section is missing. The check follows every heading in the order a reader meets it, from heading blocks and from headings inside text blocks, and flags the one that skipped, along with the two levels involved. A heading block is named by its text; a heading inside a text block is listed as a text block heading.

Going back up a level, or several, is always fine; only a jump down of more than one level is flagged.

**What to do:** change the flagged heading's level so it sits one step below the heading before it.

### Links that don't say where they go

A screen reader can read out every link in an email as a list, without the sentences around them. If your links say "click here", "read more" or "learn more", that list is the same few words over and over.

**What to do:** link the words that say where the link goes. Instead of linking "click here" in "To see the full schedule, click here", link "see the full schedule".

## What it doesn't check

- **Colors applied to words inside a text block, and colors that come from your channel.** Text contrast is judged only on text blocks, using the block's own text and background colors. Heading blocks aren't checked for contrast.
- **Images outside image blocks and custom HTML blocks.** Alt text is checked on image blocks and on images in custom HTML, so images in curations and feeds aren't checked.
- **Links outside your own text.** Link wording is checked in text you write directly in a block, like a text, heading or button block. Links inside curations, feeds and custom HTML blocks aren't checked.
- **Promotions.** A promotion's headline is taken into account when the check follows your headings, but it never flags a promotion itself, because what a promotion shows is decided when your newsletter sends.

## It advises, it never blocks

The Accessibility check is a heads-up, not a gate. A finding won't stop you from scheduling or sending. The reading reflects your saved draft, so after you fix something, save, and it updates.

It looks at whether your newsletter is easy to read and use. For whether your links actually work, see [What does the Links check flag before you send?](https://docs.tryletterhead.com/newsletters/link-check/), and for content that mailbox providers may refuse, see [What is Bounce Risk, and how do I lower it?](https://docs.tryletterhead.com/newsletters/bounce-risk/).


---

# What does the Links check flag before you send?

Source: https://docs.tryletterhead.com/newsletters/link-check/

> The Links row appears in Content Check when you preview and schedule. It flags links a reader can't follow — no destination, unusable addresses, text styled like a link that isn't one — and visits every destination to catch pages that are gone or sites that don't answer.

A broken link is the kind of mistake nobody catches until a reader does — the email looks perfect, the send goes out clean, and then someone clicks a headline and lands nowhere. The **Links** check clicks through your edition for you, before you send.

You'll find it as the **Links** row in the **Content Check** section of the right-hand panel when you click **Preview and schedule**. If everything works, it reads **Pass**, with a green check mark. If not, it reads **Issues**, with a warning sign.

![The Content Check section of the schedule panel, with the Links row reading "No problems found" next to a green check mark.](https://docs.tryletterhead.com/images/preflight-link-health-check/links-no-problems.png)

When links need attention, click the arrow next to the reading to open it. You'll see each link that needs attention, with its text and destination so you can go straight to it in your draft.

![The Links row opened, reading "2 links need attention", with two "Page not found" findings showing each link's destination, then the What we check list and a note that destinations are checked from Letterhead's servers.](https://docs.tryletterhead.com/images/preflight-link-health-check/links-finding-expanded.png)

## What the check looks for

It checks two different ways a link can fail a reader.

### Links written wrong

These are problems in the draft itself, caught instantly:

- **Link has no destination** — the link exists but points nowhere. Clicking it does nothing.
- **Destination isn't a usable web address** — what's behind the link isn't something an email app can open.
- **Destination is missing https://** — an address like `example.com/story` without the `https://` in front works in a browser bar, but inside an email it goes nowhere.
- **Looks like a link but isn't one** — text painted in your newsletter's link color that carries no link at all. To a reader that's a promise: they'll click it, and nothing will happen.

### Destinations that don't answer

It also visits every web address your edition links to and reports what it finds:

- **Page not found** — the page has been taken down or the address has a typo. This is the classic broken link.
- **Site returned an error** — the page exists but the site is failing right now.
- **Site took too long to respond** — the site didn't answer in a reasonable time.
- **Site could not be reached** — the address doesn't lead anywhere at all, often a misspelled domain.

Visiting every destination takes a moment, so you may briefly see **Scanning** while it works through them. Results are remembered, so the same destination isn't re-tested every time you open the panel.

## What it doesn't flag

- **Web addresses written as plain text.** If you type an address into a sentence without linking it, that's not an error — readers don't expect to click plain text, so there's nothing to check.
- **Sites that block automated visitors.** Some sites turn away anything that isn't a person in a browser. The check can't confirm those destinations, but they usually work fine for your readers — so it stays quiet rather than crying wolf.

## It advises, it never blocks

The **Links** check is a heads-up, not a gate. A finding won't stop you from scheduling or sending — sometimes you know better than the check does, like when a page is about to go live alongside your send. The reading refreshes when you save, so once you fix a link it reflects the version you're about to send.

It looks at whether your links *work*. For how they *look* — colors, underlines, and why a link can render differently in the inbox than in the composer — see [Link styling in your newsletter](https://docs.tryletterhead.com/newsletters/link-styling-in-your-newsletter/).


---

# What happened to the Evvnt block?

Source: https://docs.tryletterhead.com/newsletters/what-is-the-evvnt-block/

> The Evvnt events block has been retired and no longer appears in the composer. Newsletters you've already sent are unchanged, and we're exploring a new way to bring Evvnt events back.

The **Evvnt** block used to pull local events — with dates, venues, prices and ticket links — straight into a newsletter. It has been retired, and it no longer appears in the composer.

## Why it's gone

Our partnership with Evvnt came to an end, so the block could no longer bring in events. Rather than leave a block in place that quietly came up empty, we've taken it out.

## What this means for you

- **You won't find it in the composer.** Evvnt is no longer offered when you add a block to a newsletter or template.
- **Newsletters you've already sent are untouched.** Anything already sitting in a reader's inbox stays exactly as it went out.
- **A draft or template that still contains an Evvnt block will send without it.** The block simply doesn't appear for your readers, so it's worth opening any template that used one and putting something else in its place.
- **There's nothing left to connect.** The field that held your Evvnt Portal ID has been removed from your channel settings.

## Are events coming back?

We're exploring a new way to integrate with Evvnt. We can't promise a date, and it may well work differently from the old block when it arrives.

If events were an important part of your newsletter, [get in touch with support](https://docs.tryletterhead.com/support/contact-support/) — we'd genuinely like to hear how you were using them, and it helps shape what we build next.


---

# What Is An Archive Page?

Source: https://docs.tryletterhead.com/newsletters/what-is-an-archive-page/

> Each newsletter has its own Archive page for past editions and subscribing. If Letterhead hosts your newsletters at your own dedicated address, that address's front page lists every newsletter, grouped by brand, so a visitor can sign up for the ones they want.

The **Archive page** is a public-facing page that displays all previously published newsletters for a channel. Readers can browse past editions and subscribe to future sends in one place.

## What readers see

- **Subscribe at the top** — new visitors can enter their email address to subscribe to the channel's newsletter. The subscribe box size is dynamic and can vary with the length of your channel description.
- **Past newsletters below** — published editions listed in reverse chronological order, each showing its subject line and send date.

Want to keep a specific edition off this page? Use the **Hide from archive** toggle — see [What is Hide from archive?](https://docs.tryletterhead.com/newsletters/private-newletters/)

## Customize the archive banner

Add your logo to the top of the Archive page:

1. Go to **Settings** → **Sending Emails** → **Archive Banner**.
2. Upload your logo.

The banner has a maximum height of 160px, with width scaling automatically; a 3:1 aspect ratio is recommended for the best display.

Channel **Settings** changes are typically admin-only — if you don't see the option, ask your admin. For everything else about your editions, see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).

## Your dedicated address's front page

If Letterhead hosts your newsletters at your own dedicated address, that address's front page is also a place to send readers. It lists every one of your newsletters, grouped by brand, so someone can look over what you publish and sign up for the ones they want — right from that page, without visiting each newsletter's own Archive page first. A **Read the latest** link on each newsletter still takes them to that newsletter's own Archive page if they'd rather browse before subscribing.

This is separate from an individual newsletter's Archive page above — think of the front page as a directory of everything you publish, and each newsletter's Archive page as that one newsletter's own history.

Two cases don't show this directory and instead send a visitor on to Letterhead's own marketing site:

- Your address is a **shared** Letterhead address rather than your own dedicated one.
- None of your channels currently have their archive enabled.


---

# What is Bounce Risk, and how do I lower it?

Source: https://docs.tryletterhead.com/newsletters/bounce-risk/

> Bounce Risk appears at the top of the Content Check section when you preview and schedule, above Email Weight. It flags wording, links, and layout that mailbox providers refuse for policy reasons, and quotes the exact text or web address behind each finding.

Sometimes an email isn't delivered late — it isn't delivered at all. A mailbox provider like Yahoo or Gmail can look at what's inside a message and refuse it outright, for what they call policy reasons. Nothing is wrong with your list, and the refusal doesn't tell you which part of the email caused it.

**Bounce Risk** reads your draft the way those providers read it, while you can still change it. You'll find it at the top of the **Content Check** panel when you click **Preview and schedule** — it's the first thing in the panel, above Email Weight.

## Reading the score

Bounce Risk shows one of three readings:

- **Low** — nothing in this draft looks like the content providers refuse. Most of your editions will sit here.
- **Elevated** — a few things worth a look before you send.
- **High** — several things in this draft match what providers refuse. Worth fixing.

Click the arrow next to the reading to open it up. If anything was found, **What's driving this** lists it — every finding names the exact wording or web address that caused it, so you can go straight to it rather than guessing. Hover the information icon beside any finding for what to do about it.

Underneath, **What we checked** names the four things Bounce Risk looks at and what it found in each. That list is there even when your reading is Low and nothing was found, so you can tell the difference between a clean edition and a check that had nothing to say about the part you were worried about. It's also the honest boundary of the feature: if something isn't on that list, Bounce Risk isn't judging it.

## What Bounce Risk looks for

### Web addresses you don't control

The biggest single cause, and the least obvious. Providers judge every web address in your email, not just who it came from — and an ad network's click and image addresses are shared with every other publisher using that network. Their reputation becomes yours, and it can change without you touching your newsletter. This is usually what's behind an email that started being refused when nothing about it changed.

**What to do:** ask your ad platform for click and image addresses on your own domain — most offer this. Otherwise host the image yourself and link straight to the advertiser.

Shortened links get flagged for a related reason: a provider can't see where they go, so it assumes the worst. Link to the full address instead.

### Prize and giveaway wording

Phrases like "win a free trip" or "enter to win" are among the most heavily weighted things a provider looks for, because it's what most junk mail looks like. This catches legitimate coverage too — a festival giving away a flight reads exactly like a scam offering one.

**What to do:** describe what the event *is* rather than what a reader might win, and keep the contest details behind the article link.

### Words from restricted categories

Providers keep lists of topics they treat carefully — tobacco and vaping, drugs, alcohol, gambling, firearms, health and pharmacy claims, and finance. **They match these by topic, not by intent.** A story about your village banning nitrous oxide sales in vape shops scores the same as an advertisement selling them. That isn't fair, but it's how the filters work, and it's worth knowing when a story like that is in your edition.

**What to do:** you don't have to drop the story. Keep those words out of your subject line and preview text, which are read first and weighed hardest, and let your headline point to the article rather than repeating the term.

On their own, these words won't raise your Bounce Risk — a church raffle or a prescription drop-off day is ordinary local news, and the reading stays Low. They only start to count when something else on this list is present too.

### Layout that's hard to read

Two patterns get flagged:

- **Image-only blocks with no text.** A provider that can't read a section has to guess, and several of them in one email looks like text hidden inside pictures. Give each one a caption or a text link beneath it, and make sure the image's alt text says what the image says.
- **Many links for the amount of writing.** A dense grid of links over short teasers is the shape of a link farm. Either lengthen the teasers or run fewer stories in this edition.

Plain `http://` links are also flagged — switch them to `https://`.

## What Bounce Risk is not

It's a read of your content, not a prediction. Mailbox providers don't publish their rules, and they change them. A High reading doesn't mean your email will be refused, and a Low one is not a guarantee it won't be.

It also only looks at what's *in* this edition. How your sending reputation is doing overall, and what happened to editions you've already sent, are different questions — see [What can I do to improve my email deliverability?](https://docs.tryletterhead.com/newsletters/email-delivery/) and [Why Did My Email Go to Spam?](https://docs.tryletterhead.com/newsletters/why-did-my-email-go-to-spam/).

The reading refreshes when you save, so if you make a change it reflects the version you're about to send.


---

# Why Did My Email Go to Spam?

Source: https://docs.tryletterhead.com/newsletters/why-did-my-email-go-to-spam/

> If your emails are landing in spam, there are a few common reasons why this might be happening. Email providers use a combination of user engagement, sender reputation, and content filtering to determine inbox placement.

If your emails are landing in spam, email providers are likely reacting to one of a few common signals. Providers combine user engagement, sender reputation, and content filtering to decide whether an email reaches the inbox.

## 1. Subscriber engagement matters

Mailbox providers prioritize emails users interact with. Regular opens, reads, and clicks teach providers your emails are wanted; consistent ignoring, deleting, or spam-marking teaches the opposite.

**Improve engagement by:**
- encouraging subscribers to add your email address to their safe sender list;
- writing engaging, relevant subject lines;
- not sending to inactive subscribers who never engage.

## 2. Sender reputation affects deliverability

Providers track sender behavior. Sending to outdated addresses, hitting spam traps, or racking up complaints makes your patterns look like a spammer's.

**Maintain a good reputation by:**
- regularly cleaning your list of invalid or inactive addresses;
- avoiding spam traps (old, inactive addresses providers use to catch spammers);
- keeping sending patterns consistent — no sudden volume spikes.

## 3. Subject lines and content play a role

Even with a clean list and solid reputation, content can trigger filters.

**Avoid content-based filtering by:**
- skipping excessive punctuation ("!!!", "???") and all-caps subject lines;
- avoiding misleading phrases like "URGENT" or "FREE MONEY";
- delivering clear, valuable content that matches what subscribers signed up for.

## 4. Spam traps and blocklists hurt deliverability

Sending to spam-trap addresses signals a poorly maintained list, and frequent spam complaints can land your sending IP on blocklists.

**Protect yourself by:**
- using double opt-in to confirm subscribers are real people;
- removing bounced and inactive emails from your list;
- monitoring spam complaints and adjusting your strategy.

## 5. Mailbox providers are always learning

Filtering rules update continuously. Sudden spam issues usually trace back to a shift in your sending behavior (like a volume change), a drop in engagement, or a reputation decline from complaints or spam traps.

## Next steps

Check your list quality, work on engagement, and follow the proactive checklist in [What can I do to improve my email deliverability?](https://docs.tryletterhead.com/newsletters/email-delivery/) Keeping emails out of spam is ongoing: consistent list management plus relevant, high-quality content for engaged subscribers.


---

# Why is my image not visible in my newsletter?

Source: https://docs.tryletterhead.com/newsletters/why-is-my-image-not-visible-in-my-newsletter/

> Why an image may not appear in your newsletter, which file formats display properly in all email clients, and why an animated GIF at or above your account's size limit (1MB unless raised), or one you crop or edit, shows as a still image.

If an image or logo isn't showing in your newsletter, there are two common causes: the file is an **SVG** (which Letterhead doesn't accept at all), or the file is over your account's upload size limit (**10MB** unless your account has a higher one). If an animated GIF shows as a still picture instead, see [Animated GIFs and file size](#animated-gifs-and-file-size).

## SVG isn't accepted

SVG (Scalable Vector Graphics) scales without losing quality, but not all email clients support it — and some block SVGs for security reasons. Because of that, Letterhead doesn't accept SVG uploads at all: an SVG file is rejected at upload, whether you use the upload button or drag and drop, so it never makes it into your newsletter in the first place.

## Size limit

Uploaded images have a **10MB** maximum file size. A file over that limit fails to upload — if your image doesn't seem to be uploading at all, check its file size before anything else.

Some accounts have a higher limit set for them (for example, 20MB). If you regularly work with larger files and your upload fails at 10MB, ask your Letterhead contact whether a higher limit applies to your account.

## Animated GIFs and file size

An animated GIF stays animated in your newsletter when the file is **under 1MB** and hasn't been cropped or edited in Letterhead. A larger GIF still uploads (up to your upload limit above), but your readers see it as a still image instead of an animation once it reaches 1MB, and so does a GIF you crop or edit after uploading. If your animation turns into a still picture, check its file size first. To shrink it, shorten the animation or reduce its dimensions in your own editing tool **before** you upload it, rather than cropping or resizing it in Letterhead.

Some accounts have a higher animated GIF limit set for them. On those accounts, a GIF stays animated up to that higher size instead of 1MB. Larger GIFs download in full every time a reader opens your newsletter, so they load more slowly than smaller ones.

## Recommended formats

Use widely supported formats — **JPEG**, **PNG**, or **GIF** — so every recipient can see your images. From best to worst for email:

1. **JPEG (JPG)** — the most widely used format for email; compression reduces file size while preserving quality. Best all-around choice.
2. **PNG** — lossless and supports transparency; great for simple graphics or text. Files can be larger than JPEG.
3. **GIF** — supports transparency and animation; ideal for short animations and simple graphics.
4. **WebP, AVIF, HEIF, or ICO** — also accepted, but less consistently supported across email clients than JPEG, PNG, or GIF.
5. **BMP** — not recommended: large, uncompressed files.
6. **TIFF** — not recommended: professional print format with very large files.

Overall, JPEG offers the best balance of quality and size for email.

Once your image is in a supported format and under 10MB, see [How to change or add an image in a newsletter?](https://docs.tryletterhead.com/newsletters/change-image-in-newsletter/) to swap it in and style it.


---

# Why is my newsletter stuck in "Sending" or "Processing"?

Source: https://docs.tryletterhead.com/newsletters/newsletter-stuck-sending/

> You scheduled your letter, the send time arrived, and now the status shows Processing or Sending, instead of moving to Published.

This guide explains what each status actually means, how the progress numbers work, and when something has gone wrong. For the full status list, see [What Do Letterhead Statuses Mean?](https://docs.tryletterhead.com/newsletters/what-do-letterhead-statuses-mean/)

## What "Processing" and "Sending" mean

Every letter moves through a fixed set of statuses on its way out the door. The two you're most likely to see right after scheduling are:

- **Processing** — Letterhead has handed your letter off to the email service provider (ESP) and is creating the campaign on their side. No emails have left yet.
- **Sending** — The campaign has started delivering. As delivery progresses, the status updates to **Sending (25%)**, **Sending (50%)**, and **Sending (75%)**. At 100%, the status flips to **Published**.

A normal send looks like: Scheduled → Processing → Sending → Sending (25%) → Sending (50%) → Sending (75%) → Published.

On a channel sending through Letterhead's own email connection, the newsletters list shows these steps as a live progress meter and updates itself roughly once a minute — you don't need to refresh the page to watch it move. A channel sending through a connected ESP (Iterable, Braze, and similar) instead shows a plain **Sending** badge for the whole send, since that ESP doesn't report delivery progress back to us; check that ESP's own dashboard for real-time counts.

The percentages reflect *delivery* progress, not how much of the list has simply been handed off, and they advance in the fixed jumps above rather than a smooth animation.

## "Awaiting metrics" right after Published

Once a Letterhead-connected send finishes delivering, it doesn't always flip straight to a plain **Published** badge on the list. If reporting hasn't caught up yet, the row shows **Awaiting metrics** in its place instead — this is expected, not a failed send, and it clears itself the moment reporting catches up, usually within a minute. This state never lasts more than about three hours; past that, the row falls back to an ordinary **Published** badge whether or not metrics have actually landed. If you open the letter's metrics view well after that window and still see zero opens and clicks, that's a reporting problem — contact support with the letter's Unique ID.

## How long should it take?

- **Under 5,000 recipients:** Processing finishes in seconds; Sending → Published completes within a minute or two.
- **5,000–50,000 recipients:** a few minutes, mostly ESP delivery time.
- **50,000+ recipients:** can legitimately take 10–30 minutes or longer on shared ESP infrastructure.

Well past those windows with no movement? Work through the causes below.

## Cause 1: It's normal — the percentage hasn't crossed the next threshold

The Sending percentage advances in threshold jumps, not smoothly. If you're at **Sending (25%)** for a few minutes on a Letterhead-connected channel, the list will update itself within about a minute once the next threshold is crossed — no refresh needed. If it's been longer than that with no movement, open the letter's metrics view (click the letter in the channel's Emails list); if the **Sent** count is climbing there, the send is working and the badge will catch up shortly.

**What to do:** wait a minute or two and let the list update itself; if Sent keeps growing in the metrics view, leave it alone.

## Cause 2: Stuck on Processing for more than 5 minutes

If **Processing** never moves to **Sending**, campaign creation on the ESP side has stalled or errored. Common reasons:

- **The ESP rejected the campaign** — most often invalid or expired ESP API credentials, especially if a key was rotated mid-flight.
- **A curation source timed out** while Letterhead assembled the content.
- **The rendered HTML is too large** to deliver (large embedded images, very long curation lists).

**What to do:**

1. Open the letter's metrics view. If Sent is zero and unchanging, the send hasn't started.
2. Check the letter's content check on the preview step — an **Email Weight** warning means the letter may be too heavy for the ESP.
3. After 15+ minutes on Processing, contact support with the letter's Unique ID and channel slug so the team can check the job logs and retry.

## Cause 3: Stuck on the same Sending percentage

- **Delivery actually slowed** — ESPs throttle large sends or after bounce spikes.
- **The status-update process is delayed** — a background task polls delivery metrics; if it's backed up, the label lags the real state.
- **The ESP errored mid-send** — rare; usually shows up as a rapidly climbing **Bounce** count.

**What to do:**

1. Check **Sent**, **Delivered**, **Bounces**, and **Opens** in the metrics view. If Sent is at or near your audience size, the send is done and only the label is behind — it'll catch up on its next automatic update.
2. If Sent is well below audience size and not growing, contact support.
3. If Bounces are spiking, that deserves its own look — some ESPs auto-pause sends at high bounce rates.

## Cause 4: Scheduled time passed but status is still Scheduled

The letter didn't get picked up by the scheduling worker — rare, but possible during deploys or backend incidents.

**What to do:** on the letter's schedule step, set the **Date and Time** to a minute or two in the future and re-save. The send should pick up on the next worker cycle.

## Cause 5: A/B test is testing, picking a winner, or sending it

An [A/B test](https://docs.tryletterhead.com/newsletters/b-tests-on-email-subject-lines-in-letterhead/) shows its own progress on the list instead of a plain **A/B Testing** badge, in order:

1. **Testing — winner picked in ~N min** — the two subject lines are out to the test group; the countdown runs down to the one-hour mark when a winner is chosen. Queue timing can make the estimate run out a minute or two early — that's expected, and it never shows a negative or stale number.
2. **Picking the winner…** — the countdown has reached zero and Letterhead is tallying opens to choose the winning subject line. This is normally quick, but can take a couple of minutes if the countdown ran out early.
3. **Awaiting metrics** — you may briefly see this again right as the winner's send starts, before its own delivery numbers begin reporting — the same state described above for an ordinary send.
4. **Sending the winner** — the winning subject line is going out to the rest of your audience, with the same live delivery meter as an ordinary Letterhead-connected send.

From there it behaves like any other send — a plain **Published** badge once delivery is confirmed. The testing phase itself takes about an hour; how long the winner's own send takes on top of that follows the same timing as any other send (see "How long should it take?" above).

## What you can't do once a send is in motion

- **Cancel from the UI** — once past Scheduled, the campaign is on the ESP side. If you must halt one, contact support immediately.
- **Reorder recipients** — delivery order is controlled by the ESP.
- **Edit the letter mid-send** — content was rendered at the start of Processing; later edits won't affect what's delivering.

## Still stuck?

If a letter has been on Processing or Sending without progress for more than 30 minutes:

1. Note the letter's **Unique ID** (in the channel's Emails list), the channel slug, and the scheduled time.
2. Screenshot the metrics view showing Sent / Delivered / Bounces.
3. Contact [support](mailto:support@tryletterhead.com) with that information — the team can check the job queue and the ESP campaign, retry the status update, or escalate.


---

# Why is the Preview & Schedule button greyed out?

Source: https://docs.tryletterhead.com/newsletters/preview-schedule-button-disabled/

> You've finished writing a letter, you head to schedule it, and the Preview and schedule button at the top-right of the editor won't click. It's greyed out and there's no obvious reason why.

This guide covers every reason the **Preview and schedule** button can be disabled, in order of how often you'll see them, and how to fix each one.

## Start here: hover the button for a tooltip

Before hunting through fields, hover over the greyed-out button — Letterhead shows a tooltip explaining *why* it's disabled. Two messages cover most cases:

- **"Please fill out the required fields to save and schedule."** — a required field is missing or invalid. Most common cause; see Cause 1.
- **"You can't schedule this while your email provider is disconnected. A company admin can reconnect it in Settings > Integrations."** — the sending integration on your channel has a credentials problem. Not fixable from the letter; see Cause 5.

If the tooltip says nothing or shows "Saving…", the button is temporarily disabled while a save finishes. Wait a few seconds and try again.

## Cause 1: A required field is missing

On the **Preview and schedule** step, the right-hand sidebar marks required fields with a red asterisk:

- **Email Subject**
- **Preview Text** (also acts as the letter's subtitle)
- **Audience**
- **Date and Time**

If any is blank, the button stays disabled. Filled them all and it's still grey? Click out of each field once more — Letterhead validates when you leave a field, so a field can look filled but not be registered. Re-hover the button; if the tooltip is gone, you're good.

## Cause 2: Social card text is too long

Custom **Social Card** fields each have their own character limit, and going over shows a validation error: **Title** is limited to 80 characters, **Preview text** to 180. Trim the field — titles are best around 60–70 characters anyway (social platforms truncate), and preview text around 150.

## Cause 3: An HTML block has invalid HTML

If an **HTML** block in your letter body can't be parsed, scheduling is blocked. Go back to the compose step and look for an HTML block with an error indicator; fix the markup (unclosed tags, missing quotes) or delete the block. See [How can I use HTML in Letterhead?](https://docs.tryletterhead.com/newsletters/html/)

## Cause 4: A UTM tracking parameter is invalid

A malformed UTM parameter on your channel's links blocks scheduling — typically a missing `=`, an invalid character, or an empty key. Look for an error indicator next to your link settings, or ask whoever manages the channel's link settings. See [Tracking & UTM codes in Letterhead](https://docs.tryletterhead.com/faq/tracking/).

## Cause 5: The channel's ESP integration is broken

If your channel's email service provider is disconnected, the tooltip reads: *"You can't schedule this while your email provider is disconnected. A company admin can reconnect it in Settings > Integrations."* This can't be fixed from the editor — an admin needs to reconnect it in **Settings** → **Integrations**.

## Cause 6: A/B test isn't fully set up

If you enabled an [A/B test](https://docs.tryletterhead.com/newsletters/b-tests-on-email-subject-lines-in-letterhead/) but the second subject line (or another A/B field) is blank, the button stays disabled. Complete the setup or turn the test off.

## Cause 7: A save is still in flight

Right after an edit, the button briefly reads **Saving…** and is disabled until the save completes. If it doesn't return to **Preview and schedule** within ~10 seconds, refresh the page (your changes are autosaved) and try again.

## Still stuck?

1. Refresh the page — your work is autosaved.
2. Check the browser console for errors (Cmd+Opt+J on Mac, F12 on Windows); screenshot any red error.
3. Contact [support](mailto:support@tryletterhead.com) with the letter's Unique ID, the channel, and a screenshot of the scheduling sidebar.


---

# Working in Emails

Source: https://docs.tryletterhead.com/newsletters/newsletters-overview/

> V3 canonical page-guide for the Emails area — compose, design, template, schedule, send, track, and find an edition in the list. Capability-level, no screenshots.

The **Emails** page is where you create, design, schedule, and track every edition. This guide covers everything you can do there.

:::tip[Prefer to have it done for you?]
**Penpal** can do this for you in conversation — *"draft Friday's newsletter"* or *"revise the subject line"*. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Find an edition

Once a channel has a year or two behind it, the list is long. Search by keyword, or open **Filters** above the list to narrow it by **status**, by **tag**, and by a range of **publish dates** — pick a start and an end and only the editions published between them are listed, both days included. Because a scheduled edition carries the date it will go out, a range set over the coming weeks shows what's already lined up rather than what's already gone. The filters stack, and what you've narrowed to becomes part of the page address, so you can bookmark the view or send it to a colleague. See [How do I find editions by the date they published?](https://docs.tryletterhead.com/newsletters/filter-editions-by-published-date/).

## Compose

### Start a new email from scratch

Choose **Start from scratch** on the Emails page and Letterhead asks how you want to build it. Each option shows a small picture of that editor, so you can tell them apart at a glance:

- **Drag & Drop** — build the email from blocks you arrange on a canvas. This is the default.
- **HTML Editor** (marked **Early Access**) — write or paste your own HTML. See [How can I use HTML in Letterhead?](https://docs.tryletterhead.com/newsletters/html/).

Under the editor choice, you can type your **Subject Line** before you start. The new email opens with that subject already set, instead of a placeholder name. The field is optional: leave it empty and the email starts with a placeholder name you can replace any time before you send. Press **Enter** or click **Create** to open the email.

Build editions in the drag-and-drop composer using blocks: **Heading**, **Paragraph**, **Image**, **Logo**, **HTML**, **YouTube**, **Poll**, **Curation**, **RSS** (plus **RSS (Legacy)** for older feeds), **URL**, **Profile** (social links), **Share** (social sharing), **Blockquote**, **Button**, **Divider**, **Audio**, and **Promotion** — plus a **Layouts** section for side-by-side and multi-column arrangements, and an **Integrations** section that pulls in content from **Google Docs**, **Markdown**, **RevContent**, and **Iterable**. The **Footer** appears on every edition automatically — it isn't a block you add yourself; see Design, below, to customize or remove it. Save any configured block as a **Saved Block** to reuse across newsletters and templates. If someone else already has the letter open, Letterhead locks it to them and lets you know, so you don't accidentally overwrite each other's edits.

In a **Curation block** with a vertical layout, you can move the image up or down among the block's other elements — title, excerpt, and any additional text — so it lands exactly where you want it in the published email. You can also apply bold, italic, and underline to text in a curation block, the same inline formatting available in other block types.

**Polls** let readers cast their vote with a single click straight from the email. Per poll, you choose whether readers see the live results immediately after they vote — the tally for each option, a bar chart of the breakdown, and their own answer highlighted — and quiz polls can show a different custom message depending on whether the reader picked the correct answer. See [How to add and customize polls in your newsletter](https://docs.tryletterhead.com/newsletters/how-to-add-and-customize-polls-in-your-newsletter/).

### Can I show each recipient a different image or link?

Yes, if you send through Iterable. Connect your Iterable data feeds to a channel once and that dynamic content flows into every newsletter you publish from it — no re-wiring on each send. Any image block can use a data-feed expression instead of a static uploaded image, so each reader sees the image that matches their feed data, and the image's link can be a feed expression too, sending each reader to a different destination chosen per recipient as the email goes out. The editor canvas still shows a static preview so layout review works normally. Data-feed personalization may need to be enabled for your account — contact support. See [Connect Iterable data feeds to your channel](https://docs.tryletterhead.com/integrations/connect-iterable-data-feeds-to-your-channel/).

## AI in the composer

**Smart Subjects** drafts subject lines and preview texts; the **AI Rewrite** tool summarizes or reformats text; the **AI Text block** generates intros, blurbs, and summaries in place.

## Design

Control fonts, colors, email width, padding, and mobile-specific sizing in **design settings**. Add background images and social cards for link previews. Remove or customize Letterhead branding in the **Footer block**. Channel-wide custom CSS is available under **Settings → Sending emails** (early access) — see [Custom CSS in emails](https://docs.tryletterhead.com/newsletters/custom-css-in-emails/).

## Templates

Create reusable layouts: build a template, activate it, and schedule editions from it. Clone templates with custom names, convert a newsletter into a template, and pick which connected email provider a template sends through.

## Schedule & send

Preview and schedule with your audience's local send-time shown — the scheduler displays the current local time in the channel's sending timezone, so you can see at a glance what time it is for your audience right now. Run **A/B tests** on subject lines. Add your own **UTM parameters** to every link in an edition — static values, or personalization tags that fill in a different value for each reader — see [Add your own UTM parameters](https://docs.tryletterhead.com/faq/tracking/#add-your-own-utm-parameters). Track status through each stage (draft → scheduled → sending → published) — see [What do Letterhead statuses mean?](https://docs.tryletterhead.com/newsletters/what-do-letterhead-statuses-mean/) and [Why is my newsletter stuck in "Sending"?](https://docs.tryletterhead.com/newsletters/newsletter-stuck-sending/) if something looks off.

### What happens if my audience segment is deleted before send time?

If the audience segment a scheduled newsletter was set to send to gets deleted before send time, Letterhead catches this beforehand: the send is stopped safely, the newsletter is moved back to draft so you can pick a new audience and try again, and your admins get an email explaining why the send was blocked — instead of the send failing with no clear explanation.

### Does Letterhead monitor my email provider connection?

Yes. Letterhead keeps an eye on your connected email service provider and checks that the connection is still working. If it stops responding or your credentials stop being accepted, the connection is flagged as broken so you know to fix it, rather than quietly failing the next time you try to send. The moment the connection recovers, it's marked healthy again automatically and any automations that were paused because of it pick back up on their own.

## After sending

Delivery and engagement metrics appear on each letter's page, including subscriber-level opens. Published editions appear on your public **archive page** unless you use **Hide from archive**. To change a published letter, duplicate it and hide the original.

You can send a published edition again to the readers who didn't open it, with a fresh subject line — see [How do I resend an edition to readers who didn't open it?](https://docs.tryletterhead.com/newsletters/resend-to-non-openers/).

### Do newsletters I send through Mailchimp show up in Letterhead?

Yes. If you send campaigns natively through Mailchimp, Letterhead picks those up on its own and adds them to your channel alongside everything you send from Letterhead directly, complete with performance metrics — no manual import step needed.

## What this page doesn't do

Audience management (segments, tags, imports) lives in **Audience**; sponsorships live in **Promotions**; sending domains and team access live in **Settings**.

## Who sees what

Org admins see everything; contributors see composing and drafts but not all channel settings. If an option described here isn't visible, ask your admin — or the assistant, if you have early access.


---

# Add Stripe products to newsletters as content blocks

Source: https://docs.tryletterhead.com/dynamic-content/add-stripe-products-to-newsletters-as-content-blocks/

> Sync products from Stripe into your curation pool as content blocks, so you can add them to newsletters without copying details manually.

When you enable product syncing for your Stripe connection, the products you sell automatically appear in your [curation pool](https://docs.tryletterhead.com/dynamic-content/managing-your-curation-library/) as ready-to-use content blocks. Each block includes the product's name, description, image, and price, so you can feature products in newsletters the same way you [add any other curated content](https://docs.tryletterhead.com/dynamic-content/managing-your-curation-library/#add-an-article-manually).

## Turn on product syncing

1. Go to your Stripe integration settings.
2. Turn on **Sync Products**.
3. Your Stripe product catalog syncs into your curation pool.

## How it works

Once syncing is on, the pool tracks your catalog automatically:

- **New products** are added when you create them in Stripe.
- **Product updates** sync automatically, so prices and descriptions stay current in your newsletters.
- **Discontinued products** are removed when you stop selling them.

Add synced products to any newsletter by selecting them from your curation pool, like any other content block — no manual updating needed. For everything else the Curations area can do, see [Working in Curations](https://docs.tryletterhead.com/dynamic-content/curations-overview/).


---

# Adding data feeds in Letterhead

Source: https://docs.tryletterhead.com/dynamic-content/adding-data-feeds-in-letterhead/

> Register a JSON API as a data feed, map its fields to your curation fields, and let its items flow into your Curations library — deduplicated and refreshed automatically, like an RSS feed.

A **data feed** fills your [Curations library](https://docs.tryletterhead.com/dynamic-content/curations-overview/) from any JSON API — product listings, event schedules, sports scores, headlines, anything an endpoint returns as a list. Connect the API once, tell Letterhead which parts of each item map to a title, a link, and the rest of your curation fields, and its items flow into your library like any other curated content: ready to drop into a newsletter, deduplicated, and refreshed for you on a schedule. It's the hands-off way to pull a source that isn't an RSS feed.

:::note[Availability]
This capability may need to be enabled for your account — contact support if you don't see it.
:::

:::note
This is Letterhead's own data feed, feeding your Curations library for newsletters you send through Letterhead. It's separate from [connecting an external ESP's data feeds](https://docs.tryletterhead.com/integrations/integrations-overview/), which is about a provider like Iterable resolving its own feeds at send time.
:::

## Before you add a data feed

- **Check the response shape** — the URL must return **JSON containing an array of items** (for example, a list of products or articles). Open it in a browser and confirm you get back a list, not a single object.
- **Use a secure address** — the feed URL must be `https://`. Letterhead won't fetch a plain `http://` address or one that points at a private or internal network.
- **Have a credential ready if the API needs one** — if the endpoint requires authorization to respond, have its **bearer token** on hand. You'll paste it once; Letterhead stores it encrypted and never shows it again.

## Add a data feed

1. Open **Curations** and go to the **Data Feeds** tab.
2. Click **Add Data Feed** and give it a **Title**, a **Description**, and the **API URL**.
3. Under **Authorization**, choose **None** if the API is public, or **Bearer token** and paste the token if it needs one.
4. Letterhead fetches a live sample from the URL so you can map against real data. If the fetch fails, fix the URL or credential and try again before mapping.
5. **Map the fields** (see below), then save.

After you save, Letterhead begins pulling the feed, and its items should start appearing in your library within a few minutes — from then on it refreshes on the same regular schedule as your other feeds.

## Map the API's fields to your curation fields

Mapping is how Letterhead turns one of the API's items into a curation. For each Letterhead field, pick the part of the item that fills it. You'll choose from the fields found in the live sample, and each Letterhead field is mapped once.

- **A title, an excerpt, and a link are required** — the same essentials every curated story needs. The **link** is also how Letterhead recognizes an item it has seen before, so each item needs its own unique URL.
- **An image and your [custom curation fields](https://docs.tryletterhead.com/dynamic-content/custom-fields-for-curations/) are optional** — map them when the feed carries them, leave them unset when it doesn't.
- **Reach values nested inside an item** — when a value lives inside a nested object or a list rather than at the top level, you can still map to it. Letterhead surfaces the first few entries of a list so you can pick one directly (for example, the first image in a gallery); to reach a deeper position, type the path by hand and Letterhead will follow it.

If an item is missing one of the required fields, Letterhead skips just that item and keeps the rest, so one incomplete entry never blocks the feed.

## How Letterhead keeps a data feed fresh

A data feed behaves like an [RSS feed](https://docs.tryletterhead.com/dynamic-content/adding-rss-feeds-in-letterhead/) once it's connected:

- **It refreshes automatically** on a regular schedule, pulling new items as the API's data changes.
- **Duplicates are filtered** by each item's link, so re-fetching the same list doesn't clutter your library.
- **A feed that keeps failing is marked invalid** — after repeated errors Letterhead stops checking it and shows the last error, until you revalidate or reset it.

## Recover a data feed that's stuck

The Data Feeds tab gives you the same two recovery actions as the RSS list, on any feed's row:

- **Revalidate** — a one-click action on a feed that's gone **invalid**. It clears the error state and puts the feed back in line to be fetched. Fix the underlying problem first — a wrong URL or an expired token — or the next fetch will just fail again.
- **Reset** — does the same thing as Revalidate: clears the feed's error status and puts it back in line for its next scheduled fetch, rather than fetching it on the spot. It doesn't re-pull or re-curate items already in your library. Since the two buttons trigger the same check, fix the underlying problem — a wrong URL or an expired token — before trying either one, or the next fetch will just fail again. Letterhead still asks you to confirm before resetting, since it's easy to click by mistake.

:::tip
Once a data feed's items are in your library, they behave like any other curation — search them, tag them, and drop them into a newsletter exactly as you would a hand-picked story.
:::


---

# Adding RSS feeds in Letterhead

Source: https://docs.tryletterhead.com/dynamic-content/adding-rss-feeds-in-letterhead/

> Connect RSS feeds so dynamic content flows into your Curations library — covering advanced feed crawling, automatic tagging, duplicate detection, how long curations are kept (including keeping them forever), resetting a feed, and managing feeds from the RSS Feeds tab.

RSS feeds are the hands-off way to fill your [Curations library](https://docs.tryletterhead.com/dynamic-content/curations-overview/): connect a feed once and new articles flow in automatically, ready to drop into newsletters. You manage feeds from your **Curations** area, alongside the other content sources feeding your newsletters.

:::tip
For a one-off URL you want in a single newsletter, use the **URL block** instead of adding a feed — see [when to use which](https://docs.tryletterhead.com/newsletters/content-block-sources/).
:::

## Before you add a feed

- **Validate it** — run the feed URL through the free [W3C Feed Validator](https://validator.w3.org/feed/). If it passes there, it should work in Letterhead. For third-party feeds that fail validation, contact the feed's publisher.
- **Safelist Letterhead's crawler** — so Letterhead can reach the feed uninterrupted, safelist `*.tryletterhead.com`, `letterhead.email`, and `letterhead.ai`. The crawler is named **LetterheadCurationBot** with user agent `Mozilla/5.0 (compatible; LetterheadCurationBot/1.0; +http://tryletterhead.com/bots)`.

## Add a feed

1. Open **Curations** and go to the **RSS Feeds** tab.
2. Click **Add feed** and provide a **Title**, **Description**, and the **Feed URL**.
3. Choose whether to check **Enable advanced feed crawling**. If you plan to use the RSS block directly, leave it off; for what it does and when to turn it on, see [Advanced feed crawling](#advanced-feed-crawling) below.
4. Optionally add **Tags** — every new item from this feed is tagged with them automatically — see [Tag new items automatically](#tag-new-items-automatically) below.
5. Under **Automatically Delete Old Curations**, choose how long items stay in your library (30 days by default, or **Never** to keep them indefinitely) — see [Automatically delete old curations](#automatically-delete-old-curations) below.

After saving, Letterhead picks the feed up at its next scheduled check, so new items usually begin appearing in your library within about five minutes.

## What a feed should look like

Letterhead reads a standard **RSS 2.0** feed — an `<rss>` document with one `<channel>` and one `<item>` per article. If your feed passes the [W3C Feed Validator](https://validator.w3.org/feed/), it will work; the more of the fields below your feed includes, the richer each curated item is.

Here's an example item showing the elements Letterhead reads:

```xml
<rss version="2.0"
     xmlns:content="http://purl.org/rss/1.0/modules/content/"
     xmlns:dc="http://purl.org/dc/elements/1.1/"
     xmlns:media="http://search.yahoo.com/mrss/">
  <channel>
    <title>The Daily Ledger</title>
    <link>https://example.com</link>
    <description>News and analysis</description>

    <item>
      <title>City council approves new transit plan</title>
      <link>https://example.com/transit-plan</link>
      <guid>https://example.com/transit-plan</guid>
      <pubDate>Fri, 07 Aug 2026 14:30:00 +0000</pubDate>
      <dc:creator>Jordan Rivera</dc:creator>
      <category>Transit</category>
      <category>Local Government</category>
      <description>The council voted 6-1 to fund the expansion.</description>
      <content:encoded><![CDATA[<p>The council voted 6-1 to fund the expansion.</p>]]></content:encoded>
      <media:content url="https://example.com/img/transit.jpg" />
    </item>

  </channel>
</rss>
```

What Letterhead pulls from each `<item>`:

- **`<title>`** — the curated item's title. *(required)*
- **`<link>`** — the article's URL. If it's absent, Letterhead falls back to the item's `<guid>`. *(strongly recommended — without it the story links nowhere)*
- **`<pubDate>`** — the publication date, used to order stories. If it's missing, the item is dated to when Letterhead imports it.
- **`<description>`** — used for the item's excerpt (Letterhead takes the first sentence). If no image is found elsewhere, Letterhead also looks for the first `<img>` inside it.
- **`<content:encoded>`** — the full article body, used when a block is set to show full content. Requires the `content` namespace declared on `<rss>` (as above).
- **`<dc:creator>`** — the author byline. Requires the `dc` namespace.
- **`<category>`** — one or more per item; each becomes a **tag** on the curated item (see the next section).
- **Image** — Letterhead uses the first it finds, in this order: `<media:content url="…">`, then `<media:thumbnail url="…">`, then `<enclosure url="…">`, then the first `<img>` in the `<description>`. The `media:` nodes require the `media` namespace; see [ensuring your images appear](https://docs.tryletterhead.com/dynamic-content/ensuring-your-images-appear-in-the-rss-composer-block/).

Atom feeds work too — for the article URL, Letterhead reads the `href` attribute on `<link>`.

## Advanced feed crawling

**Advanced feed crawling** is an optional per-feed setting that enriches the metadata Letterhead collects. Most feeds don't need it — standard RSS metadata imports just fine — so only enable it when a feed is missing key details like images, excerpts, or author names.

- **Disabled (default)** — Letterhead uses only the data the feed provides: title, description, image.
- **Enabled** — Letterhead's crawler also visits the webpage each feed item links to and reads Open Graph tags and other structured data from the page, supplementing or updating what the feed provided.

The richer data comes at a cost: crawling every linked page takes longer and generates more bot traffic to your site.

**Turn it on** for a feed only if you hit one of these:

- The feed lacks **images, excerpts, or author names** that the webpages do have.
- The webpage data is **more current or complete** than the feed data.
- You run **multiple brands or domains through one feed** and need distinct publisher names per site.

**Leave it off** when:

- The feed already includes everything you need.
- You ingest a **high volume of content** and want faster imports.
- Your site **restricts bots** (login walls, paywalls, crawler blocks) — Letterhead can't crawl content behind authentication, including private sites and social platforms.
- You need to keep crawl volume down to avoid rate-limit errors on your server.

To enable it, edit the feed on the **RSS Feeds** tab, check **Enable advanced feed crawling**, and save. For crawling to succeed, your site must allow Letterhead's crawler — the same safelisting described above.

**Best practice:** test on one or two feeds first to see whether metadata actually improves. If images still aren't coming through, see [ensuring your images appear in the RSS block](https://docs.tryletterhead.com/dynamic-content/ensuring-your-images-appear-in-the-rss-composer-block/).

## How items are tagged and categorized

Every item Letterhead imports from a feed is labeled automatically, from two different systems, so your library stays filterable without manual work:

- **Tags** — labels you control. These come from two places, and both are applied as you import:
  - **Your default tags** — any **Tags** you set on the feed are applied to every new item from it (see [Tag new items automatically](#tag-new-items-automatically) below).
  - **The feed's own categories** — if a feed includes categories on its items (the `<category>` labels a publisher attaches to each entry), Letterhead reads them and applies them as tags on the imported item, on top of your default tags. Any category that already matches one of your default tags is skipped (so you don't get duplicates), and any tag that doesn't exist yet is created for you. These behave like any other tag — you can edit or remove them on individual items.
- **IAB categories** — labels Letterhead applies for you. Separately from tags, every item is auto-assigned an industry-standard **IAB category** by a fixed, rule-based engine. IAB categories can't be created or edited; see [automatic IAB categorization](https://docs.tryletterhead.com/dynamic-content/managing-your-curation-library/#automatic-iab-categories).

You can filter your Curations library by tags or by IAB categories.

### Tag new items automatically

Set default tags on a feed and every new item imported from it arrives pre-labeled, so filtering your library while building a newsletter takes seconds.

1. Open **Curations** and go to the **RSS Feeds** tab.
2. Click **Add Feed**, or open an existing feed and choose **Edit Feed**.
3. In the feed settings, search for an existing tag or type a new one and press **Enter**.
4. Save the feed.

A few things to know:

- **Each feed has its own default set** — tag your SEO feed `seo-updates` and your email-tips feed `email-strategy`.
- **Tags stay editable** — you can add, edit, or remove tags on individual items after import.
- **Changes apply to future items only** — existing items keep the tags they already have.
- **Tag formatting** — tags can include letters, numbers, and hyphens, but no spaces or special characters. `marketing-trends` works; `marketing trends` and `marketing@2025` don't.

## How Letterhead keeps feeds fresh

Letterhead scans for new content on a short cycle, roughly every five minutes — but a feed that fails isn't checked again that quickly. Most failures are treated as worth retrying — a timeout, a rate limit, a brief outage at the source, an address that no longer resolves, or anything else Letterhead can't identify with certainty — and Letterhead spaces those retries out, trying up to 15 times over the following hours before marking the feed **invalid** and showing the last error it received.

Only a few unambiguous problems skip the retries and mark a feed invalid on the very first failure: a request the feed's server rejects as malformed, a response too large to process, and a URL that redirects too many times. A feed whose address has simply gone dead is **not** one of these — expect it to retry for a while before the error surfaces. An invalid feed isn't checked again until you revalidate or reset it; see [revalidating an RSS feed](https://docs.tryletterhead.com/dynamic-content/revalidating-an-rss-feed-in-letterhead/).

A few behaviors worth knowing:

- **Duplicates are filtered** — Letterhead detects items it has already curated so your library stays clean; see [How duplicates are detected](#how-duplicates-are-detected) below.
- **Updated publish dates repull the story** — if you change an article's publication date at the source, Letterhead refreshes the story in your library with the new date, so story order stays correct.
- **Tag inline** — you can add or create tags for any curated item directly in the library table, without opening the item.

### How duplicates are detected

For each incoming item, Letterhead compares a few key attributes:

- **Original URL** — the item's direct link. If that URL has already been processed, the item is flagged as a duplicate. This is the primary signal.
- **Channel** — the check applies within the channel the feed belongs to.
- **Feed identity** — items are tracked back to the feed they came from, so Letterhead knows each item's origin.
- **Item type** — items pulled automatically from RSS are tracked separately from manually curated ones.

To avoid accidental repeats:

- **Use unique, consistent URLs** — detection keys on the URL, so the same content published under different URLs is treated as distinct. Give each piece of content one canonical URL.
- **Avoid redirects in feed URLs** — URLs that redirect elsewhere may be treated as unique even when they point to the same content.
- **Watch multi-source feeds** — if you pull from several feeds, make sure the same content isn't arriving under more than one.
- **Standardize your metadata** — a consistent URL and metadata structure helps the system recognize repeats.

## Automatically delete old curations

Automatic deletion keeps your library fresh without manual cleanup: each source clears out its old items on a schedule you choose. By default, curations are deleted after **30 days**, and you can pick a different schedule per source.

To change it for an existing feed, select it on the **RSS Feeds** tab, scroll to **Automatically delete old curations** in the side panel, choose the number of days from the dropdown, and click **Update feed**. For a new feed, set the same option while adding it.

Picking a schedule:

- **Short (1–7 days)** for fast-paced, news-based sources, so your library only shows current stories.
- **Longer (14–30 days)** for content that stays useful for a while but does eventually date.
- **Never** for a source whose stories don't go stale — reference material, explainers, recipes, an
  evergreen archive. Nothing from the feed is ever deleted on a schedule, so your library keeps building.

Choose **Never** deliberately rather than as a default. A busy feed set to **Never** keeps everything it has
ever published, so the curation browser will grow steadily and older stories will sit alongside new ones. If you
mainly want recent material with a handful of lasting pieces, a shorter schedule plus saving the keepers
elsewhere is usually easier to work with.

You can change a source's schedule at any time, and the new setting applies from then on — curations already
deleted don't come back.

## Manage all your feeds in one place

The **RSS Feeds** tab in **Curations** shows every feed across all your newsletters in one company-wide list, so you don't have to check them one newsletter at a time. From there you can:

- **See which channels use each feed** — each feed shows how many channels it feeds.
- **Add new feeds** that can serve any of your newsletters.
- **Recheck quiet feeds** — manually refresh feeds that haven't updated recently.
- **Remove unused feeds** you no longer need.

If your company shares Letterhead with other organizations, the tab shows only your own feeds — they stay fully separate from other companies'.

## Reset a feed

On the RSS Feeds tab, **Reset** does the same thing as **Revalidate**: it clears the feed's error status and puts it back in line for its next scheduled check, rather than checking it on the spot. It doesn't re-curate old items or reprocess anything already in your Curations library. Letterhead still asks you to confirm before resetting, since it's easy to click by mistake.

:::tip[Prefer to work in conversation?]
**Penpal** can browse your curated content in conversation — for example, *"show me my latest curations."* [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::


---

# Curate from anywhere with the Letterhead browser extension

Source: https://docs.tryletterhead.com/dynamic-content/how-to-use-the-letterhead-browser-extension/

> Install the Letterhead Chrome extension, find your tenant prefix and sign in, save articles from any webpage into your Curations library, copy a promotion's HTML for another tool, and fix links the extension can't pull.

The Letterhead browser extension brings curation to where you already work — the web. As you browse, you can save any story, news item, or event to your [Curations library](https://docs.tryletterhead.com/dynamic-content/curations-overview/) in a click, then pull it into a newsletter later. The extension is available for **Google Chrome**.

It does two things:

- **Curate from any webpage** — save the page to your Curations library, editing the title, excerpt, image, and tags before you save. Adding tags as you save keeps items easy to find and place later.
- **Copy promotions for use elsewhere** — ad-manager users can grab a promotion's HTML and paste it into another ESP or CMS.

Creating newsletters and promotions themselves still happens in the Letterhead web app.

## Install and sign in

1. Add [the Letterhead extension](https://chromewebstore.google.com/detail/letterhead/jpgjckpdocbdpancpjbhegnophplknib) from the Chrome Web Store, and pin it to your toolbar so it's easy to reach.
2. Click the **Letterhead** icon and enter your **tenant prefix** when prompted — see [Find your tenant prefix](#find-your-tenant-prefix) below.
3. Sign in with your Letterhead email and password.

### Find your tenant prefix

Your tenant prefix comes straight from the URL you use to open the Letterhead web app. Open the web app, sign in, and look at your browser's address bar:

- **No prefix before "app"** — if the URL starts with `https://app.tryletterhead.com/...`, your tenant prefix is `lh1`.
- **A prefix before "app"** — if the URL starts with `https://<prefix>.app.tryletterhead.com/...`, that `<prefix>` is usually your tenant prefix. For example, `https://abc.app.tryletterhead.com/...` usually means your prefix is `abc`.

Make sure you're signed in to the correct account and copy the subdomain exactly as it appears in the address bar.

A small number of longstanding accounts use a public URL name that's different from their actual tenant prefix. If the prefix you found doesn't work when you try to sign in, [contact support](https://docs.tryletterhead.com/support/contact-support/) and we'll confirm your tenant prefix for you.

## Save an article to your Curations library

1. Open the article you want to curate and click the **Letterhead** icon.
2. Choose the **channel** the article should be added to.
3. Click **Curate**. The extension loads editable metadata from the page.
4. Adjust the **title**, **excerpt**, **image**, and **tags** as needed — you can keep the auto-detected image or pick a different one, and choose existing tags or create new ones.
5. Click **Save Curations**. A confirmation appears once the article is in your library.

Once saved, your articles are ready to drop into any newsletter with a **Curation block** — see [Working in Curations](https://docs.tryletterhead.com/dynamic-content/curations-overview/) for the full picture.

## Copy a promotion's HTML

Ad Manager users can grab a promotion's markup from the extension and paste it into another newsletter tool, without opening the Letterhead website.

1. Open the **Promotions** tab in the extension to see your list of promotions and their dates.
2. Use the **Select Date** search to jump to a specific day — the promotions running that day are displayed.
3. Choose **Copy** to copy the promotion's full HTML to your clipboard, then paste it into your newsletter application. Or choose **Open** to jump to the promotion's page in your Letterhead account.

See [How to Set Up Promotions in Letterhead](https://docs.tryletterhead.com/promotions/how-to-set-up-promotions-in-letterhead/) for creating promotions in the first place.

## When a link won't pull

When you save a page with the extension — or add a link with the **URL block** — Letterhead crawls the page to pull its title, excerpt, and image. If you get an error or an empty block, the site is usually blocking that crawl: commonly a paywall, a login wall, or crawler restrictions on the site itself.

**Test the link.** Paste it into [opengraph.xyz](https://www.opengraph.xyz). If OpenGraph can't read the page either, the limitation is on the site's side — Letterhead can only pull information from sites that allow crawling.

**Safelist Letterhead's crawler.** If it's your own site (or you can reach the site's administrator), safelist `*.tryletterhead.com`, `letterhead.email`, and `letterhead.ai` so the crawler can reach the content. It's named **LetterheadCurationBot**, with this user agent:

```
Mozilla/5.0 (compatible; LetterheadCurationBot/1.0; +http://tryletterhead.com/bots)
```

If a page still won't pull, you can always [add the article manually](https://docs.tryletterhead.com/dynamic-content/managing-your-curation-library/#add-an-article-manually) and fill in the title, excerpt, and image yourself.

:::tip[Prefer to have it done for you?]
**Penpal** can curate a URL for you in conversation — no extension needed; try *"curate this URL"*. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::


---

# Custom fields for curations

Source: https://docs.tryletterhead.com/dynamic-content/custom-fields-for-curations/

> Attach your own structured metadata to curated items for organizing, filtering, and display in sent emails.

**Custom fields** let you attach structured metadata of your own design to curated items — things like "Topic," "Event date," or "Reading level" — so your [Curations library](https://docs.tryletterhead.com/dynamic-content/curations-overview/) can be organized and filtered on the dimensions that matter to your publication.

What custom fields give you:

- **Your own metadata schema** — define fields that fit your content, beyond the built-in title, excerpt, tags, and URL.
- **Better filtering** — find related items by field values instead of scanning titles.
- **Display in the sent email** — custom fields on curated articles can appear directly in the newsletter, styled to match your layout; see [displaying custom fields in your newsletter](https://docs.tryletterhead.com/newsletters/curation-block/#show-custom-fields).
- **Automatic population from WordPress** — if you curate from a WordPress site, [map WordPress custom fields to Letterhead](https://docs.tryletterhead.com/dynamic-content/map-wordpress-custom-fields-to-letterhead/) and the values flow in on their own.

## Working with custom fields

You define your fields once on the **Custom Fields** tab in **Curations** — they apply across your company's library — then fill in their values on individual items:

1. Go to the **Custom Fields** tab and click **Add custom field**. Give the field a **name** and, optionally, a **character limit**, then create it.
2. Open a curated item to edit it, find the custom fields section, and enter or update the values.
3. Save — the values are stored with the item and available for filtering and display.

If you don't see them where you expect, ask your admin, or ask **Penpal** — [how it works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).


---

# Ensuring your images appear in the RSS block

Source: https://docs.tryletterhead.com/dynamic-content/ensuring-your-images-appear-in-the-rss-composer-block/

> Letterhead reads images from media:content, media:thumbnail, or enclosure nodes — here's how to structure your feed so images come through.

When an [RSS feed](https://docs.tryletterhead.com/dynamic-content/adding-rss-feeds-in-letterhead/) feeds your newsletter, Letterhead pulls each item's image from the `<media:content>`, `<media:thumbnail>`, or `<enclosure>` node inside `<item>` — and, if none of those are present, falls back to an `<img>` tag embedded in `<description>`. If images are missing from your curated articles or the RSS block, the feed's structure is almost always the reason.

## Common causes

- **Images embedded in `<content:encoded>`** — an `<img>` tag here (especially within a CDATA section) is treated as plain text, not structured data, so it's ignored. (An `<img>` inside `<description>` is different — see the fallback below.)
- **Missing image nodes** — if none of `<media:content>`, `<media:thumbnail>`, `<enclosure>`, or an `<img>` in `<description>` appear inside `<item>`, there's nothing to extract.

For details on `<media:content>`, see the [Media RSS Specification](https://www.rssboard.org/media-rss#media-content).

## Image URL guidelines

- **No CDATA wrapping** — a URL inside CDATA is read as plain text.
- **Keep URLs simple** — for example `<media:content url="https://website.com/image.jpg"/>`. Avoid special characters like `#` and `;`, and don't carry more of a query string than the image actually needs.
- **Make sure the URL says what the image is** — usually that's a common file extension (`.jpg`, `.jpeg`, `.png`, `.gif`, `.webp`, or `.svg`), which is still the most reliable option. Some photo services leave the extension off and name the format in the query string instead — Unsplash, for one, addresses each photo by ID and adds `fm=jpg` — and those come through too. The address Letterhead has to skip is the one that never names the format at all.
- **Don't use `<image>` inside `<item>`** — per the RSS 2.0 spec, `<image>` belongs to `<channel>` (whole-feed metadata) and can't describe an individual article.

## Best practices

1. **Validate the feed** with the [W3C Feed Validator](https://validator.w3.org/feed/).
2. **Follow the [RSS 2.0 specification](https://www.rssboard.org/rss-specification)** for structure.

If your feed itself is thin on metadata but the linked webpages have good images, [advanced feed crawling](https://docs.tryletterhead.com/dynamic-content/adding-rss-feeds-in-letterhead/#advanced-feed-crawling) can pull them from the page instead.

## While you fix the feed

Even without images, the RSS block can still display each item's title, excerpt, publish date, source, and author — so your newsletter keeps working while you restructure the feed.


---

# Managing your Curations library

Source: https://docs.tryletterhead.com/dynamic-content/managing-your-curation-library/

> Find, filter, curate, edit, and tag the items in your Curations library, see when each item was published and when it was added, add an article by hand, choose which newsletters a company-wide curation appears in, and understand the automatic IAB categories Letterhead applies.

Your **Curations library** is where gathered content lives — stored, reviewed, and ready to insert into newsletters. Content arrives via [RSS feeds](https://docs.tryletterhead.com/dynamic-content/adding-rss-feeds-in-letterhead/), the [browser extension](https://docs.tryletterhead.com/dynamic-content/how-to-use-the-letterhead-browser-extension/), the Letterhead API, or [manual entry](#add-an-article-manually). For the full picture of what the Curations area can do, see [Working in Curations](https://docs.tryletterhead.com/dynamic-content/curations-overview/).

## Explore the library

Each curation item carries an image, title, website name, original URL, excerpt, author, tags, source, and publication date. Excerpts are automatically cleaned to plain text, so stray formatting from the original page doesn't leak into your newsletter. Tags appear directly on each card — up to three at once, with a **+N** indicator when there are more (hover to see the rest) — so you can scan the library and identify already-tagged content without opening items individually.

Each card, and the item's detail view, shows two dates:

- **Published at** — the date the original article was published. If its source didn't give one, this is the day it was added.
- **Created at** — the date and time the item came into your library, shown in UTC.

The two are often different. A feed can pick up a story days after it went live, and curating the same link again keeps its original **Created at**. Sorting and the date filter use the publication date.

To find and organize content, you can:

- **Search by title, excerpt, or URL**
- **Filter** by status (Curated or Not Curated), publication date, feed source, website name, tags, **Exclude Tags**, **Topics**, or source type (**RSS Feed**, **Browser Extension**, **Data Feed**, **WordPress**, or **Application** — Letterhead's catch-all for manual entry, AI-generated content, and product feeds like Shopify or Stripe, not only API-created content)
- **Sort** your library by **Newest first** or **Oldest first** using the **Sort** control
- **Curate or uncurate** an item by toggling the bookmark icon on its card — only curated articles are available to the **Curation block** in your newsletter
- **Delete** an item — sparingly. If you might re-add the same URL later, uncurate instead of deleting.

When working at the company level — choosing content for a block or setting up a block that fills itself — you draw from everything curated across all your company's newsletters, not just the current one. A **website name** filter alongside the library narrows the selection to content from a particular publication, so a block can pull only matching articles as it sends.

Content blocks that draw from your library show the newest items first by default. You can switch to **Oldest first** in the block's settings — useful for events feeds where you want the soonest event at the top — and the order you see while composing is the order your readers get. Existing blocks keep their current order until you change them.

When you hand-pick a single story from your library and choose **Full content** as the layout, the block runs the complete article in your newsletter — not just its headline and excerpt — for stories whose full text is saved in your library, such as those from feeds that publish whole articles. The full text appears in both preview and the email your readers receive.

## Edit a curation item

Tagging, like every other edit, happens after you open the item — there's no way to add or change a tag directly from the library view itself.

1. Open **Curations** and find the item with search or filters.
2. Click it to open the item.
3. Edit the **image** (see [Set a story's image](#set-a-storys-image)), **title**, **website name**, **original URL**, **excerpt**, **author**, or **tags** — adding existing tags or creating new ones — right there.

:::note[About the website name]
Letterhead fills in the **website name** automatically when the article is curated, by reading the metadata the publisher's page advertises to search engines and social platforms. Most of the time it matches the masthead — *The Duke Chronicle*, *The Verge* — but occasionally the extracted value is a shorter or older version of the name (a page might carry both *The Duke Chronicle* and *The Chronicle* in different metadata fields, and the extractor may pick either one). Type over the field to set exactly what you want; your change sticks with that curation and shows wherever it appears in a newsletter.
:::

Combined with [automatic IAB categorization](#automatic-iab-categories) and [per-feed default tags](https://docs.tryletterhead.com/dynamic-content/adding-rss-feeds-in-letterhead/#tag-new-items-automatically), consistent tagging makes content fast to find when you're composing.

You can also update curations programmatically via the [curations API endpoint](https://docs.tryletterhead.com/api/reference/operations/curateorupdatecontent/), and add [custom fields](https://docs.tryletterhead.com/dynamic-content/custom-fields-for-curations/) for richer metadata.

## Choose which newsletters a company-wide curation appears in

A company-wide curation is a single shared item rather than a copy per newsletter, so when you open one you can also say where it belongs. Look for **Active in channels** beneath the item's details:

- **Leave it unset** and the curation is available in every newsletter in your company.
- **Pick specific newsletters** and it appears only in those — it stays out of everyone else's library and content blocks.

Because it's one shared item, **editing it changes it everywhere**. Retitle a company-wide curation, swap its image, or correct its link, and every newsletter showing that item picks up the change. There's no per-newsletter version of a shared story — so if one newsletter needs its own wording, or needs to point readers at a different URL, curate that story separately for that newsletter instead of editing the shared copy.

## Add an article manually

Manual entry is the most direct way to get a story into your library — useful when there's no feed to connect, a page [can't be crawled](https://docs.tryletterhead.com/dynamic-content/how-to-use-the-letterhead-browser-extension/#when-a-link-wont-pull), or you want full control over how the item reads.

1. Open **Curations** and go to your content.
2. Click **Add Content**.
3. Fill in the article's details: **title**, **image** (see [Set a story's image](#set-a-storys-image)), **website**, **original URL**, **excerpt**, **author**, and **tags**.
4. Click **Add** to save it to your library.

Once added, the item behaves like any other curation — you can edit, filter, and tag it, and pull it into newsletters with a **content block** set to **From Library**.

:::tip
Just want a one-off URL in a single newsletter? Use a **content block** in the composer and choose **From URL** — see [when to use which](https://docs.tryletterhead.com/newsletters/content-block-sources/). You can switch a block between the two sources without rebuilding its styling.
:::

## Set a story's image

Whether you're adding a story by hand or changing the picture on one already in your library, the **Image** field offers the same two routes:

1. Choose **Choose an image**.
2. Pick **Upload** to bring in a new file from your computer, or **Choose from gallery** to reuse a picture your team has already used in a newsletter — see [Reuse images from your company image gallery](https://docs.tryletterhead.com/newsletters/company-image-gallery/).
3. If you chose the gallery, search or browse for the picture you want and select it.

The story shows the picture you picked straight away. To swap it for a different one, remove the current picture first — **Remove Image** clears the field and brings the **Choose an image** options back. Anything you upload here also joins your company image gallery, so it's there to reuse next time.

## Automatic IAB categories

Separately from the tags you control, Letterhead assigns **IAB categories** — the Interactive Advertising Bureau's industry-standard taxonomy for classifying digital content — to everything in your library. It runs in the background on all content, with nothing to activate or configure, and the categories can't be created or edited.

Why it's useful:

- **Effortless organization** — content is categorized the moment it enters your library.
- **Powerful filtering** — filter and sort by precise IAB tags, like showing only "Science & Education" or "Travel" content.
- **Layered accuracy** — a fast keyword pass gets a category on your content right away, and an AI classification pass reviews the same content to refine or correct


---

# Map WordPress custom fields to Letterhead

Source: https://docs.tryletterhead.com/dynamic-content/map-wordpress-custom-fields-to-letterhead/

> Map WordPress custom fields, categories, tags, and built-in metadata to Letterhead custom fields so structured data flows into curated posts automatically.

When you [curate posts](https://docs.tryletterhead.com/dynamic-content/managing-your-curation-library/#add-an-article-manually) from your WordPress site, Letterhead can automatically populate your [custom fields](https://docs.tryletterhead.com/dynamic-content/custom-fields-for-curations/) with data from WordPress. Any custom field you've configured for your company fills from the matching field on the WordPress post, and you can map additional WordPress metadata to drive how your newsletter displays content. A custom field isn't scoped to the one channel where you set it up — it's shared across all of your company's channels.

## What you can map

- Custom fields
- Advanced Custom Fields (ACF)
- Meta Box fields
- Pods fields
- Categories and tags
- Built-in WordPress metadata (title, publish date, and so on)

Any WordPress field can be mapped to any Letterhead custom field.

## Set up field mapping

From the Letterhead WordPress plugin settings:

1. Open the field mapping section.
2. Choose which WordPress fields map to which Letterhead custom fields.
3. Save the mapping.

**Multisite networks:** field mapping is configured separately for each site in the network.

## How it works

Once configured, the structured information you maintain in WordPress flows into Letterhead automatically whenever you curate a post — no manual data entry, and your website and newsletter stay consistent. Mapped values can then [display in the sent email](https://docs.tryletterhead.com/newsletters/curation-block/#show-custom-fields). For everything else the Curations area can do, see [Working in Curations](https://docs.tryletterhead.com/dynamic-content/curations-overview/).


---

# Personalize image links with feed data

Source: https://docs.tryletterhead.com/dynamic-content/personalize-image-links-with-feed-data/

> Use feed expressions to set image link URLs, so each recipient's image links to a different destination based on their connected data.

When your newsletter uses a connected data feed, you can personalize not just images themselves but also where those images link. Every recipient can see a different image — and be sent to a different URL — based on their feed data.

This extends [image personalization with Iterable data feeds](https://docs.tryletterhead.com/integrations/personalize-images-with-iterable-data-feeds/) — the same expression mechanism, now controlling both the visual and the destination.

## Set a personalized image link

1. Add an image to your newsletter that draws on a connected data feed.
2. Select the image to open its settings.
3. In the link field, enter a **feed expression** instead of a static URL.
4. At send time, the expression is evaluated per recipient to generate their personalized link.

## Example use cases

- **Product recommendations** — each reader sees a different product image and is linked to items matching their preferences.
- **Regional content** — each reader sees location-specific imagery linking to their local page.
- **Account-specific dashboards** — a personalized graphic linking to each recipient's own account or profile page.

For personalizing the image itself, see [Personalize images with Iterable data feeds](https://docs.tryletterhead.com/integrations/personalize-images-with-iterable-data-feeds/). Note this uses *audience* data feeds — different from the [RSS content feeds](https://docs.tryletterhead.com/dynamic-content/adding-rss-feeds-in-letterhead/) that fill your Curations library.


---

# Preview a newsletter as a reader in a chosen audience segment

Source: https://docs.tryletterhead.com/dynamic-content/preview-a-newsletter-as-a-reader-in-a-chosen-audience-segmen/

> Preview a newsletter, company template, or automation email as an audience segment or one specific contact would see it, with their tags, segments and merge tags applied. On newsletters you can also send yourself that version as a test.

*This article is held as a draft and will publish when previewing as a segment and as a specific contact are both available to customers.*

When you're previewing a newsletter or company template, the **Preview as** picker (next to the desktop/mobile toggle) lets you see the edition from a specific reader's perspective.

## What it does

Choose any [audience segment](https://docs.tryletterhead.com/audience/audience-segments/) from the picker, and the preview updates to show exactly what a reader in that segment would receive. Your newsletter's own segments appear at the top of the list for quick access.

**All subscribers** shows the edition as seen by a reader who belongs to no segment — useful for checking that members-only content or location-specific blocks only appear where intended.

Any block that the chosen reader would not receive is marked with a placeholder in the preview, so you can verify segment targeting before scheduling.

## Preview as one specific contact

To check personalization for one person, type their email address into the **Contact's email address** box on the preview step and choose **Preview**. The preview then shows **Previewing as** that contact's address, with:

- **Tag-targeted and segment-targeted blocks** shown only if that contact has the tag or belongs to the segment, including your built-in segments. Blocks they wouldn't receive are marked with the same placeholder as above.
- **Merge tags** filled in with that contact's details where your audience record has them. A merge tag the record can't answer is left as it is, rather than guessed.

The contact has to be in your company audience, whichever kind of email you're previewing; otherwise you'll see a message saying no one has that address. Choose the **×** beside the address to stop previewing the contact and go back to the edition as you wrote it.

This works for newsletters, company templates, and the preview of an email step in an automation. It's available for newsletters sent to your company audience through Letterhead.

### Send yourself that version

While you're previewing a contact on a newsletter, choose **Send me this version** to email that personalized version to your own address as a test. It goes to you, never to the contact. The test uses your newsletter as last saved, except that the subject line carries over as it appears on the Schedule step, including edits you haven't saved yet. The preview text carries over the same way for newsletters built in the editor; for a newsletter you supplied as HTML, it stays as last saved. Company templates and automation steps don't have this button.

## When to use it

Use **Preview as** whenever you're sending content tailored to different groups — subscriber tiers, geographic regions, or interest-based segments. It lets you confirm that the right readers get the right content before the newsletter goes out.

**See also:** [Audience segments](https://docs.tryletterhead.com/audience/audience-segments/) for setting up and managing segments.


---

# RSS feed errors and how to revalidate a feed

Source: https://docs.tryletterhead.com/dynamic-content/revalidating-an-rss-feed-in-letterhead/

> What each RSS feed error means, why it happens, how to fix the root cause, and how to revalidate an invalid feed so Letterhead starts checking it again.

Letterhead automatically crawls each [RSS feed you add](https://docs.tryletterhead.com/dynamic-content/adding-rss-feeds-in-letterhead/). Most failures are retried automatically — up to 15 times in a row by default (this limit can vary by account) — before Letterhead stops checking the feed. A few failures (called out below) skip retries and stop the feed right away instead. Either way, once Letterhead stops checking a feed, it shows an error status and your channel admins get an email with the error reason and suggested fixes. Once you've fixed the root cause, revalidate the feed to start it up again.

## Common errors and how to fix them

- **Content too large** — the feed's file size must stay under 1,572,864 bytes (1.5 MiB). Remove excessive images or attachments, reduce the number of items in the feed, or shorten item descriptions, then revalidate. **This error stops the feed immediately, with no retries.**
- **The request timed out** — the feed server took too long to respond. Confirm the feed URL loads in your browser, contact your feed provider to report the timeout, and try again later — this can be a temporary issue.
- **No content in the feed**, **an unexpected feed error occurred**, **the service encountered a bad gateway**, **the service is currently unavailable**, or **error fetching content** — Letterhead couldn't retrieve valid content. Open the feed URL in a browser and confirm it's valid XML with a `<channel>` and at least one `<item>`, and run it through the [W3C Feed Validator](https://validator.w3.org/feed/) to catch formatting issues.
- **The request is invalid**, **too many requests**, or **the feed server refused the request** — the feed's server blocked or rejected Letterhead's crawler. Confirm the feed URL loads in your browser, safelist `*.tryletterhead.com`, `letterhead.email`, and `letterhead.ai` on your server, and make sure it accepts the **LetterheadCurationBot** user agent: `Mozilla/5.0 (compatible; LetterheadCurationBot/1.0; +http://tryletterhead.com/bots)`. **"The request is invalid" stops the feed immediately, with no retries; the other two are retried.**
- **There is a conflict with the request** — more than one system is updating the feed at the same time. Make sure only one system is publishing to it, and check for third-party tools that might also be modifying it. **This error stops the feed immediately, with no retries.**

Make sure the root cause is fully resolved before revalidating — otherwise the feed will just fail again.

## Revalidate the feed

1. Open **Curations** and go to the **RSS Feeds** tab — it gathers every feed in one place, so quiet or failing feeds are easy to spot.
2. Find the feed showing an error status — labeled either **Invalid** or **Error** depending on the failure — and click **Revalidate**.
3. If the issue is resolved, the status flips back to **Valid**.

The **Reset** button on the same screen triggers this identical check, so if Revalidate didn't clear the error, Reset won't either — see [resetting a feed](https://docs.tryletterhead.com/dynamic-content/adding-rss-feeds-in-letterhead/#reset-a-feed) for the full detail on both buttons.

## Make sure Letterhead can reach your feed

Most feed errors trace back to the feed's own server blocking or failing Letterhead's crawler. Safelist `*.tryletterhead.com`, `letterhead.email`, and `letterhead.ai` on your site, and make sure it accepts the **LetterheadCurationBot** user agent: `Mozilla/5.0 (compatible; LetterheadCurationBot/1.0; +http://tryletterhead.com/bots)`.

Confirm the feed is properly formatted with the [W3C Feed Validator](https://validator.w3.org/feed/). If the issue persists after troubleshooting, [contact support](https://docs.tryletterhead.com/support/contact-support/).

## Related

- [Adding RSS feeds in Letterhead](https://docs.tryletterhead.com/dynamic-content/adding-rss-feeds-in-letterhead/)
- [How do I use the RSS block?](https://docs.tryletterhead.com/newsletters/curations-rss-block/)


---

# Stop a curation block repeating the same link

Source: https://docs.tryletterhead.com/dynamic-content/stop-a-curation-block-repeating-the-same-link/

> A fully set-up curation block links its image, its headline, and its read-more prompt to the same story. Switch off the image or headline link so readers get one obvious place to click.

A fully set-up curation block quietly gives your readers three ways to reach the same story: the image is
clickable, the headline is clickable, and the read-more prompt underneath is clickable. That is often more than
you want. If you have written a clear "Keep reading" invitation, having the picture and the headline silently do
the same thing adds nothing — and on a busy layout it can make a block feel like it is nudging from every
direction at once.

You can switch either of those automatic links off, one block at a time.

## Turn off the image link, the headline link, or both

1. Open your newsletter in the composer and click into a **Curation block**.
2. In the block's settings, find **Display Options**.
3. Switch off either of these:
   - **Link the Image to the Story** — the picture stays exactly as it is, but is no longer clickable.
   - **Link the Title to the Story** — the headline keeps its styling, but is no longer a link.

Both start switched on, so nothing about your existing newsletters changes until you turn one off. And because
the setting belongs to the block, you can make one story's image plain while the next one stays clickable.

## What stays the same

Your **read-more prompt keeps its link**, whether it is a button or a plain text link tucked onto the end of the
description. That is deliberate: it is the invitation you wrote, so it stays the one thing a reader can rely on
clicking. If you want to change how it looks, see [style a curation block's call to
action](https://docs.tryletterhead.com/dynamic-content/style-a-curation-blocks-call-to-action/). If you want to change where it points, see [change where a curated story's read-more button takes your readers](https://docs.tryletterhead.com/dynamic-content/change-where-a-curated-storys-read-more-button-takes-your-readers/).

Turning off the headline link does not change the headline's own styling. If you had it underlined, it stays
underlined — see [format text in curation blocks](https://docs.tryletterhead.com/dynamic-content/format-text-in-curation-blocks/) if you want
to drop the underline now that the headline is no longer a link.

## Where you will and won't see each switch

**Link the Image to the Story** appears on the layouts that actually show an image. On a text-only layout or a
bulleted list there is no picture to link, so the switch is not offered.

**Link the Title to the Story** appears wherever the headline does — including the text-only and bulleted-list
layouts, where a headline link is just as much a repeat of the read-more prompt. If you switch the headline off
entirely, the link switch goes away with it, and comes back when you show the headline again.

## What your readers see

Exactly what you set up: the same picture, the same headline, in the same place — just without the extra links.

There is a quieter benefit too. Every link in an email carries a surprising amount of hidden text behind it,
and it grows once click tracking rewrites the web address. Dropping two repeated links from each story in a
ten-story newsletter can trim a few kilobytes, which matters more than it sounds: inbox providers cut a message
short past a certain size and hide everything after the cut, including your unsubscribe footer. A leaner
newsletter is one your readers see all of.

For more ways to fine-tune these blocks, see [format text in curation
blocks](https://docs.tryletterhead.com/dynamic-content/format-text-in-curation-blocks/) and [reorder the image in a curation
block](https://docs.tryletterhead.com/dynamic-content/reorder-images-in-curation-blocks/). For the full tour, start with [Working in
Curations](https://docs.tryletterhead.com/dynamic-content/curations-overview/).


---

# Working in Curations

Source: https://docs.tryletterhead.com/dynamic-content/curations-overview/

> V3 canonical page-guide for the Curations area — capability-level, no screenshots.

**Curations** is your content library: collect stories from around the web, organize them, and pull them into newsletters as dynamic blocks. This guide covers everything you can do there.

:::tip[Prefer to have it done for you?]
**Penpal** can do this for you in conversation — *"curate this URL"* or *"find articles about local elections"*. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Get content in

- **RSS feeds** — connect feeds so new items flow in automatically; auto-tag new items, and Letterhead detects duplicates. Advanced feed crawling enriches items; feeds can be revalidated when errors occur.
- **Manually** — add a story from the Curations page or paste a URL.
- **Browser extension** — curate any article from the web in one click (Chrome).
- **WordPress** — map categories, tags, and custom fields from your site so structured data flows into curated posts. Any custom field you've set up for your company fills automatically from the matching field on your post, and from the plugin's settings you can map any WordPress field — a custom field, an Advanced Custom Fields, Meta Box, or Pods field, a category or tag, or a built-in detail like the title or publish date — to a Letterhead custom field. On a multisite network you can set this up for each site. See [Map WordPress custom fields to Letterhead](https://docs.tryletterhead.com/dynamic-content/map-wordpress-custom-fields-to-letterhead/).
- **Stripe** — turn on "Sync Products" for your Stripe connection and the things you sell flow into your curation pool as ready-to-use content blocks, each carrying its name, description, image, and price. Your catalog keeps itself current: new and changed products sync automatically, and anything you stop selling drops back out of the pool. See [Add Stripe products to newsletters as content blocks](https://docs.tryletterhead.com/dynamic-content/add-stripe-products-to-newsletters-as-content-blocks/).
- **Shopify** — turn on "Sync Products" for your Shopify store and the things you sell flow into your curation pool the same way, each block carrying its name, description, photo, and price, and linking readers straight to that product in your store. Products sold in several options arrive as one block per option, each named for its option and priced individually. See [Connect Letterhead to Shopify](https://docs.tryletterhead.com/integrations/shopify/).

The short excerpts pulled from articles you curate come through as clean plain text, with stray formatting from the original page stripped away — so the snippets you drop into a newsletter read consistently and predictably.

## Organize

Items are auto-categorized with industry-standard (IAB) tags. Add your own tags and **custom fields** for filtering; custom fields can display in the sent email, styled to sit naturally alongside the rest of the article and grouped under clear headings while you put an issue together — see [Display custom fields from curated articles in your newsletter](https://docs.tryletterhead.com/newsletters/curation-block/#show-custom-fields). Old curations can auto-delete on a schedule you set.

### Can I manage every newsletter's RSS feeds in one place?

Yes. Curations includes an **RSS Feeds** tab — a single company-wide list of every RSS feed feeding your newsletters, instead of making you check them one newsletter at a time. See how many channels use each feed, add a new feed, recheck one that's gone quiet, and clear out the ones you no longer need — all from one place. For companies that share Letterhead alongside others, the tab shows only your own feeds, kept fully separate from everyone else's. See [View and manage all your RSS feeds in one place](https://docs.tryletterhead.com/dynamic-content/adding-rss-feeds-in-letterhead/#manage-all-your-feeds-in-one-place).

## Use in newsletters

Pull items in with the **Curation block** (formatting supported; the image position is adjustable in vertical layouts; the spacing between the pieces of a story card — headline, excerpt, author line, read-more button — is adjustable; the read-more call to action can be a button or tucked onto the end of the description — see [Style a curation block's call to action](https://docs.tryletterhead.com/newsletters/curation-block/#style-the-call-to-action)) or the **URL block** for one-off links — see [when to use which](https://docs.tryletterhead.com/newsletters/content-block-sources/). You can also browse your company's global, cross-channel curated content through Letterhead's AI assistant.

A curation block's settings now show only the filters your block actually uses — source, keyword, categories, tags, excluded tags, date, skip and sort order appear as needed, keeping the panel clean.

You can show a curated story as a title-and-excerpt card or run the whole article inside your newsletter — pick **Full content** from the layout choices on any curation block that's drawing from a query rather than a single pinned link.

When a curation block crops its image, you can preserve animated GIFs so they reach inboxes still moving. Turn on **Preserve Animation** and GIFs go out uncropped and animated, in their own shape, instead of flattened to a still frame. The composer shows the block as your readers will see it.

When you pick content for a Curation block, a small globe beside an item's website name tells you it's a company-wide curation — content shared across every newsletter in your company rather than gathered for this one. Hover the globe to confirm. It's the same marker you see on company-wide items in your Curations library, so you can tell at a glance whether you're reaching for your own newsletter's content or your company's shared pool.

## What this page doesn't do

Composing and sending happen in **Emails**; feed-based *audience* data (Iterable) is under **Integrations** — see [Personalize images with Iterable data feeds](https://docs.tryletterhead.com/integrations/personalize-images-with-iterable-data-feeds/).

## Who sees what

Access varies by role — if an option described here isn't visible to you, ask your admin — or the assistant, if you have early access.


---

# How to Add External Promotions Using the HTML Block

Source: https://docs.tryletterhead.com/promotions/how-to-add-external-promotions-using-the-html-block/

> If you manage promotions through an external platform, include them in your Letterhead newsletters using the HTML block — paste the code, swap in Letterhead merge tags, and click Relax HTML Validation.

If you manage promotions through an external platform — an ad server or campaign manager — you can still run them in your Letterhead newsletters. The **HTML block** embeds custom HTML code directly into a newsletter, which is ideal for third-party ad creatives and personalized snippets.

If you'd rather manage the ad inside Letterhead with scheduling and reporting, consider an [HTML promotion](https://docs.tryletterhead.com/promotions/how-to-use-html-promotions/) instead. For everything the Promotions area can do, see [Working in Promotions](https://docs.tryletterhead.com/promotions/promotions-overview/).

## Insert an external promotion

1. In **Emails**, edit or create a newsletter.
2. Drag the **HTML block** from the block panel to where the promotion should appear.
3. Paste the HTML code you received from your external platform into the block.
4. Replace any placeholder merge tags with Letterhead's personalization tags so variables resolve at send time:

   | Placeholder | Replace with |
   | --- | --- |
   | `{EMAIL}` | `{{ email }}` |
   | `{FIRST_NAME}` | `{{ firstName }}` |
   | `{LAST_NAME}` | `{{ lastName }}` |

   See the [complete list of personalization tags](https://docs.tryletterhead.com/audience/personalization-tags/) for everything available.

5. Turn on the **Relax HTML Validation** option so the code renders correctly.

## Testing third-party ads

Test emails will **not** display third-party ads correctly. A test send isn't recognized as a live send with a real subscriber, so the ad platform won't populate the creative or count the impression. When you publish and send the real newsletter, the ad appears as expected.

## Can I personalize these promotions?

Yes — include Letterhead merge tags in your HTML to insert subscriber info dynamically, as shown in the table above.


---

# How to Set Up Promotions in Letterhead

Source: https://docs.tryletterhead.com/promotions/how-to-set-up-promotions-in-letterhead/

> Set up campaigns, add promotions, and place them in newsletters to monetize your channels.

Promotions let you monetize your newsletters by selling ad space to advertisers. For everything the Promotions area can do, see [Working in Promotions](https://docs.tryletterhead.com/promotions/promotions-overview/).

For most accounts, promotions are created and managed at the **Company level** — the view that spans every organization and channel in your company — not within an individual organization or channel. You'll need to be a company admin. (A small number of long-standing accounts still use the older organization-level flow instead — if your Organization view has its own **Promotions** page with Templates/Promotions/Campaigns tabs, you're on that flow; see [How to Update the Character Limit on a Promotion Type](https://docs.tryletterhead.com/promotions/how-to-change-the-character-limit-on-a-promotion-type-1/) for what's different there.)

## Get started

From the Company view, click **Promotions**, then **Create campaign**. For the full walkthrough — the fields to fill in, activating a campaign, and viewing your promotions afterward — see [How to Use Company-Level Promotions](https://docs.tryletterhead.com/promotions/how-to-use-company-level-promotions/).

## Choose your ad types and placements first

Before creating a campaign, decide what [ad types](https://docs.tryletterhead.com/promotions/what-are-promotion-types/) you'll offer (text, image with text, banner, or [HTML](https://docs.tryletterhead.com/promotions/how-to-use-html-promotions/) for pasted ad tags or custom code) and where each should appear in a newsletter (Header, Hero Section, Mid-body, Bottom-body, or Footer).

## Place promotions in newsletters — or skip placement entirely

Once a promotion is scheduled, either:

- Add promotion placeholder blocks to your newsletter drafts yourself, selecting the matching zone for each block, so your scheduled promotion populates the slot automatically based on the send date; or
- Turn on **Auto Inject** and pick a position right in the campaign's own setup — no separate template step — so it drops into every send automatically, with no manual placement. See [How Auto Inject Works](https://docs.tryletterhead.com/promotions/how-to-use-auto-inject-for-promotions-in-newsletters/#how-it-works) for what each position means and how it behaves once it's on.

## Quick recap

1. Decide on ad types and locations.
2. From the Company view, create a **campaign** and add your promotion's content to it.
3. Include promotion blocks in your newsletter (or use Auto Inject) so sold ads populate automatically.

:::tip[Prefer to have it done for you?]
**Penpal** can list, reschedule, pause, or edit your promotions for you in conversation. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/). Promotions are typically admin/ad-manager territory — if you don't see the page, ask your admin.
:::


---

# How to Update the Character Limit on a Promotion Type

Source: https://docs.tryletterhead.com/promotions/how-to-change-the-character-limit-on-a-promotion-type-1/

> Adjust character limits on promotion templates — legacy organization-level promotions only. Company-level promotions have no equivalent setting today.

:::caution[Limited availability]
This applies only to the legacy organization-level promotions flow, which most accounts can no longer reach — it was replaced by [Company-Level Promotions](https://docs.tryletterhead.com/promotions/how-to-use-company-level-promotions/). There is currently no way to adjust a promotion's content character limit at the company level.
:::

On the legacy organization-level flow, each [promotion type](https://docs.tryletterhead.com/promotions/what-are-promotion-types/) has a character limit on its content, adjustable per template.

## Update the limit (organization level only)

1. At the Organization level, open **Promotions** and select **Templates**.
2. Find the template you want to change and edit it.
3. Update the **content character count** field to the limit you want.
4. Click **Update**.

New promotions created from that template will use the new limit.

## Related

- [What are Letterhead's default promotion types?](https://docs.tryletterhead.com/promotions/what-are-promotion-types/)
- [How to set up promotions in Letterhead](https://docs.tryletterhead.com/promotions/how-to-set-up-promotions-in-letterhead/)
- [Working in Promotions](https://docs.tryletterhead.com/promotions/promotions-overview/)

:::tip
Promotion templates are admin territory — if you don't see the **Templates** option, ask your admin.
:::


---

# How to Use Auto Inject for Promotions in Newsletters

Source: https://docs.tryletterhead.com/promotions/how-to-use-auto-inject-for-promotions-in-newsletters/

> Auto Inject places promotions in predefined newsletter spots automatically, including company promotions that inject into every send, with no manual drag-and-drop.

**Auto Inject** places promotions in your newsletters automatically, in a position you choose ahead of time — header, hero, mid-body, bottom-body, or footer. Letterhead handles the placement at send time, so there's no dragging promotion blocks into each edition. For everything else the Promotions area can do, see [Working in Promotions](https://docs.tryletterhead.com/promotions/promotions-overview/).

## Enable Auto Inject

You set up Auto Inject when creating or editing a **promotion template** at the Organization level:

1. Go to **Promotions → Templates** and create or edit a template.
2. Check **Auto Inject for newsletters**.
3. Choose a position: **Header**, **Hero Section**, **Mid-body**, **Bottom-body**, or **Footer**.
4. Save the template.

You still [create a Campaign and Promotion](https://docs.tryletterhead.com/promotions/how-to-set-up-promotions-in-letterhead/) from this template as usual — Auto Inject only affects newsletter placement.

## How it works

Once the promotion is created and scheduled, you don't add a promotion block manually. When a newsletter's send date falls within the promotion's scheduled dates, the promotion appears automatically in the template's position — in both the compose preview and the delivered email.

Auto-injected promotions are **locked in place** and can't be moved in the newsletter builder. That's intentional: it protects placements you've promised to advertisers. If you need flexible positioning, leave Auto Inject off and place promotion blocks manually — you can mix auto-injected and manually placed promotions in the same newsletter.

### Where each position lands

- **Header** — above the first section
- **Hero Section** — after the first block
- **Mid-body** — roughly a quarter of the way down the newsletter
- **Bottom-body** — roughly three-quarters of the way down
- **Footer** — just above the footer, after the last section

This logic keeps placement consistent even as newsletter structures vary.

## Auto-inject a company promotion into every send

[Company promotions](https://docs.tryletterhead.com/promotions/how-to-use-company-level-promotions/) can also auto-inject — into **every send** across your newsletters:

1. Open your company promotions and select the promotion.
2. Enable auto-inject.
3. Pick a placement (header, hero, mid-body, bottom, footer) or leave it at the default spot.

The promotion then appears in every newsletter's preview and delivered email automatically. You can change the placement or turn auto-inject off at any time from the promotion's settings.

## When to use Auto Inject

- You want consistent promotion placement across all newsletters
- You manage multiple advertisers and want a hands-off workflow
- You've pre-sold fixed promotion slots that don't change edition to edition
- You have a house ad or company promotion that should ride along in every send

## Related

- [Set up promotions in Letterhead](https://docs.tryletterhead.com/promotions/how-to-set-up-promotions-in-letterhead/)
- [Promotion lifecycle: clone, auto-expire, set inactive](https://docs.tryletterhead.com/promotions/promotion-lifecycle/)

:::tip[Prefer to have it done for you?]
**Penpal** can list, reschedule, pause, or edit your promotions for you in conversation. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::


---

# How to Use Company-Level Promotions

Source: https://docs.tryletterhead.com/promotions/how-to-use-company-level-promotions/

> Create, manage, and use Company-Level Promotions to run promotions across multiple organizations and channels from one place.

**Company-Level Promotions** let you run campaigns across multiple organizations and channels from one place. You'll need to be a **company admin** to use them. For everything else the Promotions area can do, see [Working in Promotions](https://docs.tryletterhead.com/promotions/promotions-overview/).

## Switch to the Company view

Use the organization/channel selector in the navigation and choose **Company**. This view spans every organization and channel in your company. (Don't see the Company option? Confirm you're a company admin.)

## Create a company-level promotion

1. From the Company view, click **Promotions** and then **Create campaign**.
2. Enter the details: campaign title, promoter name, channels, zone, and schedule dates.
3. Add the promotion content — headline, text, image or banner, and the promotion link. You can also choose the **HTML** type to [paste custom code or ad tags](https://docs.tryletterhead.com/promotions/how-to-use-html-promotions/).
4. Click **Activate**, or **Save as draft** to finish later.

## View and manage promotions

From the **Promotions** page you can see all company-level promotions in one list, check status, scheduled dates, impressions, and clicks, edit existing promotions, and export metrics. For deeper performance data, see [Promotions insights](https://docs.tryletterhead.com/promotions/promotions-insights/).

## Use company promotions in a newsletter

- Open a draft newsletter in any channel and add a **Promotion** block, selecting the appropriate zone. The newsletter automatically pulls the matching company-level promotion based on the send date.
- Or skip manual placement entirely: a company promotion can [auto-inject into every send](https://docs.tryletterhead.com/promotions/how-to-use-auto-inject-for-promotions-in-newsletters/), landing in the placement you choose (or the default spot).

If a promotion is scheduled for the send date but not placed in the newsletter, you'll see a warning during preview and scheduling — add the Promotion block, or continue without it.

## The promotion calendar

Company-Level Promotions include a **calendar view** showing when promotions run across your company: all scheduled promotions by date, which channels and zones each is assigned to, and gaps where a promotion is scheduled but not yet placed. It's a single timeline for reviewing upcoming and active promotions across organizations.

## FAQ

**What happened to organization-level promotions?** They're no longer used — create and manage all new promotions at the Company level.

:::tip[Prefer to have it done for you?]
**Penpal** can list your promotions and their schedules, and reschedule, pause, reactivate, or edit them for you in conversation. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::


---

# How to use HTML Promotions

Source: https://docs.tryletterhead.com/promotions/how-to-use-html-promotions/

> HTML Promotions let you add, schedule, and manage custom HTML creatives as a dedicated promotion type. Google Ad Manager ads need Ad Manager 360 newsletter tags — the free version only makes JavaScript tags, which don't run in email.

**HTML Promotions** let you add, schedule, and manage ad tags and custom creatives as a dedicated **HTML** promotion type. You can paste HTML directly into a promotion — including **Google Ad Manager** ad tags — and it renders correctly in your sent newsletter. HTML promotions use the same workflow, permissions, and reporting as your other [company promotions](https://docs.tryletterhead.com/promotions/how-to-use-company-level-promotions/), so ad networks, sponsored widgets, and other third-party creatives stay consistent and trackable from one place.

## Who can do what

- **Company Admins** create and control company-wide HTML promotions: add custom HTML as a promotion, assign it to channels, and schedule it through the existing company promotions workflow.
- **Organization and channel admins** can then add promotion blocks to any newsletter or template and select the correct zone so the right content appears.

## Set up an HTML promotion

1. Go to **Company → Promotions** and create a campaign.
2. Enter the campaign details: **Title**, **Promoter name**, **Channels**, **Zone** (where in the newsletter layout it should appear), and **Schedule**.
3. Under promotion **Type**, select **HTML** and paste your code into the editor field.
4. **Save as Draft** to finish later, or **Activate** to make it available. Active promotions appear in your promotions table.

## How your HTML is handled

Letterhead cleans pasted code for email safety while keeping the parts that matter:

- **Preserved** — links, images, click tracking (including ad click tracking), and basic HTML structure
- **Removed** — unsafe markup that could hurt deliverability or security

Your creative serves and tracks clicks as intended, and your newsletter stays safe. HTML promotions support most composer style settings, except heading styles.

## Using Google Ad Manager ads

You can run Google Ad Manager ads in an HTML promotion, but **only with Google Ad Manager 360** — the paid version. The free version of Google Ad Manager won't work for newsletter ads.

### Why the free version doesn't work

The free version of Ad Manager can only generate **JavaScript ad tags** (Google Publisher Tags). JavaScript doesn't run inside email: Gmail, Apple Mail, Outlook, and other email apps strip it out for security, so a JavaScript tag shows up as nothing at all in your delivered newsletter. This isn't specific to Letterhead — a JavaScript ad tag won't serve in any email.

For an ad to appear in a newsletter, it needs a **plain HTML tag**: essentially an image wrapped in a click-through link, with no script. Only Ad Manager 360 can produce tags in that format.

### Get a newsletter tag from Ad Manager 360

Ad Manager 360 lets you monetize email newsletters with targeted, image-based ad placements that track impressions inside your emails. Google's own guide walks through the setup: [Newsletter ads in Ad Manager](https://support.google.com/admanager/answer/14292448?hl=en).

1. In Ad Manager 360, turn on the newsletter feature from the **Advanced features** menu. If you don't see it, check with whoever administers your Ad Manager account or your Google account team.
2. Generate a **newsletter tag** for the ad placement you want to fill. This gives you HTML — an image and a link, with no script.
3. Copy that HTML and paste it into an **HTML** promotion in Letterhead, following the steps in [Set up an HTML promotion](#set-up-an-html-promotion) above.

If the code you've been given contains `<script>`, it's a JavaScript tag and won't display in email — you'll need the newsletter tag instead.

## FAQ

**Do HTML promotions get metrics?** Yes — metrics appear on the promotion's details page like any other company promotion. See [Promotions insights](https://docs.tryletterhead.com/promotions/promotions-insights/).

**Can I preview an HTML promotion?** Yes — a preview shows on the promotion details page.

For everything else the Promotions area can do, see [Working in Promotions](https://docs.tryletterhead.com/promotions/promotions-overview/).

:::tip[Prefer to have it done for you?]
**Penpal** can list, reschedule, pause, or edit your promotions for you in conversation. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::


---

# Promotion lifecycle: clone, auto-expire, set inactive

Source: https://docs.tryletterhead.com/promotions/promotion-lifecycle/

> Manage the promotion lifecycle by cloning existing promotions, marking them inactive, setting automatic expiration by date, or ending a running promotion early.

Letterhead makes it easy to reuse and retire promotions throughout their lifecycle: clone them, set them inactive, or let them expire automatically on a date you choose. These actions are available from a promotion's **Actions** menu. For everything the Promotions area can do, see [Working in Promotions](https://docs.tryletterhead.com/promotions/promotions-overview/).

## Clone a promotion

Cloning saves time when you want to run a similar promotion again with updated terms or targeting. From **Promotions**, open the **Actions** menu on the promotion, clone it, then review the copy's details — name, dates, offer terms — and save.

## Set a promotion inactive

Inactive promotions stop displaying to subscribers but keep their data and configuration for future reference. Open the promotion and switch it to inactive, and it leaves rotation. You can reactivate it later.

## Auto-expire by date

Set an end date on a promotion and it automatically becomes inactive on that date — no manual intervention needed. This pairs well with sold campaigns that have fixed run windows. Auto-expiry and early ending may need to be enabled for your account — contact support.

## End a running promotion early

You don't have to wait for a promotion's scheduled end date. Open the active promotion and mark it inactive from the **Actions** menu — it leaves rotation right away, and you can reactivate it later if plans change.

This is useful when:

- A promotional offer hits its capacity or goal ahead of schedule
- You need the slot for a higher-priority promotion
- Circumstances require pulling a campaign immediately

## Related

- [How to Set Up Promotions in Letterhead](https://docs.tryletterhead.com/promotions/how-to-set-up-promotions-in-letterhead/)
- [Promotions analytics](https://docs.tryletterhead.com/promotions/promotions-insights/)

:::tip[Prefer to have it done for you?]
**Penpal** can pause, reactivate, or reschedule a promotion for you in conversation. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::


---

# Promotions analytics

Source: https://docs.tryletterhead.com/promotions/promotions-insights/

> Track promotion performance across your account with company-level analytics showing impressions, clicks, CTR, your best-performing promotions and sends, and the Promotion Clicks card in your company analytics overview.

Promotions analytics is a company-level view showing which promotions are driving the most engagement across all your newsletters. It surfaces your top performers and gives you a full table of every promotion's metrics.

## How to get there

1. Open your **Company dashboard** in Letterhead.
2. Go to **Promotions** in the left nav.
3. Click the **Analytics** tab.

## Best Performing Promotions

At the top of the page, three cards highlight your standout promotions:

- **Most Efficient** — the promotion with the highest click-through rate (requires at least 100 impressions to rank).
- **Most Volume** — the promotion with the most total clicks.
- **Top Sends** — your best newsletter-and-promotion pairings, ranked by clicks.

### Top Performing Sends

The **Top Sends** card ranks individual sends — a specific newsletter paired with the promotion that ran in it — by total clicks. Each entry shows the newsletter's title, the promotion it carried (labeled "Promo:"), and the clicks that pairing drove; select one to open that newsletter. It's the fastest way to see not just which ads work, but which ads work in which newsletters, so you can lean into the pairings that land.

## All Promotions table

Below the cards, a paginated table lists every promotion with the following columns:

- **First Published** — when the promotion first went live
- **Title** — the promotion name
- **Promoter** — the advertiser or sponsor
- **Channels** — which newsletters it has run in
- **Zone** — the placement zone within the newsletter
- **Impressions** — how many times it was shown to subscribers
- **Clicks** — total clicks on the promotion link
- **CTR** — click-through rate (clicks ÷ impressions)

## The Promotion Clicks card in your company analytics

Your company analytics dashboard also carries a **Promotion Clicks** card in its overview section, alongside your other key newsletter performance indicators. It shows how many times readers clicked promotion links across all your newsletters during the date range you select:

- **Total clicks** — every promotion link click during the selected period
- **Trend indicator** — whether clicks rose or fell compared to the previous period of equal length

It's the at-a-glance view; the table above is where you go for per-promotion detail.

## Where else promotion performance shows up

- Each promotion's details page shows its own individual metrics, including for [HTML promotions](https://docs.tryletterhead.com/promotions/how-to-use-html-promotions/).
- Promotion link clicks also appear on individual contact profiles, so you can see who engaged.

For a full overview of the Promotions area, see [Working in Promotions](https://docs.tryletterhead.com/promotions/promotions-overview/).

:::tip[Prefer to have it done for you?]
**Penpal** can pull your promotion performance in conversation — try *"how are my promotions performing this month?"*. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::


---

# Using the 2-Column Promotion Block

Source: https://docs.tryletterhead.com/promotions/using-the-2-column-promotion-block/

> The 2-column Promotion block displays two promotions side by side, keeping multiple promotions in one section compact and visually balanced.

The **2-column Promotion block** is a layout option that displays two promotions side by side in a single row instead of stacked. Use it when you want multiple promotions in one section while keeping the layout compact and visually balanced.

It's still a single [promotion block](https://docs.tryletterhead.com/promotions/how-to-set-up-promotions-in-letterhead/) with one zone — turning on **2 columns** doesn't create two independently-assignable slots. Whatever promotions are scheduled into that block's zone for the newsletter's send date populate automatically and simply render two-per-row instead of one-per-row.

## Add a 2-column Promotion block

1. Open the newsletter draft where you want the promotions.
2. Add a **Promotion** block to your layout and assign it a zone, just like a standard promotion block.
3. Change the block's layout to **2 columns** — the scheduled promotions for that zone will display two-per-row instead of stacked.

## Related

- [How to Set Up Promotions in Letterhead](https://docs.tryletterhead.com/promotions/how-to-set-up-promotions-in-letterhead/)
- [How to Use Auto Inject for Promotions in Newsletters](https://docs.tryletterhead.com/promotions/how-to-use-auto-inject-for-promotions-in-newsletters/)
- [Working in Promotions](https://docs.tryletterhead.com/promotions/promotions-overview/)


---

# What Are Letterhead's Default Promotion Types?

Source: https://docs.tryletterhead.com/promotions/what-are-promotion-types/

> Letterhead ships four default promotion types — Text, Image with text, and Banner use required fields promoters complete; HTML lets you paste your own custom markup instead.

Letterhead ships four default promotion types. Each of the first three below has a set of fields that promoters complete when designing and scheduling promotions. Two fields are required in each of those three: a **promoter display name** (so promotions are always clearly labeled as such) and a **link address**. The 4th type, HTML, works differently — see its section below. The character and dimension limits shown below are the legacy organization-level template editor's defaults — see [Customizing promotion types](#customizing-promotion-types).

## Text

Text-only: the promoter's name, a heading, a short text section, and a call to action with a hyperlink.

- **Promoter display name** — up to 50 characters
- **Heading** — up to 50 characters
- **Call to action** — link text (up to 50 characters) plus the link address
- **Short text message** — up to 140 characters

## Image with text

Everything in the Text type, plus a square image.

- **Promoter display name** — up to 50 characters
- **Heading** — up to 50 characters
- **Call to action** — link text (up to 50 characters) plus the link address
- **Image** — 300×300 pixels, 150kb max; jpeg, png, or gif; alt text required (up to 50 characters)
- **Short text message** — up to 140 characters

## Banner

A wide clickable image with the promoter's name — the image itself links to the destination.

- **Promoter display name** — up to 50 characters
- **Link** — the image sends the reader to this address
- **Image** — 728×90 pixels, 150kb max; jpeg, png, or gif; alt text required (up to 50 characters)

## HTML

The 4th default type. Instead of filling in fixed fields, the promoter pastes custom HTML — including Google Ad Manager 360 newsletter tags — which Letterhead renders safely in the sent email. See [How to use HTML Promotions](https://docs.tryletterhead.com/promotions/how-to-use-html-promotions/) for what's supported and how it's sanitized.

## Showing a promotion on desktop, mobile, or both

In the composer's conditions section, set a promotion block to display all the time, on desktop only, or on mobile only — so a wide banner can run for readers at a desk while a compact version goes to phones in the same newsletter. The editor's desktop and mobile previews both honour the choice, and the delivered email follows it. Email apps that can't measure the screen (Outlook on Windows) show the desktop version, so a mobile-only block stays hidden there. The switch happens at the newsletter's own mobile width. Two-column promotion blocks are covered; a promotion nested inside a multi-column layout is not.

## Customizing promotion types

You can configure which default types you use, rename them, and set their inventory and placement per edition.

Other attributes — like [text character limits](https://docs.tryletterhead.com/promotions/how-to-change-the-character-limit-on-a-promotion-type-1/) — are edited on a promotion **template**, which only exists on the legacy organization-level promotions flow. Company-level promotions don't have a template to customize these on today.

For everything the Promotions area can do, see [Working in Promotions](https://docs.tryletterhead.com/promotions/promotions-overview/).


---

# Working in Promotions

Source: https://docs.tryletterhead.com/promotions/promotions-overview/

> Page-guide for the Promotions area — tabs, capabilities, and where things live.

**Promotions** is where you monetize newsletters: set up ad templates, create campaigns, and place sponsorships across your channels. The page has three tabs.

:::tip[Prefer to have it done for you?]
**Penpal** can list, reschedule, pause, or edit promotions for you in conversation — either from the in-app panel or from a connected AI client. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/). See [Manage your promotions with the AI assistant](https://docs.tryletterhead.com/ai-agents/manage-promotions-with-the-ai-assistant/) for everything it can do.
:::

## Promotion Schedule

A calendar view of all your scheduled promotions across channels. Place promotions manually, use the **2-column Promotion block** for side-by-side layouts, or turn on **Auto Inject** to insert promotions into predefined spots (header, hero, mid-body, bottom, footer) without drag-and-drop. Company-level promotions can auto-inject into every send.

## Campaigns

A list of all your campaigns with search and filtering. Create new campaigns, manage existing ones, and edit organization-wide campaigns centrally. **Company-Level Promotions** let you run campaigns across multiple channels from one place.

Use the filter menu to narrow the list by channel, promoter, status, promotion type (banner, text-only, text-plus-image), or placement zone (the lettered slots A through J). Filters persist in the URL, so a filtered view survives a refresh and can be shared as a link.

Letterhead ships four default **promotion types**, each with required fields for promoters to complete. **HTML promotions** support custom code — including Google Ad Manager 360 newsletter tags — rendered safely in the sent email. Letterhead cleans the pasted markup for safety, stripping scripts and other unsafe parts while keeping your links, images, and the ad's own click tracking intact — so a pasted ad serves and counts its clicks the way it's meant to. See [How to use HTML Promotions](https://docs.tryletterhead.com/promotions/how-to-use-html-promotions/). To reuse a promotion's HTML in another tool, open its **Actions** menu and choose **Get embed code**.

## Analytics

Tracks impressions, clicks, and click-through rate company-wide — see which promotions are driving the most engagement. The insights view ranks your promotions by how well they're doing — your top performers by click-through rate, your most-clicked promotions, and the newsletter-and-promotion pairings that drew the most engagement, all in one place. [Learn more about Promotions analytics](https://docs.tryletterhead.com/promotions/promotions-insights/).

## Lifecycle

Clone promotions, set them inactive, auto-expire by date, or end a running promotion early from the **Actions** menu. When a promotion is running with auto-expire turned on, you can mark it inactive yourself before its scheduled end — pulling it out of rotation right away instead of waiting for the expiry date; this may need to be enabled for your account — contact support. Promotion clicks also appear in your company analytics and on individual contact profiles; the Promotion Clicks card in the company analytics overview includes a period-over-period comparison so you can track whether promotion engagement is trending up or down.

## Who sees what

Promotions is admin/ad-manager territory — contributors typically won't see it. If an option isn't visible, check with your admin.

## What this page doesn't cover

Newsletter content and layout live in **Emails**; audience targeting lives in **Audience**; company analytics live in **Analytics**.


---

# Send transactional email

Source: https://docs.tryletterhead.com/transactional-email/send-transactional-email/

> Send transactional emails (receipts, confirmations, notifications) separately from your newsletter campaigns, check whether each one was sent, refused, delivered or bounced, and track performance by tag.

Letterhead's **transactional email** feature lets you send triggered or one-off transactional messages — receipts, confirmations, notifications — separate from your regular newsletter sends. Transactional email is an early access feature: it has to be enabled for your company, so ask your administrator or contact Letterhead support if you don't see it.

## What transactional email is for

Newsletters go to your whole audience or a segment on a schedule you choose. Transactional emails typically go to a single recipient, triggered by something they did — a purchase, a signup, a password reset. Because they're expected by the recipient, they're sent independently of your newsletter campaigns.

## Organize sends with tags

**Tags** let you group related transactional sends (for example, `receipt` or `welcome`) so you can analyze performance by type later. Every tagged send rolls up into per-tag metrics.

## Track performance

Once transactional email is enabled, a **Transactionals** page appears under **Newsletters**, showing engagement metrics for your transactional emails rolled up by tag — sends, open rate, click rate, bounce rate, spam rate, refused count, and last sent time. You can [view performance metrics for your transactional emails](https://docs.tryletterhead.com/transactional-email/view-performance-metrics-for-transactional-emails/) there, or [ask the AI assistant](https://docs.tryletterhead.com/transactional-email/view-performance-metrics-for-transactional-emails/#prefer-to-just-ask) for send counts and engagement rates grouped by tag over any date window.

## Check what happened to a send

When you send a transactional email through the API, the response includes a `uniqueId` for that send. Use it to look the send up later and see where it stands:

`GET /api/v3/transactionals/{uniqueId}`

The lookup only returns sends from your own company. The response has a `status`, a `reason` and an `updatedAt` time. `status` is one of:

- `queued` — Letterhead has the email and is about to hand it off.
- `accepted` — our sending provider took the email.
- `refused` — the provider would not send it. `reason` holds the provider's `code` and `message`.
- `delivered` — the email reached the recipient's mail server.
- `bounced` — the recipient's mail server sent it back. `reason` holds the bounce `code` and `message`.
- `spam_complaint` — the recipient reported the email as spam.

`reason` is empty unless the email was refused or bounced. A refused or bounced email often comes down to the recipient's address, so the reason is there to help you fix it on your side.

You can also see the status of each send on the Transactionals page — see [View performance metrics for transactional emails](https://docs.tryletterhead.com/transactional-email/view-performance-metrics-for-transactional-emails/#see-each-send-and-why-one-was-refused).

## Related

- [View performance metrics for transactional emails](https://docs.tryletterhead.com/transactional-email/view-performance-metrics-for-transactional-emails/)
- [Ask the AI assistant about transactional email performance](https://docs.tryletterhead.com/transactional-email/view-performance-metrics-for-transactional-emails/#prefer-to-just-ask)


---

# View performance metrics for transactional emails

Source: https://docs.tryletterhead.com/transactional-email/view-performance-metrics-for-transactional-emails/

> See sends, open/click/bounce/spam rates and refused counts for your transactional emails, each send's status and reason, or ask the AI assistant for metrics grouped by tag.

You can track the performance of your transactional emails — receipts, password resets, and other automated messages — all in one place.

:::note[Availability]
This capability may need to be enabled for your account — contact support if you don't see it.
:::

## Viewing transactional email metrics

For each type of transactional email you send, you can see:

- **Sends** — total number of emails sent
- **Open rate** — percentage of recipients who opened the email
- **Click rate** — percentage of recipients who clicked links in the email
- **Bounce rate** — percentage of emails that failed to deliver
- **Spam rate** — percentage of emails marked as spam
- **Refused** — how many emails the sending provider would not send (a count, not a percentage)
- **Last sent** — when this email type was most recently sent

## Filtering your data

Use the search and date filtering options to focus on specific transactional email types or time periods.

This helps you identify delivery issues, measure engagement with automated messages, and ensure your transactional emails are reaching your audience effectively.

## See each send and why one was refused

Under each tag, choose **Show sends** to open a list of that tag's newest 100 sends in the date range you've selected. Each row shows the send ID, its status — queued, accepted, refused, delivered, bounced, or marked as spam — the reason for any refused or bounced email, and when it was last updated. Choose **Hide sends** to close the list. Changing the date range closes any open list, so you never see rows from the previous range.

The send ID is the same `uniqueId` your send request returned, so you can match a row to a specific email. Developers can also [look a send up through the API](https://docs.tryletterhead.com/transactional-email/send-transactional-email/#check-what-happened-to-a-send).

## Prefer to just ask?

You can also ask Letterhead's AI assistant how your transactional emails are performing, and get the same metrics grouped by **tag** for any date range.

1. [Connect an AI client](https://docs.tryletterhead.com/integrations/connect-ai-tools-mcp/) such as Claude Desktop to Letterhead's MCP server.
2. Ask in plain language, for example:
   - "How are my transactional emails doing this month?"
   - "Show me password reset email performance for the last week"
   - "How did receipts perform in June?"

The assistant returns send counts, open rates, click rates, bounce rates, and spam rates, grouped by tag. Mention a specific time period in your question to get metrics for a custom date range.

## Related

- [Send transactional email](https://docs.tryletterhead.com/transactional-email/send-transactional-email/)
- [Working with Penpal, Letterhead's AI assistant](https://docs.tryletterhead.com/ai-agents/edit-your-newsletter-in-conversation-with-the-assistant/)


---

# Audience Profile Activity Log

Source: https://docs.tryletterhead.com/audience/audience-profile-activity-log/

> View each contact's engagement — newsletter opens, link clicks, promotion clicks, bounces, Stripe purchases, and IP activity — from their profile page.

Every contact's profile gives you an individual-level view of engagement. Profile details sit on one side of the page; the **activity log** sits alongside them. For everything else you can do on the Audience page, see [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/).

:::tip[Prefer to have it done for you?]
**Penpal** can answer audience questions for you in conversation — for example, *"how has subscriber growth looked over the last 30 days?"* [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## What the activity log shows

- **Opens and clicks** — every newsletter open and link click, which you can filter by **Opens** or **Clicks**, sort by **Newest** or **Oldest**, and search by newsletter or link.
- **Bounces** — hard and soft bounces appear in the timeline with the reason reported by the mail server and the date it happened. See [Understanding bounces](https://docs.tryletterhead.com/audience/understanding-bounces/).
- **Purchases** — purchases made through a connected Stripe account appear with the product name, not just the amount paid.
- **IP addresses** — each open and click shows the IP address Letterhead saw for it, and the profile details show the most recent IP address for the contact. Automated opens and clicks from mailbox-provider prefetch and security scanners are excluded, so the addresses reflect real activity.

Clicking a link entry takes you to the link the reader clicked; clicking a newsletter entry takes you to that newsletter's metrics.

## The engagement summary

The profile's engagement card totals up the contact's:

- **Opens**
- **Clicks**
- **Promotion clicks** — how many promotional links or ads they've clicked, useful for understanding which readers respond to sponsored content
- **Bounces** — hard and soft bounce counts

## Other things you can do from a profile

- Add or edit **tags** on the contact.
- Edit profile details — see [How to View or Edit an Audience Member](https://docs.tryletterhead.com/audience/view-edit-audience-member/).
- Review which newsletters the contact is suppressed from and why — see [View suppression status and reasons](https://docs.tryletterhead.com/audience/view-suppression-status-and-reasons-on-a-contact-profile/).
- See inferred [reader interests](https://docs.tryletterhead.com/audience/view-reader-interests-on-subscriber-profiles/).

## Frequently asked questions

**When does the data start recording?**
The activity log records from the moment the Audience Profile page launched. Opens and clicks from before then don't appear.

**How long is data kept?**
Activity data is kept for up to 12 months per contact.

**Who can access this feature?**
Anyone with permission to view audience profiles, including **Organization Admins** and **Channel Admins**. If you don't see a profile, ask your admin.


---

# Can I Subscribe the Same Audience to a New Newsletter?

Source: https://docs.tryletterhead.com/audience/can-i-subscribe-the-same-audience-to-a-new-newsletter/

> What the law allows when emailing existing subscribers about a new publication — and the best practice we recommend.

If you're launching a new newsletter and already have an audience, here's what the law allows — and what we recommend.

## What U.S. law allows (CAN-SPAM)

Under the CAN-SPAM Act there is **no affirmative opt-in requirement** for commercial email in the United States. You may email existing subscribers about a new newsletter as long as:

- The email accurately identifies you as the sender.
- It includes your valid physical mailing address.
- It includes a clear, easy way to unsubscribe.
- You honor unsubscribe requests within **10 business days**.

Subscribers **always retain the right to opt out**, and some U.S. states have additional email solicitation rules — confirm your approach aligns with any applicable state-level regulations.

## Important note for EU and UK subscribers (GDPR)

If a recipient is in the **European Union or UK**, **consent is required** before subscribing them to a new newsletter. Automatically adding them without consent is not GDPR-compliant.

## Recommended best practice

Even when legally permitted, auto-subscribing people to a new newsletter can hurt engagement and deliverability.

### Option 1: Promote the new newsletter (best practice)

Promote the new publication inside your existing newsletter with an in-house ad, banner, or callout so readers **voluntarily subscribe**. This typically brings higher engagement, fewer spam complaints, and better long-term deliverability.

### Option 2: Send it with clear disclosure

If you do send the new newsletter to your existing audience:

- Explain **why recipients are receiving it** (they subscribed to your existing newsletter).
- Make clear what the new newsletter is about.
- Include a **clear and easy way to unsubscribe** from it.

## Summary

- CAN-SPAM allows commercial email without prior opt-in, provided unsubscribe rules are followed.
- Subscribers always have the right to opt out.
- EU/UK subscribers require explicit consent.
- Best practice is to invite subscribers to opt in rather than adding them automatically — when unsure, opting in is the safest path.

See also [What Happens When Someone Unsubscribes From Your Newsletter?](https://docs.tryletterhead.com/audience/what-happens-when-someone-unsubscribes-from-your-newsletter/)


---

# Custom fields for contacts

Source: https://docs.tryletterhead.com/audience/custom-fields-for-contacts/

> Create custom fields on your contacts (like city or subscription plan) for advanced segmentation and personalized email content, and see what happens when a value looks like sensitive information such as a card number.

Custom fields store additional data on each contact — company, location, subscription tier, birthday, or anything else worth knowing about your audience — beyond Letterhead's built-in [profile fields](https://docs.tryletterhead.com/audience/how-profile-fields-work/). Use those values to build [segments](https://docs.tryletterhead.com/audience/user-tags-and-segments/) and personalize newsletter content with [personalization tags](https://docs.tryletterhead.com/audience/personalization-tags/).

## How custom field values get filled

- **Signup forms** — answers readers provide in extra fields when subscribing through your [signup form](https://docs.tryletterhead.com/audience/manage-all-your-signup-pages-and-subscribe-forms/) save directly to their contact record. See [Save signup form responses to contact records](https://docs.tryletterhead.com/audience/save-signup-form-responses-to-contact-records/).
- **CSV import** — if your CSV includes columns matching existing custom field names, Letterhead populates those values automatically during [import](https://docs.tryletterhead.com/audience/csv-upload/). On the company-wide Contacts importer, a column that matches no field can also be [kept as a new custom field](https://docs.tryletterhead.com/audience/csv-upload/#keep-columns-that-dont-match-a-field) while you import; on the classic per-channel importer you can't create new fields via import.
- **API and Zapier** — update field values programmatically through the [Zapier integration](https://docs.tryletterhead.com/integrations/zapier/) or the Letterhead API.
- **Manually** — edit values on any contact from [their profile](https://docs.tryletterhead.com/audience/view-edit-audience-member/).

You can create custom fields for your account yourself — for example, a field to store a subscriber's birthday. From your Audience page, open the **Settings** tab, find **Custom Fields**, and click **Add field** to name it and choose its type.

## Use custom fields in segments

Custom fields appear as conditions when you [create or edit a segment](https://docs.tryletterhead.com/audience/user-tags-and-segments/) — for example, `city equals New York` — and can be combined with tags using **ANY**/**ALL** logic.

## Use custom fields in email content

Reference a field in your newsletter with a [personalization tag](https://docs.tryletterhead.com/audience/personalization-tags/), optionally with a default value for contacts missing the field.

## When a value looks like sensitive information

Some data doesn't belong in a contact record. Letterhead replaces custom field values that look like payment card numbers, US social security numbers, or similar sensitive details with a clear placeholder — so a field that held a card number will read something like *"[REDACTED: possible credit card number]"* the next time you open that contact. That applies whether the value came through a signup form, the API, Zapier, a CSV import, a connected tool, or was entered by hand, and anything already stored is cleaned up overnight.

A few things worth knowing if you come across one:

- **The original value isn't kept anywhere.** That's the point: it's removed so it isn't stored, rather than hidden. Letterhead can tell you which field was cleared, when, and what kind of information it looked like — but not what it said.
- **It can't be undone.** If the value was something you still need, re-enter it. You'll have it already, since the information came from you.
- **Occasionally it catches something innocent.** A long order number or tracking number can happen to look like a card number. If that keeps happening on a field, it's worth a word with support.

If a value was cleared and you're not sure why, support can look up which of that contact's fields were affected and when.

## Reserved system fields

Letterhead maintains read-only system fields prefixed `__lh.` — such as the subscriber's mailbox provider and engagement state. You can segment on these fields but can't edit or delete them.

## Related

- [What are audience profile fields?](https://docs.tryletterhead.com/audience/how-profile-fields-work/) — the full list of built-in fields.
- [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/)


---

# Deleting audience members and their contact details

Source: https://docs.tryletterhead.com/audience/why-deleting-audience-members-is-not-supported/

> Audience members can't be deleted, for CAN-SPAM compliance. Classic per-channel audiences can replace their whole list with a Delete & Overwrite import; on company-wide Contacts, request a targeted deletion or a legal/compliance removal (e.g. GDPR) through support.

At Letterhead, compliance with email regulations like **CAN-SPAM** is a top priority — which is why audience members can't be deleted.

## Why?

Letterhead retains unsubscribed emails to prevent them from being accidentally re-added to future lists. Deleting them could lead to accidental re-subscriptions, which would violate CAN-SPAM rules.

## What you can do

- **Unsubscribe properly** — encourage readers to use the unsubscribe link in each newsletter, which removes them from your active list. See [What Happens When Someone Unsubscribes?](https://docs.tryletterhead.com/audience/what-happens-when-someone-unsubscribes-from-your-newsletter/)
- **Mass-delete contact details** — while members themselves can't be deleted, their contact details can be removed in bulk. See below.
- **Need a full removal?** For legal or compliance-related deletions (such as GDPR requests), email support@tryletterhead.com and the team will handle it while ensuring continued compliance. See also [How to Submit Data Requests](https://docs.tryletterhead.com/faq/how-to-manage-audience-data-requests-dsrs/).

## Delete your entire audience list yourself

If importing a CSV asks you to choose an **Import Type**, you're on the classic per-channel audience, and the **Delete & Overwrite** type removes all existing contacts and replaces them with the list you import:

1. Go to the **Audience** tab.
2. Open the dropdown next to **Add contact** and select **Import CSV**.
3. When asked for the **Import Type**, choose **Delete & Overwrite** (rather than **Add & Update**).

See [How Do I Import Subscribers?](https://docs.tryletterhead.com/audience/csv-upload/) for the full import flow.

**Important:** this replaces everything, so double-check the file you're importing.

If instead your **Audience** page shows a single **Add contact** button with a separate **Imports** dropdown (**New Import** / **Import History**) and no Import Type prompt, you're on the newer company-wide Contacts experience — every import there adds and updates, and there's no self-service way to replace your whole list. Request a [targeted mass deletion](#request-a-targeted-mass-deletion) below, or, for a legal or compliance removal, see "Need a full removal?" above.

## Request a targeted mass deletion

If you need to delete a large set of subscribers *without* overwriting your whole list, [submit a support ticket](https://docs.tryletterhead.com/support/contact-support/) and the team will handle it.

For more detail, review the [CAN-SPAM guidelines](https://www.ftc.gov/business-guidance/resources/can-spam-act-compliance-guide-business) on unsubscribe compliance, or see [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/) for the rest of the Audience toolkit.


---

# Do I need to warm up and verify emails prior to my first send with Letterhead?

Source: https://docs.tryletterhead.com/audience/sending-email-addresses/

> Warming up an IP prior to sending with Letterhead is not required — plus optional strategies if your list may contain many dead addresses, and what the paid, opt-in Recipient Validation feature does and doesn't cover.

No. All customers can start sending without warming up their lists — Letterhead sends from already-warm IP pools, so deliverability should be good from your very first send.

## What happens on your first send

Letterhead does not automatically check every address before it sends. That's a separate paid feature, [Recipient Validation](https://docs.tryletterhead.com/settings/letterhead-recipient-validation/), which your Account Manager can turn on for you. It validates addresses added by import, embed form, or archive signup as a daily background job — it doesn't run at the moment you send.

Without Recipient Validation, if your list has many dead emails you may see a high bounce count in your first newsletter's metrics, and those bounces can affect your sender reputation. It's worth using one of the cautious strategies below for a list you're unsure about.

Two caveats:

- Even with Recipient Validation on, it doesn't confirm that a person **deliberately opted in** — only that the address itself is real. If you're unsure about consent, make your first send a re-opt-in email so recipients can easily unsubscribe.
- There's no way to manually trigger a check of your list inside Letterhead before a send — Recipient Validation (if enabled) runs on its own schedule, not on demand.

## Optional: a cautious warm-up strategy

If you suspect a high number of dead addresses, you can ramp up gradually — for example, daily sends of 10k, then 20k the following week, then 50k, until you reach your full list.

## Optional: the pending opt-in approach

1. [Import](https://docs.tryletterhead.com/audience/csv-upload/) your subscribers with a `Pending` tag.
2. Create a [segment](https://docs.tryletterhead.com/audience/user-tags-and-segments/) — e.g. "Pending-Opt-in" — of subscribers with that tag.
3. Make your first send a re-opt-in email to that segment only, letting readers know they're subscribed and can unsubscribe if they no longer want the email. Send it from your new Letterhead account so it comes from your new sending address.

## Related

- [Understanding bounces](https://docs.tryletterhead.com/audience/understanding-bounces/)
- [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/)


---

# Export your audience

Source: https://docs.tryletterhead.com/audience/export-your-audience/

> Export your subscriber list from the Audience view, whole or narrowed to a custom segment, and see roughly how long a large export takes and, for API or Penpal exports, how far along it is.

Export your audience data for use in external tools, analytics platforms, or backups — no need to rebuild your list by hand when you want to work with it elsewhere.

:::tip
Curious what Penpal can help with? [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Export all contacts or a segment

From the **Audience** view you can export your whole list, or narrow the export to a custom [segment](https://docs.tryletterhead.com/audience/user-tags-and-segments/) first. Select the segment, then use the **Export** option.

The built-in [Smart Engagement-Based Segments](https://docs.tryletterhead.com/audience/engagement-based-segments/) — Active Openers, Active Clickers, and Inactive Subscribers — aren't currently available as an export scope. If you need that data, export your whole list and filter it afterward in a spreadsheet or analytics tool.

## How long an export takes

Exports are built in the background and the file is emailed to you when it's ready, so a big list can take a while. When you start an export, the confirmation tells you roughly how long the file will take to reach your inbox, sized to how many contacts your filters match — for example "usually ready in about 1 to 2 hours". It's a range, not a promise.

If you start an export through the API or ask Penpal to start one, you get the same estimate. While it runs, checking on the export shows how far along it is and an updated estimate based on how quickly it has actually been moving, until the file is ready and you get a download link.

## Related

- [Import subscribers](https://docs.tryletterhead.com/audience/csv-upload/) — bring contacts back in, or into another account.
- [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/)


---

# How can I add a subscriber to my account?

Source: https://docs.tryletterhead.com/audience/add-subscriber/

> Add single or multiple subscribers to your Audience list using the method that suits your workflow.

There are several ways to add subscribers, one at a time or in bulk. For everything else you can do with contacts, see [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/).

:::tip[Want a quick read on your audience?]
**Penpal** can give you audience performance rollups in conversation — for example, *"how did my audience grow this month?"* [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Add a single subscriber manually

1. Go to **Audience** in the left navigation.
2. Click **Add Contact**.
3. Enter the subscriber's details — email address, name, status, tags — and click **Submit**.

## Let readers sign up themselves

- **Signup pages and embed forms** — every signup page and subscribe form you host lives in one list with live previews, an embed snippet for your website, and an inline editor. See [Manage all your signup pages and subscribe forms](https://docs.tryletterhead.com/audience/manage-all-your-signup-pages-and-subscribe-forms/). Extra fields readers fill in [save to their contact record](https://docs.tryletterhead.com/audience/save-signup-form-responses-to-contact-records/).
- **Archive page** — when your archive is visible (the **Newsletter Visibility** toggle under **Settings → Sending emails → Archive Visibility**), readers can browse past newsletters and subscribe right there. This section only appears for channels sending through Letterhead's own email connection.

Depending on your organization's double opt-in **Audience Policy**, new signups may land in [Pending Confirmation](https://docs.tryletterhead.com/audience/confirmation-emails/) until they verify.

## Add subscribers in bulk

- **[CSV import](https://docs.tryletterhead.com/audience/csv-upload/)** — the guided importer maps your columns to Letterhead fields and validates rows.
- **[Zapier](https://docs.tryletterhead.com/integrations/zapier/)** — add, update, and tag contacts from any Zap, including [company-level audience management](https://docs.tryletterhead.com/integrations/zapier/).
- **Letterhead API** — add subscribers programmatically; see the API documentation.


---

# How Do I Import Subscribers?

Source: https://docs.tryletterhead.com/audience/csv-upload/

> Format your CSV, choose an import type, map your columns to Letterhead fields, and validate rows with the guided importer. On the company-wide Contacts importer, keep columns that match no field as new custom fields and the same import fills them.

Letterhead's guided CSV importer maps your file's columns to Letterhead fields, validates rows before anything is saved, and updates existing contacts automatically. You can import `.csv` files as well as Excel files (`.xls`/`.xlsx`).

:::tip[Prefer to have it done for you?]
**Penpal** can help prepare or troubleshoot an import for you in conversation — for example, *"why did my CSV import fail?"* [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Prepare your file

Include these columns:

- **Email Address** — required.
- **Subscription Status** — optional. Enter one of these words (not case-sensitive): **Subscribed**, **Not Subscribed**, **Unsubscribed**, **Cleaned**, **Disengaged**, or **Pending Reengagement**. Leave it blank, or enter anything else — including a number — and the row is imported as **Unsubscribed**, not left untouched, so don't guess if you're not sure of the exact word.
- **Tags** — optional. Separate multiple tags with a `|` symbol (for example `employee|subscriber|IT-Department`). Tags can't contain spaces — use dashes instead, e.g. `VIP-Guest-List`.
- Any [custom fields](https://docs.tryletterhead.com/audience/custom-fields-for-contacts/) you want to fill, and — **if you're on the classic per-channel audience** — any [profile fields](https://docs.tryletterhead.com/audience/how-profile-fields-work/) too. Columns matching existing field names are populated automatically. On the classic per-channel importer you can't create new fields during an import; on the company-wide Contacts importer you can [keep a column that matches no field](#keep-columns-that-dont-match-a-field) as a new custom field. **On the newer company-wide Contacts experience**, column mapping only offers Email, First Name, Last Name, Tags, a status column per channel, and your own custom fields — the built-in profile fields aren't mapping options there.

## Run the import

1. Go to **Audience**, open the dropdown on **Add contact**, and select **Import CSV**.
2. Choose an import type — **Add & Update** (new contacts are added; contacts whose email already exists have their status and tags updated from the CSV) is always offered. If you're on the classic per-channel audience, you'll also see **Delete & Overwrite**, which deletes all current contacts and replaces them with the imported list — use with care; see [Mass Deletion of Subscriber Contact Details](https://docs.tryletterhead.com/audience/why-deleting-audience-members-is-not-supported/#delete-your-entire-audience-list-yourself). On the newer company-wide Contacts experience, only Add & Update is available.
3. Upload your file (or drag and drop it).
4. **Map columns** — match each column in your file to a Letterhead field. On the classic per-channel importer, unmapped columns are skipped. On the company-wide Contacts importer, you'll get a chance to [keep them](#keep-columns-that-dont-match-a-field) after you click Import.
5. **Review & finalize** — the importer highlights any validation errors and lets you edit values in place. If your Subscription Status column has numbers, blanks, or any spelling other than the words listed above, use **Find and replace** to convert them before finishing — otherwise those rows will import as Unsubscribed.
6. Click **Import**.

The import runs in the background. Organization/brand administrators receive a confirmation email when it completes, and the new subscribers appear on the **Audience** page.

## Import at the workspace level

The steps above import into a single channel. To seed subscribers across **all** of your newsletters from one file, run the import from the workspace level instead: go to **Audience → Contacts → Imports**.

For a workspace import, your CSV needs **one column for every newsletter**, identified by the channel's **slug**. Each of those columns holds that contact's subscription status for that channel — enter **1** for **Subscribed**, **2** for **Not Subscribed**, or **3** for **Unsubscribed**. Leave a cell blank, or enter any other value, and that channel's existing status for the contact is left unchanged — it's not treated as a request to exclude them.

So alongside **Email Address**, add one column per channel slug and fill in the per-channel status on each row, then map each channel column during the import. The rest of the flow — import type, mapping, and validation — works the same as a single-channel import.

## Keep columns that don't match a field

On the company-wide Contacts importer, a column you didn't match to a contact field isn't silently dropped. After you click **Import**, Letterhead lists every such column with a few example values from your file, and you choose what to keep. A file where every column matched goes straight through, with no extra step.

1. Tick **Keep** next to each column you want. Anything you leave unticked is skipped.
2. Check the **Field type** for each one. Letterhead suggests a type from your values; ZIP codes and phone numbers are suggested as text so their leading zeros survive.
3. Click **Keep N columns and import**. Letterhead creates a custom field for each kept column, named after its header, and the same import fills it in — you don't upload the file again. To skip them all, click **Import without these columns**.

A few things worth knowing:

- **If you already have a custom field with that name**, the column goes into it — the list says *Goes into your existing field* and the type is the field's own.
- **Some names can't be kept**, because Letterhead already uses them (for example *Source*, *Tags*, *Phone*, or one of your channel slugs). Rename the column in your file and import again to keep it.
- **A cell that doesn't fit its field's type is left out**, and that contact still imports with everything else. That includes empty cells, a number with a leading zero or a `+`, and a date that isn't one complete calendar day.
- **If another column you mapped already feeds that field**, its value wins on each row; the kept column only fills the rows where it's empty.
- You can keep up to 50 columns per import.

**Closing the window doesn't decide anything.** The import waits in Import History as **Needs field setup**, with nothing imported yet, until you choose its columns or cancel it. When you next open the importer, Letterhead offers to continue it. See [Finish an import that's waiting on you](https://docs.tryletterhead.com/audience/audience-import-history-and-retrying-a-failed-import/#finish-an-import-thats-waiting-on-you).

## Related

- [How can I add a subscriber to my account?](https://docs.tryletterhead.com/audience/add-subscriber/) — all the ways to add contacts, one at a time or in bulk.
- [Export your audience](https://docs.tryletterhead.com/audience/export-your-audience/)
- [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/)
- [See your audience import history and retry a failed import](https://docs.tryletterhead.com/audience/audience-import-history-and-retrying-a-failed-import/) — for imports run from your company's Contacts page.


---

# How do tags and segments work?

Source: https://docs.tryletterhead.com/audience/user-tags-and-segments/

> Organize contacts with tags — individually, in bulk, or by who opened or clicked a newsletter — build segments from tags, profile fields, and engagement (including rolling time windows), edit or delete them, copy any segment's ID, and target newsletters to specific groups.

**Tags** are simple labels you apply to contacts — "Dog-Lovers", "Paid-Members" — to organize them by interest, topic, or anything else. **Segments** are dynamic groups built from tags, profile fields, and behavior, which you can pick as the audience when scheduling a newsletter. For everything else on the Audience page, see [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/).

:::tip[Prefer to have it done for you?]
**Penpal** can build segments and apply tags for you in conversation — for example, *"build a segment of new signups"* or *"build a segment of everyone who opened in the last 30 days."* [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Creating and applying tags

Create tags from **Audience > Tags** with the **Create tag** button — give each a name and a color. What a tag name can contain depends on how your account sends. If it sends through the company audience, names can use letters, numbers, spaces, hyphens, and underscores; Letterhead stores them in lowercase and turns spaces into hyphens, so `VIP Guest List` is saved as `vip-guest-list`. On a newsletter's original audience page, tag names can't contain spaces — use dashes instead (e.g. `VIP-Guest-List`).

Apply them:

- **Individually** — click a member's row in your Audience table to open their full profile, then use the Tags panel there to search and select tags — no separate save step, changes apply as you make them.
- **In bulk** — on the Audience page, use the checkboxes to select individual members, or the header checkbox to select everyone on the current page (you can also check **Select all** to include members beyond the current page). Click **+ Add Tag**, choose one or more existing tags — or type a new tag name to create it and include it — then click **Add** to apply to everyone selected. Bulk actions change many members at once, so review your selection before applying.
- **By engagement** — tag readers who opened or clicked a specific newsletter straight from its metrics page. See below.

### Tag readers who opened or clicked a newsletter

You can apply or create tags for readers who engaged with a specific newsletter, directly from that newsletter's metrics page — building engagement-based groups without switching views. The tag is added to those contacts in your audience right away.

:::note[Availability]
This capability may need to be enabled for your account — contact support if you don't see it.
:::

1. Open the metrics page for any sent newsletter.
2. Use the tagging option in the engagement metrics to target readers who **opened**, **clicked**, or both.
3. Select an existing tag or create a new one, then apply it.

It's handy for follow-up campaigns (tag everyone who clicked a product announcement, then send them a discount code), engagement scoring across multiple newsletters, comparing readers by which newsletter or variant they engaged with, and event reminders.

## Creating segments

Segments group subscribers based on criteria such as tags, profile fields, and engagement. **As you add and adjust rules, a running count shows how many contacts match** — so you can tune the segment until it reaches the group you want, without saving first. The count covers every kind of rule — tags, profile details, engagement, location — and tells you plainly if it can't be calculated just then, rather than showing a zero.

1. Go to **Segments** under the Audience menu and click **Create segment**.
2. Name the segment and choose how criteria are matched:
   - **Any** — subscribers match *any* of the criteria (OR logic), e.g. tagged `Sports` OR `Fitness` OR `Gym`.
   - **All** — subscribers must match *all* criteria (AND logic), e.g. tagged `Sports` AND custom field = `Sports Enthusiast`.
3. Click **Add criteria** to choose and add rules:
   - **Tag conditions** — choose **in** (has the tag) or **not in** (doesn't) — and select one or more tags.
   - **[Profile field](https://docs.tryletterhead.com/audience/how-profile-fields-work/) or [custom field](https://docs.tryletterhead.com/audience/custom-fields-for-contacts/) conditions** — pick the field, choose an operator (such as **equals to**, **before**, or **after**), and enter the value.
   - **Engagement conditions** based on when someone **last opened** or **last clicked** — see [Building a segment around a rolling time window](#building-a-segment-around-a-rolling-time-window) below.
   - **Segment conditions** — include or exclude another segment with **Segment is** or **Segment is not**.

   The lists you pick from — fields, tags, segments, and the values for a field with a fixed set of choices, such as interests — each have a **search box** at the top. Start typing to narrow a long list to the entries you want.
4. Click **Save**.

**Segment counts aren't real-time** — they can take up to 3 hours to update after a segment is saved. You can still send to a segment right away; it includes the correct subscribers at the time of send.

Letterhead also builds [Smart Engagement-Based Segments](https://docs.tryletterhead.com/audience/engagement-based-segments/) for you automatically, and you can chart how any saved segment engages over time against your whole-audience baseline.

### Turn readers who engaged with a newsletter into a reusable segment

From an edition's results page, you can turn readers who engaged into a reusable segment in one click — everyone who opened it, everyone who clicked a particular link, or everyone who picked a specific answer in one of its polls. Each becomes a real segment you can count, send to, and reuse. The segment always means *everyone* who engaged with that edition and refreshes each time you use it, so it's never a frozen snapshot.

Poll-answer segments resolve to your contacts however the newsletter was sent — through Mailchimp, Iterable, SendGrid, Sailthru, Braze, Pardot, HubSpot, or any provider that identifies readers by email address. If a poll was sent only through a provider that shares no voter information, Letterhead tells you plainly when you try to build the segment, instead of quietly handing you an empty one.

It's handy for follow-up campaigns (turn everyone who clicked a product announcement into a segment, then send them a discount code), comparing engagement across variants, and building lists around poll responses.

## Building a segment around a rolling time window

When you build a segment condition on a date field — including **Last Open Date**, **Last Click Date**, or your own custom date fields — you can choose a **rolling time window** such as **in the last** or **not in the last** a number of days, instead of a fixed date. A rolling window keeps the segment current on its own: a segment like *renewal date in the last 30 days* always means the last 30 days relative to *today*, so you never have to come back and edit the date as time passes.

**Where to find it:** which options you see depends on how your account sends.

- **Newsletters on the original audience builder:** open the newsletter (channel), then go to **Audience > Segments > Create segment**. Under **Profile Fields**, add a condition on a date field, choose an operator, then switch the value type from **Date range** to **Relative days** and enter the number of days.
- **Accounts that send through the company audience:** you'll find **Last Open Date** and **Last Click Date** under **Legacy Profile Fields** in the Create segment panel, along with any custom date fields you've created. Choose **in the last** or **not in the last**, then enter the number of days.

A few examples of what this makes easy:

- **Recently engaged** — everyone who opened in the last 30 days, for a high-intent send.
- **Slipping away** — subscribers who *last* opened more than 60 days ago, for a re-engagement campaign.
- **Active clickers** — everyone who clicked a link in the last 90 days, to reward your most engaged readers.
- **Upcoming renewals** — everyone whose renewal date is in the next 14 days, for a timely reminder campaign.

If you'd rather not build the rules yourself, the pre-built [Smart Engagement-Based Segments](https://docs.tryletterhead.com/audience/engagement-based-segments/) cover the common 30-, 60-, and 90-day opener, clicker, and inactive groups automatically.

## Sending to a segment

When you're ready to schedule, click **Preview and schedule**. On that step, the **Audience** dropdown lists all your segments with their latest counts. Pick one, fill out the remaining fields, and click **Schedule**.

You can assign a segment to a template the same way —


---

# How to View or Edit an Audience Member

Source: https://docs.tryletterhead.com/audience/view-edit-audience-member/

> Search and filter your contacts list, open a subscriber's profile, and update their status, tags, and profile details.

Manage your subscribers from the channel's **Audience** page. For everything the page can do, see [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/).

:::tip[Want the big picture on your audience?]
**Penpal** can give you audience performance rollups in conversation. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Sorting your audience

Click any column header to sort the list by name, email, subscription status, date added, or tags. Click the same header again to reverse the sort order.

Sorting by tags groups contacts who share a tag, making it easier to review them in one pass. By default, the list shows your newest subscribers first.

## Finding contacts

Use the **Search by keyword** field to locate a subscriber by name or email, and narrow results with filters before searching:

- **Status** — subscribed, unsubscribed, pending, and so on.
- **Tags** and **Segments**.
- **Date added** — focus on recent signups or review a specific cohort, for example to audit growth from a campaign or check a [recent import](https://docs.tryletterhead.com/audience/csv-upload/).
- **No tags** — show only contacts with no tags applied, so you can find untagged contacts and [organize them](https://docs.tryletterhead.com/audience/user-tags-and-segments/#creating-and-applying-tags).

## Viewing or editing a subscriber

1. Locate the subscriber and click their row to open their full profile.
2. From the profile's actions menu, choose **Edit profile**.
3. Update their audience status or any other [profile fields](https://docs.tryletterhead.com/audience/how-profile-fields-work/), then click **Save**.

To change their tags, use the Tags panel on the profile directly instead — see [creating and applying tags](https://docs.tryletterhead.com/audience/user-tags-and-segments/#creating-and-applying-tags). Tag changes apply as you make them, with no separate save step.

You can also open the full profile to see their [activity log and engagement](https://docs.tryletterhead.com/audience/audience-profile-activity-log/).

## Audience statuses

| **Status** | **What it means** | **What you can do** |
| --- | --- | --- |
| **Any status** | All contacts regardless of subscription status. | Search or filter across the entire audience. |
| **Cleaned** | The email has bounced or failed delivery too many times. | Can't be emailed; consider updating their address. |
| **Disengaged** | Hasn't interacted (opened or clicked) in a while. | Avoid over-sending; use for re-engagement or pruning. |
| **Not Subscribed** | In your database but never opted into marketing messages. | Can't send campaigns unless they explicitly subscribe. |
| **Pending Re-engagement** | Marked inactive and part of a re-engagement effort. | Good target for win-back campaigns. |
| **Pending Confirmation** | Signed up but hasn't confirmed (double opt-in). | See [managing pending confirmations](https://docs.tryletterhead.com/audience/confirmation-emails/). |
| **Subscribed** | Actively opted in. | Safe to send newsletters to. |
| **Unsubscribed** | Opted out of future communications. | Don't email unless they resubscribe. |

## Notes

**Why can't I re-subscribe a "Cleaned" email?**
"Cleaned" means the address repeatedly bounced and is suppressed to protect your sender reputation. See [Understanding bounces](https://docs.tryletterhead.com/audience/understanding-bounces/), or contact support for help.

**Can I bulk edit audience members?**
You can [bulk tag audience members](https://docs.tryletterhead.com/audience/user-tags-and-segments/#creating-and-applying-tags) directly from the Audience list. Other bulk edits (like changing status in bulk) are done through [CSV imports](https://docs.tryletterhead.com/audience/csv-upload/).


---

# Is it possible for administrators to re-subscribe audience members?

Source: https://docs.tryletterhead.com/audience/as-an-administrator-am-i-able-to-re-subscribe-audience-members/

> Organization and Channel Administrators re-subscribe audience members from the Audience page by setting their status to Subscribed. With double opt-in on (the default), that lands them in Pending Confirmation until they confirm by email instead of resubscribing right away.

Yes. Both **Organization Administrators** and **Channel Administrators** can re-subscribe audience members.

1. Click **Audience** in the left navigation.
2. Search for the member by name or email address, open their row's menu, and choose **Edit profile**.
3. Change their status to **Subscribed**, then save.
4. Return to the **Audience** list to verify the updated status.

## Good to know

- **What happens next depends on your [Double Opt-in](https://docs.tryletterhead.com/settings/opt-in/) setting**, which is on by default. With it on, changing the status to Subscribed moves the member to **Pending Confirmation** — they'll need to click the confirmation link in an email before they're subscribed again. With it off for your organization or channel, the status change takes effect immediately and no confirmation email is sent.
- People who unsubscribed themselves may have done so deliberately — re-subscribe only when you're confident they want to hear from you.
- You can optionally send them a welcome letter (if you have one) at the same time you change their status.
- **Cleaned** (bounced) addresses are suppressed to protect your sender reputation and generally shouldn't be re-subscribed; see [Understanding bounces](https://docs.tryletterhead.com/audience/understanding-bounces/).
- Members who land in [Pending Confirmation](https://docs.tryletterhead.com/audience/confirmation-emails/) after this may simply not have verified yet.
- For everything else on the Audience page, see [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/).


---

# List Optimization

Source: https://docs.tryletterhead.com/audience/letterhead-list-cleanup/

> List Optimization (list cleanup) keeps your email list healthy by identifying and managing inactive contacts to boost deliverability and engagement.

**List Optimization** (also called list cleanup) keeps your subscriber list healthy by identifying people who haven't opened your newsletter in over 90 days, sending them a re-engagement email, and — based on their response — keeping them active or marking them inactive. The result: better open and click rates, fewer bounces, and a stronger sender reputation.

:::note
If your account sends through **company-level audience sending**, this setting doesn't apply to you — it's handled automatically instead, and you won't see the List Optimization toggle described below. Ask your organization administrator if you're not sure which sending model your account uses.
:::

## How it works

When List Optimization is enabled, the process runs **daily**:

1. After **90 days of inactivity**, a re-engagement email is automatically sent and the subscriber's status changes to **Pending re-engagement confirmation**.
2. The email asks them to confirm their subscription. If they confirm, they move back to **Subscribed**.
3. If they don't confirm within **72 hours**, their status becomes **Disengaged**.

Disengaged subscribers are **suppressed from future sends** and added to your Inactive Audience — you keep the contact in your database, but they won't receive newsletters unless reactivated.

## How to enable it

List Optimization can be enabled at two levels:

- **Organization level** — applies to all channels; channel-level settings are disabled while it's on. Find it in organization **Settings**, under Newsletters.
- **Channel level** — applies to a single channel when organization-level optimization isn't enabled. Find it in channel **Settings**, under Sending emails.

Toggle **List Optimization** on, and the system begins processing inactive subscribers daily. If you don't see the setting, ask your organization administrator.

## Related

- [Smart Engagement-Based Segments](https://docs.tryletterhead.com/audience/engagement-based-segments/) — target inactive readers yourself before they lapse.
- [View newsletter reputation scores](https://docs.tryletterhead.com/audience/view-newsletter-reputation-scores-in-list-health-and-portfol/) — monitor deliverability standing.
- [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/)


---

# Manage all your signup pages and subscribe forms

Source: https://docs.tryletterhead.com/audience/manage-all-your-signup-pages-and-subscribe-forms/

> See and edit all your signup pages and subscribe forms — main signup page, group pages, newsletter pages, and embed forms — from one list with live previews. A newsletter's page and its embedded form can also let readers sign up for your text messages.

Letterhead gathers every signup page, subscribe form, **and your readers' email-preferences page** into one list, each with a live preview, an embed snippet or editor, and inline controls — so you can manage them all from a single place.

## What's in the list

- Your main signup page
- Group signup pages
- Individual newsletter signup pages
- Subscribe forms for embedding on your own site
- **Your email-preferences page** — where readers manage which of your newsletters they want to keep
- **Your poll results page** — where readers land after answering a poll in one of your newsletters. You can [set how large your logo appears on it](https://docs.tryletterhead.com/newsletters/how-to-add-and-customize-polls-in-your-newsletter/#set-the-logo-size-on-the-response-page).

Each entry shows a **live preview** and provides a copy-paste **embed snippet** (for signup pages and forms) or an **inline editor** (for your preferences page).

## Types of pages

**Main signup page**
Your primary subscribe page. It lists all the newsletters you publish and lets a reader choose which ones to sign up for in one go. This is the link to share when you want to give someone access to your full catalog.

**Group signup pages**
If you've organized your newsletters into groups, each group gets its own signup page. It shows only the newsletters in that group — useful for directing readers with a specific interest area to a focused subscribe experience rather than your full list.

**Individual newsletter signup pages**
Every newsletter has its own dedicated signup page. Readers who land here subscribe to that one newsletter only. Use these links in cross-promotions, press mentions, or anywhere you want to drive signups for a specific title.

**Subscribe forms**
An embed snippet you paste into your own website. Functionally the same as a signup page, but it renders inside your site rather than on a Letterhead-hosted URL. Each form has its own snippet — you can embed your main form, a group form, or a per-newsletter form depending on where it's going.

**Email-preferences page**
The page your readers see when they manage their subscriptions — choosing which of your newsletters to keep or drop. Click it in the list to open the inline editor, where you can set a headline and explanation, choose heading and body fonts, pick colors for the page and its button, and add a closing note.

## Editing a signup page or form

Click any signup page or form to open the inline editor. From there you can:

- **Add a section** wherever you want it in the layout, or **delete** one you don't need
- **Choose which newsletters** each section subscribes people to
- **Select a typeface** from the font catalogue
- **Set background and text colors** for each section
- **Offer text messages** (early access) on a newsletter's signup page or embedded form — see [Let readers sign up for your text messages](#let-readers-sign-up-for-your-text-messages)

Changes apply to that specific signup page or form.

## Editing your email-preferences page

Click your email-preferences page in the list to open its editor. You can:

- **Set a headline and explanation line** that appears at the top
- **Choose a heading and body font** from the catalogue
- **Pick colors** for the page background, text, and button
- **Add a closing note** at the bottom

Preview your changes against a sample newsletter list before they go live.

## Let readers sign up for your text messages

If you send text messages through Letterhead, a newsletter's own signup page and its embedded subscribe form can also invite readers to get your texts. A reader who wants them adds a mobile number and ticks a box. A reader who doesn't just signs up for your newsletter as usual.

Text-message signup is an early access feature, rolling out to select accounts. Until it reaches yours, the **Text Messages** section doesn't appear in the editor, and your Twilio connection has no SMS program details step.

### What your account needs first

The **Text Messages** section only appears in the editor when all of these are in place:

- **A Twilio connection**, set up under **Settings > Notification providers**. Texting through Bird numbers doesn't offer it.
- **Your SMS program details** on that connection: sender name, message frequency, Terms and Conditions link, Privacy Policy link and support contact. Your sender name, frequency and links appear in the terms next to the signup box, and your sender name and support contact are in the reply readers get if they text HELP.
- **Replies that reach Letterhead.** Turn on **Enable inbound messaging** on the connection, even if you already pointed your number's replies at Letterhead by hand, and check that your sending number shows **Receiving replies**. With several numbers on the connection, the confirmation text goes from the first one. Readers confirm by texting back, so without this their confirmation would never arrive.
- **A newsletter sent to your company audience through Letterhead.** Newsletters on the original audience builder, or sent through another email provider, don't offer it.

### Turn it on

1. Click the newsletter's signup page, or its embedded subscribe form, in the list.
2. In the editor, find **Text Messages** and tick **Offer text messages**. The preview shows the form the way your readers will see it.
3. Save your changes.

You turn it on separately for each newsletter page and each embedded form. Your main signup page and group signup pages don't offer text messages.

### What your readers see and do

- Below the other fields, an optional **mobile number** field (US numbers only) and an **unticked** box with your text-message terms. The terms are written from your SMS program details and link to your Terms and Conditions and Privacy Policy.
- The number only counts if the box is ticked. A number typed without ticking the box is ignored, and the reader still joins your newsletter.
- Right after signing up, the reader gets a text asking them to reply **YES** to confirm. Nothing from this newsletter is texted to them until they do. Once they reply YES, they start getting that newsletter's texts.
- They can reply **STOP** at any time to stop getting your texts, or **HELP** to see your support contact.

Letterhead keeps a record of each reader's agreement: the exact wording they were shown, the Terms and Privacy links it pointed to, and when and where they signed up.

### If a reader didn't get the confirmation text

To see what happened to it, open the reader's profile (see [How to View or Edit an Audience Member](https://docs.tryletterhead.com/audience/view-edit-audience-member/)). In the **Text messaging** card, under **Newsletter text consent**, a newsletter still marked **Awaiting opt-in** shows a line about its confirmation text: being sent, sent to the carrier, delivered, or not delivered.

When a text wasn't delivered, the line says why if the carrier gave a reason: for example, it was filtered as spam, the number is a landline, or your sending number isn't registered with US carriers yet. That last one is fixed by finishing your number's US carrier registration in Twilio. The line stays for 30 days after the text was sent.

If the reader submits the form again within 24 hours, no second text goes out, and the line describes the first one.

If there's no such line and the reader signed up in the last 30 days, no confirmation text went out, usually for one of these reasons. The newsletter signup still goes through; only the text-message part is skipped:

- The number isn't a US number (a Canadian or Puerto Rican one, for example), or the box wasn't ticked.
- The number already belongs to another reader in your audience, or this reader already gets your texts at a different number.
- The reader is already getting that newsletter's texts. Their profile shows **Opted in** for it.
- The reader has replied STOP to your texts before. Their profile shows they've opted out of all text messages; if they text YES themselves, that lifts it and confirms this newsletter.
- The signup looked automated.
- You changed your sender name, message frequency or links after the reader opened the form, so the terms they saw are no longer current.

## If Letterhead hosts your newsletters on a shared address

Some publishers read their newsletters at an address of their own; others are hosted on an address Letterhead shares between publishers. Either way, all of your signup surfaces — your main signup page, your group pages, each newsletter's own page, and your embedded subscribe form — render and can be edited exactly the same way.

Two things are worth knowing if you're on a shared address:

- **Everything is scoped to your own workspace.** The page you open in the editor, and the page a reader lands on, are always yours. Publishers who share an address with you never see or affect your pages, and you never see theirs.
- **Your main signup page has your workspace's own web address**, rather than sitting at the bare shared address. Your group pages and newsletter pages keep the addresses they already had. The links shown beside each entry in the list are always the right ones to share, so you can copy from there rather than assembling an address by hand.

## Good to know

- Answers readers provide in extra fields on your signup form can [save directly to their contact record](https://docs.tryletterhead.com/audience/save-signup-form-responses-to-contact-records/), ready for filtering and segmentation — see that article for availability.
- Each reader's sign-up source is captured automatically, so you can segment and analyze by where readers came from.
- Depending on your organization's double opt-in **Audience Policy**, new signups may land in [Pending Confirmation](https://docs.tryletterhead.com/audience/confirmation-emails/) until they verify.

After customizing, use the embed snippet on your website or share the direct link to your signup pages. For everything else on the Audience page, see [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/).


---

# Managing Audience Members in Pending Confirmation Status

Source: https://docs.tryletterhead.com/audience/confirmation-emails/

> What you can do when someone hasn't confirmed their subscription yet, including support options and a careful re-opt-in workaround.

When someone signs up under double opt-in, they receive a confirmation email asking them to verify their subscription. Until they confirm, they sit in **Pending Confirmation** status. Once they confirm, they're subscribed and receive your welcome email.

Double opt-in is enforced as an organization-level **Audience Policy**. If you're a channel admin and want it changed for your channel, contact an organization administrator.

## How long do members stay in Pending Confirmation?

Indefinitely — until they confirm, or you change or remove them. The confirmation link itself may expire, but the status won't change on its own.

## Can I resend the confirmation email?

Not from the app — there's no way to resend the verification email in bulk or individually. Two things can help:

- **Contact support** to verify whether the confirmation email was delivered and opened. If it wasn't delivered, support can resend it on request.
- **Lots of stuck pending members?** Support has tools to confirm them in bulk where appropriate, always in line with **CAN-SPAM** compliance.

## A careful workaround (use with caution)

Admins can manually switch a pending member to **Subscribed** (see [re-subscribing audience members](https://docs.tryletterhead.com/audience/as-an-administrator-am-i-able-to-re-subscribe-audience-members/)), but we don't advise it — some people deliberately choose not to confirm.

If you decide to reach out anyway:

1. [Export](https://docs.tryletterhead.com/audience/export-your-audience/) the members with Pending Confirmation status.
2. [Re-import](https://docs.tryletterhead.com/audience/csv-upload/) them with a status of **Subscribed** and a tag such as `Pending-confirmation` so you can identify them. Keep all other fields the same as in your export, since the import updates every field.
3. Build a [segment](https://docs.tryletterhead.com/audience/user-tags-and-segments/) from that tag and send a one-off email explaining they subscribed to your newsletter — with a clear note that they can **unsubscribe** via the link in the footer if they didn't intend to sign up.

This gives them an easy way out before your next regular edition.

## Related

- [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/)
- [What Happens When Someone Unsubscribes From Your Newsletter?](https://docs.tryletterhead.com/audience/what-happens-when-someone-unsubscribes-from-your-newsletter/)


---

# Personalization Tags

Source: https://docs.tryletterhead.com/audience/personalization-tags/

> A guide to personalization tags for email newsletters, covering basic and advanced fields, hashed email address tags, default values, publication-date formats, and how tag support differs on the newer company-wide Contacts experience.

Personalization tags are placeholders in your email content that get replaced with each subscriber's data when the email is sent — personalization at scale. Other platforms call them **merge tags**, dynamic tags, placeholder tags, or variable tags; the concept is the same.

Values come from [profile fields](https://docs.tryletterhead.com/audience/how-profile-fields-work/) and [custom fields](https://docs.tryletterhead.com/audience/custom-fields-for-contacts/), including [answers collected by your signup forms](https://docs.tryletterhead.com/audience/save-signup-form-responses-to-contact-records/).

Every tag on this page stands for a piece of data about the reader. If you're looking for the tags that stand for a **link** instead — the unsubscribe link and the link to view the newsletter in a browser — those live in a template you write from HTML, and they're covered in [How can I use HTML in Letterhead?](https://docs.tryletterhead.com/newsletters/html/#unsubscribe-and-view-in-browser-links)

## Tag support on the newer company-wide Contacts experience

If your company sends through Letterhead's classic per-channel audience, every tag on this page is always available for every subscriber — blank if you haven't filled in that field, but the tag itself always resolves.

If your company is on the newer company-wide [Contacts](https://docs.tryletterhead.com/audience/custom-fields-for-contacts/) experience, the same tag names still work, but each one only fills in when that contact actually has a value stored for it — profile fields aren't fixed columns there, they carry over as regular custom fields under the same names. Two tags are worth knowing about specifically:

- `{{ lastOpenDate }}` doesn't fill in yet on the newer Contacts experience — it always resolves blank there, whatever that contact's real open history looks like. It works normally on the classic per-channel audience.
- `{{ uniqueId }}` takes a different shape between the two — a short number on the classic per-channel audience, a longer text string on company-wide Contacts. Either way, it's a stable identifier unique to that person, safe to use for that purpose.

## Default values

You can set a default for subscribers missing a value:

`Hello {{ firstName or 'Reader' }}!`

- If the first name is available: *Hello Bruce!*
- If not: *Hello Reader!*

Customize the default to fit your voice — 'Valued Customer', 'Friend', whatever suits. Two tips: use personalization judiciously (overuse can make email feel *less* personal), and always use straight quotes — curly quotation marks break sending.

## Hashed email addresses

Some advertising and audience partners match your readers by a hashed (scrambled) version of their email address, so the partner never receives the address itself. Two tags give you one:

- `{{ emailSHA256 }}` — a SHA-256 hash of the reader's email address. Spaces are trimmed and the address is lowercased before it's hashed, which is how partners usually prepare an address, so the same reader hashes the same way on both sides. The result is 64 lowercase letters and numbers (hexadecimal).
- `{{ emailMD5 }}` — an MD5 hash of the reader's email address, exactly as it's stored.

If a partner asks for a different format — some want the hash Base64-encoded, or clean up addresses further before hashing — check with them before you rely on either tag.

Both tags fill in only when your newsletter is sent through Letterhead. If you send through another email platform, Letterhead doesn't fill them in, so use that platform's own hashed email tag instead.

## Commonly used personalization tags

| Field Name | Personalization Tag Format |
| --- | --- |
| First name | `{{ firstName }}` |
| Last name | `{{ lastName }}` |
| UniqueId | `{{ uniqueId }}` |
| Email Address | `{{ email }}` |
| Email Address, hashed ([see above](#hashed-email-addresses)) | `{{ emailSHA256 }}` `{{ emailMD5 }}` |
| CampaignId | `{{ campaignId }}` |
| Job Title | `{{ jobTitle }}` |
| Job Company/Organization Name | `{{ jobCompanyOrOrganizationName }}` |
| City | `{{ city }}` |
| Country | `{{ country }}` |
| Birthday | `{{ birthday }}` |
| Member Status | `{{ memberStatus }}` |
| Last Purchase Date | `{{ lastPurchaseDate }}` |
| Publication Date | `{{ publicationDate }}` (see format options below) |
| Subscriber Status | `{{ subscriberStatus }}` |
| Last Open Date | `{{ lastOpenDate }}` |
| Last Click Date | `{{ lastClickDate }}` |
| Interests | `{{ interests }}` |
| Custom ID 1 | `{{ customID1 }}` |
| Brand/Organization Slug (visible in the URL) | `{{ brandSlug }}` |
| Channel Slug (visible in the URL) | `{{ channelSlug }}` |

## Complete list of personalization tags

| Field Name | Personalization Tag |
| --- | --- |
| First name | `{{ firstName }}` |
| Last name | `{{ lastName }}` |
| UniqueId | `{{ uniqueId }}` |
| Age | `{{ age }}` |
| Address Line 1 | `{{ addressLine1 }}` |
| Address Line 2 | `{{ addressLine2 }}` |
| Attitudes | `{{ attitudes }}` |
| Birthday | `{{ birthday }}` |
| Beliefs | `{{ beliefs }}` |
| Business Website | `{{ businessWebsite }}` |
| Content Topics | `{{ contentTopics }}` |
| CRMID | `{{ CRMID }}` |
| City | `{{ city }}` |
| Country | `{{ country }}` |
| Children | `{{ children }}` |
| Custom ID 1 | `{{ customID1 }}` |
| Custom ID 2 | `{{ customID2 }}` |
| Custom ID 3 | `{{ customID3 }}` |
| Custom ID 4 | `{{ customID4 }}` |
| Custom Behavior 1 | `{{ customBehavior1 }}` |
| Custom Behavior 2 | `{{ customBehavior2 }}` |
| Custom Behavior 3 | `{{ customBehavior3 }}` |
| Custom Behavior 4 | `{{ customBehavior4 }}` |
| Custom Web Profile 1 | `{{ customWebProfile1 }}` |
| Custom Web Profile 2 | `{{ customWebProfile2 }}` |
| Custom Web Profile 3 | `{{ customWebProfile3 }}` |
| Custom Web Profile 4 | `{{ customWebProfile4 }}` |
| Delivery Preference | `{{ deliveryPreference }}` |
| Events | `{{ events }}` |
| Ethnicity | `{{ ethnicity }}` |
| Education | `{{ education }}` |
| Email Address | `{{ email }}` |
| Email Address — SHA-256 hash | `{{ emailSHA256 }}` |
| Email Address — MD5 hash | `{{ emailMD5 }}` |
| Facebook Profile Name | `{{ facebookProfileName }}` |
| Gender | `{{ gender }}` |
| Google Profile Name | `{{ googleProfileName }}` |
| Honorific | `{{ honorific }}` |
| Home Phone | `{{ homePhone }}` |
| Income | `{{ income }}` |
| Interests | `{{ interests }}` |
| Instagram Profile Name | `{{ instagramProfileName }}` |
| Job Title | `{{ jobTitle }}` |
| Job Company/Organization Name | `{{ jobCompanyOrOrganizationName }}` |
| Last Contact | `{{ lastContact }}` |
| Last Event Date | `{{ lastEventDate }}` |
| Last Purchase Date | `{{ lastPurchaseDate }}` |
| Last Delivery Date (the date of *this* send — not stored per subscriber) | `{{ lastDeliveryDate }}` |
| Last Campaign Delivered (this subscriber's own delivery history) | `{{ lastCampaignDelivered }}` |
| Last Open Date | `{{ lastOpenDate }}` |
| Last Campaign Opened | `{{ lastCampaignOpened }}` |
| Last Click Date | `{{ lastClickDate }}` |
| Last Link Clicked | `{{ lastLinkClicked }}` |
| Language | `{{ language }}` |
| Latitude | `{{ latitude }}` |
| Longitude | `{{ longitude }}` |
| Letterhead ID | `{{ letterheadID }}` |
| Last IP Address | `{{ lastIPAddress }}` |
| LinkedIn Profile Name | `{{ linkedInProfileName }}` |
| Member Status | `{{ memberStatus }}` |
| Member Status Changed Date | `{{ memberStatusChangedDate }}` |
| Most Engaged Topics | `{{ mostEngagedTopics }}` |
| Most Engaged Sources | `{{ mostEngagedSources }}` |
| Marital Status | `{{ maritalStatus }}` |
| Mobile Phone | `{{ mobilePhone }}` |
| Notes | `{{ notes }}` |
| Opt-In Time | `{{ optInTime }}` |
| Opt-In IP | `{{ optInIP }}` |
| Purchases | `{{ purchases }}` |
| Postal Code | `{{ postalCode }}` |
| Pronouns | `{{ pronouns }}` |
| Political Affiliation | `{{ politicalAffiliation }}` |
| Pets | `{{ pets }}` |
| Publication Date | `{{ publicationDate }}` (use a format code below) |
| Publication Date — International (e.g., 2 January, 2025) | `{{ publicationDate \| IntDate }}` |
| Publication Date — Month only (e.g., 01) | `{{ publicationDate \| MM }}` |
| Referral Status | `{{ referralStatus }}` |
| Referral Source | `{{ referralSource }}` |
| Referred By Email | `{{ referredByEmail }}` |
| Referred By First Name | `{{ referredByFirstName }}` |
| Referred By Last Name | `{{ referredByLastName }}` |
| Race | `{{ race }}` |
| Region | `{{ region }}` |
| Religion | `{{ religion }}` |
| Subscribed Time | `{{ subscribedTime }}` |
| Subscribed IP | `{{ subscribedIP }}` |
| Subscriber Status | `{{ subscriberStatus }}` |
| Subscriber Status Changed Date | `{{ subscriberStatusChangedDate }}` |
| Sexual Orientation | `{{ sexualOrientation }}` |
| State/Province | `{{ stateProvince }}` |
| Suffix | `{{ suffix }}` |
| Time Zone | `{{ timeZone }}` |
| Twitter Profile Name | `{{ twitterProfileName }}` |
| TikTok Profile Name | `{{ tikTokProfileName }}` |
| Unsubscribe Time | `{{ unsubscribeTime }}` |
| Unsubscribe IP | `{{ unsubscribeIP }}` |
| Work Phone | `{{ workPhone }}` |
| Website | `{{ website }}` |
| Website Profile Name | `{{ websiteProfileName }}` |

## Publication date format codes

Use any of these after the `|` pipe inside a Publication Date tag (e.g. `{{ publicationDate | IntDate }}`):

- `IntDate` — international format (e.g., "2 January, 2025")
- `DayDate` — day-of-week + date
- `Day` — day of week (e.g., "Thursday")
- `Month` — month name (e.g., "January")
- `MM-DD-YYYY` — numeric, US order
- `DD-MM-YYYY` — numeric, EU order
- `DD` — day of month (e.g., "02")
- `MM` — month only (e.g., "01")
- `YYYY` — year only (e.g., "2025")


---

# Save signup form responses to contact records

Source: https://docs.tryletterhead.com/audience/save-signup-form-responses-to-contact-records/

> When readers complete extra fields in your signup form, their responses save directly to their contact record for filtering and segmentation.

When readers subscribe through your [signup form](https://docs.tryletterhead.com/audience/manage-all-your-signup-pages-and-subscribe-forms/) and fill in extra fields, their answers are automatically saved to their [contact record](https://docs.tryletterhead.com/audience/view-edit-audience-member/). You can then segment your audience and personalize outreach based on what subscribers told you when they joined.

:::note[Availability]
This capability may need to be enabled for your account — contact support if you don't see it.
:::

## How it works

Any [custom fields](https://docs.tryletterhead.com/audience/custom-fields-for-contacts/) on your signup form — job title, interests, company size, location, and so on — are stored on the subscriber's contact record when they complete the form.

Use those saved responses to:

- **Filter your audience** to subscribers matching specific criteria
- **Create [segments](https://docs.tryletterhead.com/audience/user-tags-and-segments/)** based on signup answers
- **Personalize email content** with [personalization tags](https://docs.tryletterhead.com/audience/personalization-tags/)
- **Target specific groups** for campaigns or outreach

## Where to see the answers

Open any [contact record](https://docs.tryletterhead.com/audience/view-edit-audience-member/) from the Audience section and review the custom field values the subscriber entered during signup.

For everything else on the Audience page, see [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/).


---

# See your audience import history and retry a failed import

Source: https://docs.tryletterhead.com/audience/audience-import-history-and-retrying-a-failed-import/

> Your company's Contacts page keeps a history of every audience import — status, counts, and who started it — with a way to see which rows failed, retry an import that stopped partway, and finish or cancel one waiting on your choice of columns.

This covers the **Imports** history on your company's Contacts page. If you're looking for the per-channel CSV importer instead, see [How Do I Import Subscribers?](https://docs.tryletterhead.com/audience/csv-upload/).

## Find your import history

1. Go to your company's **Audience** (Contacts) page.
2. Open the **Imports** dropdown and choose **Import History**.

## What the history shows

Each import lists:

- **File** — the file you uploaded.
- **Status** — **In progress**, **Completed**, **Failed**, **Needs field setup** (waiting on you to choose which leftover columns to keep), or **Cancelled**.
- **Records** — while an import is running, this shows live progress; once it finishes, it shows how many contacts were added, updated, and failed.
- **Started by** — who ran the import.
- **Started** — when it began.

The list refreshes on its own every few seconds while any import is still in progress.

## See exactly which rows failed

If an import finished with failures, select the failed-record count to see each address that couldn't be brought in and the reason why.

## Retry an import that stopped partway

An import that shows **Failed** offers a **Retry** option. Retrying picks the import back up from where it left off, rather than re-running the whole file from the start.

## Finish an import that's waiting on you

When your file has columns that don't match any contact field, the import waits as **Needs field setup** until you decide what to keep. Nothing from the file has been imported yet.

1. Select **Set up fields and continue** on that import.
2. Choose the columns to keep and their field types, then click **Keep N columns and import** — or **Import without these columns** to skip them. See [Keep columns that don't match a field](https://docs.tryletterhead.com/audience/csv-upload/#keep-columns-that-dont-match-a-field) for how kept columns are filled.

To drop the import instead, select **Cancel import** and confirm. It moves to **Cancelled**, and nothing from the file is imported. If the upload has expired, you'll need to import the file again, but you can still cancel the waiting import.

## Related

- [How Do I Import Subscribers?](https://docs.tryletterhead.com/audience/csv-upload/)
- [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/)


---

# Segment readers near a location

Source: https://docs.tryletterhead.com/audience/segment-readers-near-a-location/

> Build a segment around where your readers are: search for a city or town, set a distance in miles, and see how many readers fall inside that radius before you save.

If you publish for a region — a metro daily, a set of neighbourhood titles, a paper with a city edition — you often want to reach the readers who are actually *there*. A location segment does that: you search for the place, say how far out to reach, and Letterhead gathers the readers inside that radius.

You don't have to ask anyone where they live. Letterhead works out roughly where each reader is from the way they read your newsletters, so the segment fills itself in.

## Building a location segment

1. Go to **Audience** and open the **Segments** tab.
2. Click **Create segment** and give the segment a name.
3. Choose how criteria are matched — **Any** (a reader qualifies by matching any one criterion) or **All** (a reader must match every criterion).
4. Scroll to the **Location** section and click **Add criteria**.
5. Start typing in **City or town** and pick your place from the list that appears.
6. In **Within (miles)**, type how far out from that place to reach — `50` for a wide regional catch, `10` to stay close to the centre.
7. Click **Save**.

That's it. A segment for *everyone within 50 miles of New York* is a place and a number.

As you fill the rule in, Letterhead shows how many readers it currently reaches, and updates that as you change it. So finding the right distance is a matter of trying one and watching the number, rather than saving and coming back later.

### Reaching more than one place

Click **Add criteria** again for each additional place you want to include, and set its own distance. Whether the reader has to be near *one* of your places or *all* of them follows the **Any** / **All** choice you made at the top of the segment — for several separate regions, you almost always want **Any**.

You can also combine a location criterion with anything else the builder offers — tags, profile fields, engagement — to get something like *readers within 25 miles of Chicago who opened something recently*.

## Sending to the segment

A location segment behaves like every other segment. When you schedule a newsletter, click **Preview and schedule** and pick the segment from the **Audience** dropdown. See [How do tags and segments work?](https://docs.tryletterhead.com/audience/user-tags-and-segments/) for the rest of the segment toolkit.

One thing worth separating: the count you see **while building** the rule is worked out there and then, but the count shown against a **saved** segment in your list can take up to 3 hours to catch up. Either way you can send to the segment straight away — it includes the right readers at the moment it goes out.

## Where the location comes from

Letterhead works out roughly where a reader is each time they open or click one of your newsletters, and settles on the place they read from most often — not just their latest activity. Three things are worth knowing before you lean on a tight radius:

- **The location comes from newsletters Letterhead sends.** If your newsletters go out through another email provider, Letterhead doesn't see where readers open them, so those readers have no location and a location segment won't reach them.
- **A reader has to have read something first.** Someone who has never opened or clicked has no location yet, so they won't turn up in a location segment. Newer readers fill in as they start reading.
- **It follows where the reader usually is, not their home address, and it moves gradually.** The location reflects where they read from most often, so a reader who commutes or travels occasionally won't jump segments on a single trip — it shifts only once a new location becomes their typical one. It's a good read on where your audience usually is, rather than a mailing address.

Letterhead also ignores automated opens — the kind mail apps make on a reader's behalf when they pre-load images — so a location reflects a real person reading rather than the data centre their mail passed through.

Because of the first point, the **Location** section tells you how much of your audience Letterhead has a location for — something like *roughly where 62% of your contacts are*. That figure is the ceiling on any location rule: a segment can only ever reach readers Letterhead can place. It's the quickest way to tell a radius that's too tight from an audience that simply hasn't been read from much yet.

The city and region on a [reader's profile](https://docs.tryletterhead.com/audience/view-edit-audience-member/) come from the same reading signal, so a profile is a good way to sanity-check what Letterhead knows about an individual reader.

## Choosing interests from a list

The same segment builder has a related improvement worth knowing about. When you filter on the interests Letterhead infers for your readers — under **Dynamic Fields** — the value is no longer something you have to type from memory. It's now a list of the topics your readers actually carry, commonest first, each labelled with how many readers it reaches, like *climate (128 contacts)*.

That matters because a typed topic that doesn't quite match anything builds a segment that quietly reaches nobody. Picking from the list means every choice in front of you is one that reaches a real audience. If none of your readers has an inferred interest yet, the field stays a plain text box.

See [View reader interests on subscriber profiles](https://docs.tryletterhead.com/audience/view-reader-interests-on-subscriber-profiles/) for how Letterhead works interests out in the first place.

## FAQ

**Which places can I choose?**
Start typing and you'll see matching places: US cities and towns down to about 5,000 people, plus cities elsewhere in the world of about 100,000 people or more. Small US markets are covered, so you can usually centre a radius on the town you actually publish in rather than the nearest big city. Outside the US, a smaller town won't be in the list — pick the nearest city that is and widen the distance to reach it, keeping in mind that this moves the centre of the circle. Accents don't matter — typing `montreal` finds Montréal.

**Can I set the distance in kilometres?**
Not yet — the distance is in miles.

**Why is my segment smaller than I expected?**
Check the coverage line in the **Location** section first. Only readers who have opened or clicked at least once, on a newsletter sent through Letterhead, have a location, so if Letterhead can only place a small share of your contacts, that caps every location rule no matter how wide. If coverage is high, the radius is the thing to widen — and you can watch the count move as you change it.

**Does the segment keep itself up to date?**
Yes. It re-evaluates as readers engage, so someone who starts reading from inside your radius joins it without any editing. The count against a saved segment can lag by up to 3 hours.

**Can I use this on a single newsletter's audience?**
Yes, if your account sends through the company audience — the same **Location** section appears in the segment builder on an individual newsletter's Audience page, where the segment is scoped to that newsletter. Newsletters on the original audience builder don't have a Location section.

For the rest of what you can do on this page, see [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/).


---

# Send readers to your newsletter directory page

Source: https://docs.tryletterhead.com/audience/send-readers-to-your-newsletter-directory-page/

> If you have a dedicated address, its front page now lists every newsletter you publish, grouped by brand, for readers to browse and subscribe.

If Letterhead hosts your newsletters at your own [dedicated address](https://docs.tryletterhead.com/settings/custom-domains/), that address now serves as a single landing page where readers can see everything you publish.

## What it does

The front page lists every newsletter in your workspace, grouped by brand if you publish more than one. A visitor can browse your full catalog and subscribe to whichever newsletters interest them — no need to send separate links for each one.

## When to use it

Share your dedicated address anywhere you want to introduce people to your full range of newsletters: social bios, email signatures, guest posts, podcast show notes, or anywhere else you mention your work. It's a single, stable URL that covers your entire publishing operation.

## What it doesn't do

This capability is only available if you have a dedicated address (your own domain or subdomain hosting your newsletters). If you're on a shared Letterhead address, visitors are still directed to Letterhead's marketing site. Newsletters excluded from your [public archive](https://docs.tryletterhead.com/audience/archive-settings/) won't appear on the directory page.

## Related

- [Set up your dedicated address](https://docs.tryletterhead.com/settings/custom-domains/)
- [Control which newsletters appear in your public archive](https://docs.tryletterhead.com/audience/archive-settings/)


---

# Smart Engagement-Based Segments

Source: https://docs.tryletterhead.com/audience/engagement-based-segments/

> Smart Engagement-Based Segments automatically group subscribers by how recently and often they open or click, updating automatically so you can target the right audience.

Letterhead automatically builds dynamic segments based on subscriber engagement, so you can send to your most engaged readers or re-engage inactive ones without any manual list management. What you see depends on how your account sends. Either way, find them under **Audience > Segments**, labeled and marked with a lock icon.

## The available segments

**Newsletters on the original audience builder** get segments in **30-, 60-, and 90-day** windows, and each shows how many readers it currently holds:

- **Active Openers** — opened at least one newsletter in the time frame.
- **Active Clickers** — clicked any newsletter link in the time frame.
- **Inactive Subscribers** — neither opened nor clicked in the time frame.

**Accounts that send through the company audience** get six engagement categories instead: **Loyalists**, **New & Engaged**, **Casual**, **Fading**, **Ghosts**, and **Single Newsletter**. The 30-, 60-, and 90-day segments above don't exist for those accounts. Counts show on the **Segments** tab of a newsletter's Audience page; the company-wide Segments tab shows the categories without counts.

On those accounts you can also pick **Everyone but Ghosts** when you schedule a newsletter — everyone who engaged with at least one of your last 10 issues, plus new subscribers who are still in their first 30 days (see below). It shows up in the scheduling Audience dropdown rather than on the Segments tab.

### A click counts as engagement

For the five engagement categories and the Ghost-based send options, a reader has engaged with an issue when they **opened it or clicked a link in it**. Opens alone are unreliable: they miss people who block images, and Apple Mail's privacy protection distorts them. So a reader who clicks through but never registers an open is not treated as a Ghost, and stays in **Everyone but Ghosts**.

### New subscribers get 30 days before they can be a Ghost

A Ghost is a reader who has engaged with none of your last 10 issues — but that says nothing about someone who wasn't on your list for most of them. So for their first 30 days on a newsletter, a new subscriber who hasn't engaged yet counts as **Casual** instead of a Ghost, and is included when you send to **Everyone but Ghosts**. A freshly imported list no longer lands in Ghosts all at once. Readers who arrive with a Mailchimp member rating don't get the grace period, because that rating already describes their history with your list.

## How they behave

- They update **automatically** — subscribers move in and out based on their recent engagement.
- They work like any other segment when scheduling a newsletter — pick one from the **Audience** dropdown. They aren't currently available as an export scope; export your whole list instead if you need that data.
- They **can't be edited or deleted** — see [Can I Delete Segments or Tags?](https://docs.tryletterhead.com/audience/user-tags-and-segments/#edit-or-delete-a-segment-or-tag) If you need different rules or windows, [create a custom segment](https://docs.tryletterhead.com/audience/user-tags-and-segments/) instead.

## Why use them

- **Better targeting** — send to subscribers who actually engage.
- **Re-engagement** — identify inactive readers for win-back campaigns, or let [List Optimization](https://docs.tryletterhead.com/audience/letterhead-list-cleanup/) manage them for you.
- **Deliverability** — mailing engaged readers protects your sender reputation.

You can also chart how any saved segment engages over time — opens, clicks, and click-to-open against your whole-audience baseline. See [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/) for the rest of the Audience toolkit.


---

# Understanding bounces & Letterhead's bounce handling

Source: https://docs.tryletterhead.com/audience/understanding-bounces/

> Soft bounces, hard bounces, how Letterhead filters bounced addresses, and how to deal with bounces on your list.

When an email is returned to the sender, it's called a bounce. Bounces come in two types, and understanding the difference helps you troubleshoot delivery issues and keep your list healthy.

## Soft bounces

A soft bounce is **temporary** — the recipient's mail server received the email but couldn't deliver it to the inbox. Common reasons:

1. The recipient's mailbox is full.
2. The message is too large for the recipient's mailbox.
3. The recipient's email server is down or having issues.
4. The email was blocked by the recipient's spam filter.

Soft bounces usually resolve themselves; providers retry a few times before treating the address as a hard bounce.

## Hard bounces

A hard bounce is **permanent** — the email couldn't be delivered because the address is invalid, non-existent, or blocked. Common reasons:

1. The address is invalid or doesn't exist.
2. The domain has been closed or no longer exists.
3. The address is a known spam trap.
4. The recipient's server has blocked the sender's domain.

Hard bounces hurt deliverability — too many can get your domain flagged as a spammer — which is why cleaning invalid addresses off your list matters.

## How Letterhead handles bounces

- **Hard bounce:** the address immediately moves to the Bounced (**Cleaned**) status. It receives no further emails and isn't billed on your account.
- **Soft bounce:** Letterhead keeps sending to the address until it soft-bounces several times in a row, at which point it's treated as a hard bounce and moved to the bounced status. The exact threshold varies by circumstance.

You can see bounces in each newsletter's metrics report, and each contact's [profile shows their bounce history](https://docs.tryletterhead.com/audience/audience-profile-activity-log/) — hard/soft counts plus mail-server reasons — along with [which newsletters they're suppressed from and why](https://docs.tryletterhead.com/audience/view-suppression-status-and-reasons-on-a-contact-profile/).

## Resubscribing a bounced address

We don't recommend it — it's best for the reader to subscribe with a different address. Letterhead suppresses Cleaned emails to prevent further delivery issues and protect your sender reputation. If you're confident the address is now valid, you can [edit the subscriber](https://docs.tryletterhead.com/audience/view-edit-audience-member/) and change their status to **Pending confirmation**, save, then edit again to **Subscribed**.

For more on list health, see [List Optimization](https://docs.tryletterhead.com/audience/letterhead-list-cleanup/) and [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/).


---

# View newsletter reputation scores in List Health and Portfolio Health

Source: https://docs.tryletterhead.com/audience/view-newsletter-reputation-scores-in-list-health-and-portfol/

> See a color-coded reputation score (0–100) for each newsletter in your List Health and Portfolio Health tables — an instant read on deliverability standing.

The **List Health** and **Portfolio Health** tables include a **Reputation** column showing a color-coded score (0–100) for each newsletter, based on its sending metrics — an instant read on your deliverability standing across all your newsletters.

## Reading the scores

- **Green (80–100)** — strong sending reputation.
- **Amber (56–79)** — moderate; may need attention.
- **Red (55 and below)** — poor; needs improvement.
- **—** (dash) — not enough sends yet to calculate a score.

Each column header includes a tooltip explaining what it measures.

## Where to find it

1. Go to **Audience** in the main menu.
2. Open **List Health** or **Portfolio Health**.
3. Check the **Reputation** column.

## Improving a poor score

For newsletters with weak reputation, review your [bounce handling](https://docs.tryletterhead.com/audience/understanding-bounces/), lean on [engagement-based segments](https://docs.tryletterhead.com/audience/engagement-based-segments/) to mail your active readers, or enable [List Optimization](https://docs.tryletterhead.com/audience/letterhead-list-cleanup/) to manage inactive contacts.

For the rest of the Audience toolkit, see [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/).


---

# View reader interests on subscriber profiles

Source: https://docs.tryletterhead.com/audience/view-reader-interests-on-subscriber-profiles/

> Letterhead shows inferred reader interests on individual subscriber profiles based on engagement history, and you can build segments around these interests.

Letterhead automatically infers what topics each reader cares about from their engagement with your content, and shows those interests on the [subscriber's profile](https://docs.tryletterhead.com/audience/view-edit-audience-member/) — an at-a-glance view of what matters to each person.

## How it works

Letterhead infers each reader's interests from what they engage with, so the interests you see reflect actual behavior rather than self-reported preferences.

## Viewing reader interests

Open any subscriber's profile from the Audience section and look for the interests section, alongside their [activity log and engagement summary](https://docs.tryletterhead.com/audience/audience-profile-activity-log/).

## Segmenting by interests

Build [targeted segments](https://docs.tryletterhead.com/audience/user-tags-and-segments/) with interest-based criteria, then use them for targeted sends — relevant content based on demonstrated interest rather than assumptions. When you add an interest criterion, Letterhead shows you the interests your audience actually carries, ordered by popularity, with reader counts for each — pick from the list instead of typing by hand to ensure you're targeting interests that actually exist in your audience.

For the rest of the Audience toolkit, see [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/).


---

# View suppression status and reasons on a contact profile

Source: https://docs.tryletterhead.com/audience/view-suppression-status-and-reasons-on-a-contact-profile/

> Contact profiles show a dedicated Suppressions section listing every newsletter the contact can't receive, the reason why, and when it happened, including bounce details.

Each [contact profile](https://docs.tryletterhead.com/audience/view-edit-audience-member/) includes a **Suppressions** section showing every newsletter the contact is suppressed from and the reason for each suppression, so you can answer deliverability questions without leaving the profile.

## What you'll see

- **Newsletter name** — which publication the contact can't receive.
- **Reason** — why they were suppressed, with the specific [bounce](https://docs.tryletterhead.com/audience/understanding-bounces/) details shown when a bounce caused the suppression.
- **Suppressed date** — when the contact was removed from that newsletter, shown with the subscription information.
- **Undeliverable warning** — if a hard bounce has made the address undeliverable everywhere, the profile shows a warning, and permanently undeliverable addresses appear as a single "suppressed everywhere" entry rather than one entry per newsletter.

## When a reader chose to leave everything

If a reader used **Unsubscribe from everything** on your email preferences page, the profile shows a notice that this contact chose to leave everything your company sends, with the date. This is different from an undeliverable address: nothing is wrong with the mailbox, the reader simply asked to stop. A new signup by the reader through one of your signup forms clears the notice. See [What Happens When Someone Unsubscribes From Your Newsletter?](https://docs.tryletterhead.com/audience/what-happens-when-someone-unsubscribes-from-your-newsletter/#leaving-everything-in-one-step).

## How suppressions work across newsletters

When an email address [hard-bounces](https://docs.tryletterhead.com/audience/understanding-bounces/), the contact is suppressed from every newsletter they were subscribed to — the profile reflects the current state across all your publications, not just one newsletter at a time. The list is also reconciled daily against the email provider's suppression records, so it stays in sync with reality.

## Related

- [Audience Profile Activity Log](https://docs.tryletterhead.com/audience/audience-profile-activity-log/) — bounces also appear in the contact's activity timeline with mail-server reasons.
- [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/) — everything else you can do on the Audience page.


---

# What are audience profile fields in Letterhead?

Source: https://docs.tryletterhead.com/audience/how-profile-fields-work/

> Audience profile fields let you store detailed information about your audience members for segmentation and personalization.

Profile fields store detailed information about your audience members — birthdays, addresses, member status for paid programs, and more. This data is primarily used for [audience segmentation](https://docs.tryletterhead.com/audience/user-tags-and-segments/) and [personalization](https://docs.tryletterhead.com/audience/personalization-tags/).

**If you're on the classic per-channel audience**, field values can be updated via the Letterhead API, [CSV upload](https://docs.tryletterhead.com/audience/csv-upload/), the [Zapier integration](https://docs.tryletterhead.com/integrations/zapier/), signup forms ([responses save to the contact record](https://docs.tryletterhead.com/audience/save-signup-form-responses-to-contact-records/)), and [directly in Letterhead](https://docs.tryletterhead.com/audience/view-edit-audience-member/).

**If you're on the newer company-wide Contacts experience**, CSV upload doesn't map to any of the profile fields below — its column mapping only offers Email, First Name, Last Name, Tags, a status column per channel, and your own [custom fields](https://docs.tryletterhead.com/audience/custom-fields-for-contacts/). To bring in data beyond those, add a custom field and import into that instead. The field keys also differ: the company-wide importer uses `firstName`/`lastName`, not the `name`/`surname` keys in the table below.

**Please note:** TEXT fields have a **191 character limit**, except **Notes**, which accepts up to 2,500.

## All available profile fields

| **Field Name (label)** | **Description** | **Accepted Data Type** | **Key** | **Example** |
| --- | --- | --- | --- | --- |
| First name | Your audience member's first or given name | TEXT | name | John |
| Last name | Last name or family name | TEXT | surname | Doe |
| Email | Your contact's email address | EMAIL | email | johndoe@letterhead.com |
| Subscription status | This person's newsletter subscription status. People who previously unsubscribed through Letterhead cannot be force-resubscribed this way. | PICKLIST | status | Subscribed, Unsubscribed |
| Tags | Use tags to sort your audience members | TEXT | tags | Interests, Groups, Categories |
| Age | Your audience member's age | NUMBER | age | 30 |
| Birthday | Audience member's birthday | DATE_ISO | birthday | 1990-01-01 |
| Subscription started date/time | The date and time this person subscribed | DATETIME_ISO | subscribedTime | 2022-10-31T01:30:00.000-05:00 |
| IP Address | The IP address from which the member subscribed | TEXT | subscribedIP | 192.158.1.38 |
| Opt-in date | If different from subscription date, the date the member opted in | DATETIME_ISO | optInTime | 2022-10-31T01:30:00.000-05:00 |
| Opt-in IP address | The IP address from which the member opted in | TEXT | optInIP | 192.158.1.37 |
| Date unsubscribed | The date this person unsubscribed, if applicable | TEXT | unsubscribeTime | 2023-08-01 |
| Unsubscribed IP address | The IP address from which the member unsubscribed | TEXT | unsubscribeIP | 192.158.1.39 |
| Last contacted | Date you last contacted this person | DATETIME_ISO | lastContact | 2022-10-31T01:30:00.000-05:00 |
| Member status | A value of your choice identifying membership in a program | TEXT | memberStatus | Training and Development |
| Member status last modified | When Member Status was last changed | DATETIME_ISO | memberStatusChangedDate | 2022-10-31T01:30:00.000-05:00 |
| Subscriber Status | The member's subscriber status | TEXT | subscriberStatus | Active |
| Subscriber Status last change date | When the Subscriber Status was last changed | DATETIME_ISO | subscriberStatusChangedDate | 2022-10-31T01:30:00.000-05:00 |
| Delivery Preference | The member's delivery preference | TEXT | deliveryPreference | email |
| Referral Status | The member's referral status | TEXT | referralStatus | Referred |
| Referral Source | The source from which the member was referred | TEXT | referralSource | LinkedIn, Email |
| Referred By - Email | Email address of who referred this member | TEXT | referredByEmail | jane@tryletterhead.com |
| Referred By - First Name | First name of who referred this member | TEXT | referredByFirstName | Jane |
| Referred By - Last Name | Last name of who referred this member | TEXT | referredByLastName | Doe |
| Events | Events associated with this member | TEXT | events | Convention |
| Last Event Date | Date of last recorded event | TEXT | lastEventDate | 2022-11-10 |
| Purchases | Purchases associated with this member | TEXT | purchases |  |
| Last Purchase Date | Date of the member's last recorded purchase | DATETIME_ISO | lastPurchaseDate | 2022-10-31T01:30:00.000-05:00 |
| Notes | Notes about the member (up to 2,500 characters) | TEXT | notes |  |
| Custom Behavior 1–4 | Custom behavior fields you may set for the member | TEXT | customBehavior1 … customBehavior4 |  |
| Content Topics | Content topics associated with this member | TEXT | contentTopics |  |
| Most Engaged Topics | Most engaged topics for this member | TEXT | mostEngagedTopics |  |
| Most Engaged Sources | Most engaged content sources for this member | TEXT | mostEngagedSources |  |
| Last Newsletter Delivered | Last newsletter campaign delivered to this member | TEXT | lastCampaignDelivered | 2022-10-31 |
| Last Campaign Opened | Title of last campaign opened | TEXT | lastCampaignOpened | 2022-10-31 |
| Last Link Clicked | URL of the last clicked link | URL | lastLinkClicked | www.tryletterhead.com |
| Gender | Member's gender | TEXT | gender | Female, Male, Prefer not to specify |
| Race | Member's race | TEXT | race | White, Hispanic, Asian, Prefer not to specify |
| Ethnicity | Member's ethnicity | TEXT | ethnicity | Middle Eastern, Irish, Pacific Islander, etc. |
| Sexual Orientation | Member's sexual orientation | TEXT | sexualOrientation | Heterosexual, bisexual, etc. |
| Marital Status | Member's marital status | TEXT | maritalStatus | Single, married, widowed, divorced, separated |
| Income | Member's income | NUMBER | income | $10,000 |
| CRM ID | CRM identifier for the member | TEXT | CRMID | OPH14FRE |
| Custom ID 1–4 | Custom ID fields for the member | TEXT | customID1 … customID4 | OPH15FRE |
| Language | Language associated with this member | TEXT | language | English, Spanish, Mandarin, etc. |
| Address - Line 1 | First line of the member's street address | TEXT | addressLine1 | 1234 Letterhead Ln |
| Address - Line 2 | Second line of the member's street address | TEXT | addressLine2 | Apt. 64 |
| Address - City | City of the member's address | TEXT | city | Miami |
| Address - State or Province | State/province of the member's address | TEXT | stateProvince | FL |
| Address - Postal Code | Postal code of the member's address | TEXT | postalCode | 30535 |
| Address - Country | Country of the member's address | TEXT | country | United States |
| Latitude | Member's latitude | NUMBER | latitude | 25.7617° N |
| Longitude | Member's longitude | NUMBER | longitude | 80.1918° W |
| Region | Member's region | TEXT | region |  |
| Time Zone | Member's time zone code | TEXT | timeZone | EST |
| Last IP Address | The last IP address associated with the member | TEXT | lastIPAddress | 192.168.123.132 |
| Name - Honorific | Honorific for the member's name | TEXT | honorific | Mr, Dr, Captain, etc. |
| Name - Suffix | Suffix of the member's name | TEXT | suffix | Jr, II |
| Pronouns | Member's pronouns | TEXT | pronouns | He/Him, She/Her, They/Them |
| Home Phone | Home phone, including country code | PHONE_NUMBER | homePhone | 13055556666 |
| Work Phone | Work phone, including country code | PHONE_NUMBER | workPhone | 13055556666 |
| Mobile Phone | Mobile phone, including country code | TEXT | mobilePhone | 13055556666 |
| Job Title | Member's job title | TEXT | jobTitle | Marketing Manager |
| Job - Company or Organization Name | Company or organization associated with the member's job | TEXT | jobCompanyOrOrganizationName | Letterhead |
| Education | Member's education | TEXT | education | Undergrad, Master's degree |
| Religion | Member's religion | TEXT | religion | Catholic |
| Political Affiliation | Member's political affiliation | TEXT | politicalAffiliation | Democratic Party |
| Interests | Member's interests | TEXT | interests | Writing, Music, Gardening |
| Attitudes | Member's attitudes | TEXT | attitudes |  |
| Beliefs | Member's beliefs | TEXT | beliefs |  |
| Children | Member's children | TEXT | children | Tommy, Gina |
| Pets | Member's pets | TEXT | pets |  |
| Letterhead ID | Member's Letterhead ID | NUMBER | letterheadID | a79564 |
| Website | Member's website URL | URL | website | https://www.tryletterhead.com/ |
| Business Website | Member's business website URL | URL | businessWebsite |  |
| Google | Member's Google profile name | TEXT | googleProfileName |  |
| Twitter | Member's Twitter profile | TEXT | twitterProfileName |  |
| Facebook | Member's Facebook profile | TEXT | facebookProfileName |  |
| Instagram | Member's Instagram profile | TEXT | instagramProfileName |  |
| TikTok | Member's TikTok profile | TEXT | tikTokProfileName |  |
| LinkedIn | Member's LinkedIn profile | TEXT | linkedInProfileName |  |
| GitHub | Member's GitHub profile | TEXT | githubProfileName |  |
| Snapchat | Member's Snapchat profile | TEXT | snapchatProfileName |  |
| Website profile | Member's profile name on your website | TEXT | websiteProfileName |  |
| Custom Web Profile 1–4 | Custom web profiles for this member | TEXT | customWebProfile1 … customWebProfile4 |  |

## Notes

**Can I store data beyond this list?**
Yes — see [Custom fields for contacts](https://docs.tryletterhead.com/audience/custom-fields-for-contacts/) for the self-serve steps to add your own.

**Last Delivery Date isn't a profile field you can set.** It's a merge tag Letterhead computes automatically (with a built-in fallback) each time a newsletter goes out — you can still use it in your templates, but you can't set or update its value yourself via profile fields, CSV upload, or the API, so it's not in the table above.


---

# What Happens When Someone Unsubscribes From Your Newsletter?

Source: https://docs.tryletterhead.com/audience/what-happens-when-someone-unsubscribes-from-your-newsletter/

> Unsubscribe requests are processed immediately. Readers can leave one newsletter or everything you send in one step from the preferences page — here's how it works and how to troubleshoot it.

Letterhead keeps the unsubscribe process simple while adhering to relevant compliance laws.

## How the unsubscribe process works

When someone clicks **unsubscribe** at the bottom of one of your newsletters, their status changes to **Unsubscribed** immediately — there's no processing delay.

They stay in your audience — [audience members can't be deleted](https://docs.tryletterhead.com/audience/why-deleting-audience-members-is-not-supported/), which prevents accidental re-subscription and keeps you CAN-SPAM compliant.

One caveat: a newsletter that had already been handed off for delivery before the reader clicked unsubscribe can still land in their inbox — that's a separate in-flight delivery, not a delay in processing the unsubscribe itself.

## Leaving everything in one step

Readers who open their email preferences page can choose **Unsubscribe from everything**, confirm, and leave every newsletter your company sends them in one step.

1. On the preferences page, the reader selects **Unsubscribe from everything**.
2. They're asked to confirm. Selecting **Yes, unsubscribe me from everything** unsubscribes them; **Cancel** leaves everything as it was.
3. The page confirms that they've been unsubscribed from every newsletter you send them.

What this covers:

- It applies to the newsletters that reader receives from your company and that the preferences page already lists for them. It doesn't change anyone else's subscriptions.
- Their contact profile records that they chose to leave everything, and when. See [View suppression status and reasons on a contact profile](https://docs.tryletterhead.com/audience/view-suppression-status-and-reasons-on-a-contact-profile/).
- No one on your team can add them back to a newsletter by hand or by import.
- If the reader later signs up again through one of your signup forms, that record is cleared and they're subscribed to the newsletter they chose.

## Common issues when unsubscribing

- **Wrong email address** — the reader must unsubscribe with the same address they subscribed with.
- **Still receiving emails after unsubscribing** — since the status change is immediate, a newsletter arriving afterward is most often one that was already in flight when they clicked unsubscribe. If it keeps happening, double-check the address or contact our support team.
- **Error message from a test email** — the unsubscribe link in a test email always shows an error page, because the person you sent the test to isn't a subscriber. That's expected in a test, not a fault. To check the link for real, subscribe your own address and send to a segment that contains only you.
- **Error message** — if a reader hits an error from a real send, [reach out to support](https://docs.tryletterhead.com/support/contact-support/).

## Related

- [Can I Subscribe the Same Audience to a New Newsletter?](https://docs.tryletterhead.com/audience/can-i-subscribe-the-same-audience-to-a-new-newsletter/)
- [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/)


---

# What is the Organization Audience page?

Source: https://docs.tryletterhead.com/audience/organization-audience/

> Organization administrators can view audience members across all their channels, see which channels each member belongs to, and filter by search, channel, or status.

The **Organization Audience** page shows your audience across every channel in the organization. For each member you can see how many channels they belong to, which specific channels (in the **Channels** column), and their status — so you can tell at a glance which newsletter, list, or publication each subscriber is active on.

This page is for organization administrators; channel roles see their own channel's audience on the regular [Audience page](https://docs.tryletterhead.com/audience/audience-overview/).

This page applies to organizations sending through **Letterhead**. If your organization sends through a third-party provider (Mailchimp, Iterable, or Constant Contact), you won't see the search bar, filters, or table described below — you'll see a card directing you to manage your audience in that provider instead, since that's where your subscriber data actually lives.

## Filters

- **Search** — look up a specific subscriber by **email or name**.
- **Channels** — narrow the list to subscribers of one channel.
- **Status** — filter by any of the subscription statuses below.

## Audience statuses explained

| **Status** | **What it means** | **What you can do** |
| --- | --- | --- |
| **Any status** | All contacts regardless of subscription status. | Search or filter across the entire audience. |
| **Cleaned** | The email has bounced or failed delivery too many times. | Can't be emailed; consider updating their address. |
| **Disengaged** | Hasn't interacted (opened or clicked) in a while. | Avoid over-sending; use for re-engagement or pruning. |
| **Not Subscribed** | In your database but never opted into marketing messages. | Can't send campaigns unless they explicitly subscribe. |
| **Pending Re-engagement** | Marked inactive and part of a re-engagement effort. | Good target for win-back campaigns. |
| **Pending Confirmation** | Signed up but hasn't confirmed (double opt-in). | See [managing pending confirmations](https://docs.tryletterhead.com/audience/confirmation-emails/). |
| **Subscribed** | Actively opted in. | Safe to send newsletters to. |
| **Unsubscribed** | Opted out of future communications. | Don't email unless they resubscribe. |

Below the filters, the channels table lists each membership with **Name**, **Email**, **Channel**, and **Status**.

## Related

- [How to View or Edit an Audience Member](https://docs.tryletterhead.com/audience/view-edit-audience-member/)
- [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/)


---

# Working in Audience

Source: https://docs.tryletterhead.com/audience/audience-overview/

> V3 canonical page-guide for the Audience area — capability-level, no screenshots.

The **Audience** page is where you manage subscribers: add and import contacts, organize them with tags and segments, keep your list healthy, and manage signup forms. This guide covers everything you can do there.

:::tip[Want a quick read on your audience?]
**Penpal** can give you audience performance rollups in conversation — for example, *"how did my audience grow this month?"* [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Contacts

Add subscribers one at a time or in bulk via the guided **CSV importer** (maps your columns to Letterhead fields and validates rows). View or edit any member, filter the list by date added or by contacts with no tags, and export all or part of your list (optionally by segment) to CSV. Admins can re-subscribe members; mass deletion of contact *details* is supported. On the classic per-channel audience, members themselves can't be deleted for compliance (CAN-SPAM) reasons; on company-wide Contacts, administrators can delete contacts in bulk, as described below.

You can also bring your existing Stripe customers into Letterhead as contacts and keep the list current automatically — new customers are added as they appear in Stripe, imported contacts are tagged so you can find and segment them, and anyone already in your audience is left untouched. See [Connect Letterhead to Stripe](https://docs.tryletterhead.com/integrations/stripe/).

### Change many contacts at once: delete, subscription status, tags, and custom fields

On the **Contacts** tab, select rows, or choose **Select all** to take in every contact matching your current filters, then pick an action from the bar above the table. As an administrator you can:

- **Delete** the selected contacts. You'll see the exact number before you confirm, and the deletion is final: the contacts are removed from your company-wide Contacts and can't be brought back. At least one filter or selection is required.
- **Change subscription status** for one channel. Choose the channel and a status (Subscribed, Not Subscribed, or Unsubscribed), and Letterhead shows how many contacts the change will touch before you confirm. For Subscribed this number is the most it can change, so the final count can be lower. Contacts already at that status are left as they are, and contacts whose address has been cleaned for bouncing aren't changed. Setting people to Subscribed skips anyone who has unsubscribed from everything you send or been suppressed globally. At least one filter or selection is required.
- **Remove tag** from the selected contacts. Choose the tag, and Letterhead shows how many of the selected contacts carry it before you confirm. Only contacts that have the tag are changed, and the tag itself stays in your tag list.
- **Edit field** to set or clear one of your custom fields. Choose the field, then either set a value or clear it. Before you confirm, Letterhead shows how many contacts will change and, if existing values would be replaced or removed, how many. That can't be undone. Contacts that already hold the exact value you're setting are left as they are, and only fields you created yourself are offered.

These actions work on your company-wide Contacts, and a message tells you how many contacts changed when they finish. If some contacts were updated by something else while the action ran, the message says how many were skipped. The same actions are available through the contacts API.

## Contact profiles

Each profile shows an **activity log** (opens, clicks, engagement), bounce history, suppression status and reasons, promotion clicks, inferred reader interests, and Stripe purchase activity with product names.

### Can I see where a reader connects from?

A contact's profile can show the network (IP) address Letterhead saw for them — the most recent one alongside their other details, and the specific address on every open and click in their activity history — so you can see where a reader connects from and follow how that address changes over time. Automated opens and clicks (mailbox-provider prefetch, security scanners) are left out so the value reflects a real person.

### What does the suppression view show?

A contact's profile can include a dedicated **Suppressions** section: every newsletter they can no longer receive, each with the newsletter name and the reason, including the bounce details when a bounce caused it. A permanently undeliverable address appears as a single "suppressed everywhere" entry, visually distinct from per-newsletter suppressions. When an address hard-bounces, it is cleaned from every newsletter the contact was still subscribed to, and the list is reconciled daily against the email provider's suppression list. Each newsletter subscription row on the profile also shows the date the contact was suppressed from that list. See [View suppression status and reasons on a contact profile](https://docs.tryletterhead.com/audience/view-suppression-status-and-reasons-on-a-contact-profile/).

## Tags, segments & custom fields

Categorize with **tags** (individually or in bulk — including tagging everyone who opened or clicked a given newsletter). Build **segments** from profile attributes and behavior, or use **Smart Engagement-Based Segments** that update automatically. Readers' inferred interests (shown on their profiles) can also be used to build segments. **Custom fields** (like city or plan) power advanced segmentation and personalized content, and signup-form responses save straight to contact records.

### Can a segment stay current on its own?

Yes. When you build a segment based on when someone last opened or last clicked, you can choose a **rolling time window** — such as everyone who opened in the last 30 days — or a fixed date range, instead of only a single fixed date. A rolling window always means the last 30 days relative to today, so you never have to come back and edit the date as time passes.

## List health

Recipient validation runs automatically as part of sending, soft/hard bounces are handled for you, and **List Optimization** can manage inactive contacts. Reputation scores (0–100) appear in **List Health** and **Portfolio Health**. Double opt-in is an organization-enforced **Audience Policy** — channel admins should contact an organization administrator to change it. Pending-confirmation members can be managed, but confirmation emails can't currently be resent.

## Signup pages & forms

See and edit all your signup pages, group pages, and embed forms from a single list with live previews. Every place a reader can sign up — your main signup page, group pages, each newsletter's own signup page, and the subscribe form you embed on your own site — gathers into one list, each with a live preview and a copy-paste embed snippet. Open any of them in an inline editor to reorder sections, pick which newsletters a section subscribes people to, choose the page's typeface from a font catalogue, and set each section's own background and text colours. See [Manage all your signup pages and subscribe forms](https://docs.tryletterhead.com/audience/manage-all-your-signup-pages-and-subscribe-forms/).

## Can I see how much my newsletters' audiences overlap?

Yes, over the Letterhead API: for every pair of newsletters, retrieve how many active subscribers they share, with each newsletter's own total alongside — plus a focused view of any two to five newsletters that breaks out their combined unique reach, who is shared across them, and who is exclusive to each. This is available over the API only. See [Retrieve newsletter audience overlap data via API](https://docs.tryletterhead.com/api/retrieve-newsletter-audience-overlap-data-via-api/).

## What this page doesn't do

Sending happens in **Emails**; CRM sync (HubSpot/Mailchimp), Stripe, and Zapier connections live in **Integrations**; org-wide audience across channels is on the **Organization Audience** page.

## Who sees what

Org admins see audience across all channels; channel roles see their channel. If an option isn't visible, ask your admin — or the assistant, if you have early access.


---

# Goals Overview

Source: https://docs.tryletterhead.com/goals/using-goals/

> Goals let you set measurable performance targets — at company, brand, or channel level — and track progress on the Goals dashboard, plus what shows on the company Home page while a send is happening live.

Goals let you turn a vague ambition like "grow the list" or "lift engagement" into a concrete, trackable target. You pick a metric and set a number to hit, and Letterhead tracks your progress automatically so your team always knows where things stand.

:::tip[Prefer to have it done for you?]
The **Letterhead assistant** (early access — rolling out to select accounts) can set, check, or retarget goals for you in conversation — *"set a goal to hit a 35% open rate"*. [See how the assistant works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## What you can set a goal on

A goal pairs a **metric** with a **target value**. You choose the metric from a set list, and the exact options depend on the goal's scope. Goals live at three scopes: **company-wide** for overall performance, **brand** for a single newsletter brand, and **channel** for an individual newsletter. A goal's scope is set by the Goals view you add it from, and you can run goals at all three scopes at once so leadership and individual editors are each tracking the targets that matter to them.

Common examples:

* Subscriber growth — e.g., reach 10,000 total subscribers
* Open rate — e.g., lift your average open rate to 35%
* Click rate or engagement — e.g., hit a 10% click rate on a channel

### Which metrics you can choose

The metric list depends on the goal's scope:

- **Channel** — Open Rate, Click Rate, Click-to-Open Rate, Total Subscribers, New Subscribers (monthly), Loyalists, New & Engaged, and Ghosts.
- **Company** — Contacts, Active Readers (30d), Active Clickers (30d), Monthly Net Growth, and New Subscribers (monthly).
- **Brand** — Contacts, Monthly Net Growth, and New Subscribers (monthly).

## Set a goal

1. Open the company, brand, or channel whose Goals page you want to add a goal to.
2. Choose **Add goal**.
3. In the **Add a goal** dialog, fill in the two fields:
   - **Metric** — pick what to track; the available metrics depend on the goal's scope (see the list above).
   - **Target** — the number you want to reach. The field adapts to the metric — a percentage for rates, a whole number for counts.
4. Select **Add goal** to save it.

A goal's scope is set by where you add it: add one from the company Goals page for a company-wide target, from a brand's page for that brand, or from a channel's page for a single newsletter.

### Set multiple goals

You can add goals at different scopes and run them side by side:

- A **company-wide** goal for overall newsletter performance
- **Brand-level** goals for each newsletter brand
- **Channel-specific** goals for individual newsletters

## Track progress on the Goals page

Every goal appears on the Goals page, which gives you a centralized view of all your performance targets and tracks your progress toward reaching them.

### Access the page

Open the company, brand, or channel you want to see goals for — each opens to its Goals page. What you see is scoped to where you are: the company page shows company goals, and a brand or channel page shows that brand's or channel's goals.

### Goal cards

Each goal appears as a card showing:

- The current value
- The metric it tracks
- A **status indicator** — **Above goal**, **Below goal**, or **Close**. For lower-is-better metrics like Ghosts, this reads **Under limit** or **Over limit** instead.
- A short context line — how far you are above or below your target, or the percentage of the way there
- The **target** you set

Each card's status tells you at a glance whether you're above, below, or close to a goal, so you can catch the ones that are falling behind. Check in regularly to see which goals are on track and which need attention.

### Delete or change a goal

Goals don't have an edit mode. To remove a goal, select the **X** in the corner of its card — it's removed right away, with no confirmation step. To change a target, delete the goal and add it again with the new number.

## Tips for useful goals

* **Make targets specific.** "Reach a 35% open rate" is trackable; "improve open rate" isn't.
* **Match the scope to the owner.** Set company goals for the metrics leadership cares about, and channel goals for the targets an individual editor controls.
* **Don't over-set.** A handful of focused goals keeps the dashboard meaningful; dozens of overlapping ones make progress hard to read.
* **Revisit and adjust.** As priorities shift, remove a goal you no longer need with the **X** on its card and add a new one with an updated target.

## Your company Home page

Your company's Home page — the screen you land on for your organization, and where the company Goals content above lives — includes an **Activity** card next to your top-performing newsletters, with a live indicator in its header:

- Newsletters currently going out are pinned at the top of the card — every one, across every channel you own, each with a status (**Queued**, **Preparing audience**, **Sending**, or **Awaiting metrics** once every recipient has been handed off or the newsletter shows as Published — the same label your Emails list uses for a send that has gone out but has no numbers yet, so the two always agree) and the number of recipients it's going to, such as "3,000 recipients". It doesn't show a running count, because that number can pause for a while even when the send is healthy. A send that has been stuck long past the usual window is left off the card rather than shown as if it were live. Each newsletter's title links to its campaign, and its channel name links to that channel's dashboard.
- Below them, reader reactions to those same in-flight sends — opens and clicks, refreshed automatically every so often so you don't have to reload the page. It reports counts only (e.g. "12 opens · 3 clicks"), with the busiest newsletter first, each title linking to its campaign and each channel name to its dashboard, and a note of how fresh the count is (such as "· updated 13 min ago"; if no one has opened or clicked yet, it counts from when the send started), never who opened or clicked, in keeping with how Letterhead reports engagement everywhere else. These counts reflect opens and clicks as they arrive, so they can run ahead of a newsletter's own metrics page, which fills in a little later.

There's nothing to configure. When nothing is sending, or no reactions have come in yet, the card says so instead of disappearing.


---

# Add tag assignment steps to any automation

Source: https://docs.tryletterhead.com/automations/add-tag-assignment-steps-to-any-automation/

> Add a tag-assignment step to any automation, regardless of its trigger, and see how many subscribers it has tagged while the automation runs.

You can add a **Tag Subscriber** step to any [automation](https://docs.tryletterhead.com/automations/automations-1/), regardless of which [trigger](https://docs.tryletterhead.com/automations/automation-triggers-overview/) starts it. When a subscriber reaches the step, the tags you chose are applied to their contact record automatically.

## Add the step

1. Open the automation for editing and add a new step where you want tags applied.
2. Choose the **Tag Subscriber** step type.
3. Pick the tag or tags to apply, then save the automation.

Once the automation is running, the **Tag Subscriber** step shows a live count of how many subscribers it has tagged since the automation began.

## What tags unlock

Tags applied mid-journey feed everything else tags can do in Letterhead:

- Track which subscribers reached or completed specific points in a journey
- Segment your audience by automation behavior
- Trigger other automations from the tags a journey applies
- Build richer audience segments for future campaigns

Tags are also one of the criteria you can [branch an automation on](https://docs.tryletterhead.com/automations/split-an-automation-by-subscriber-attributes/), so one automation can tag subscribers and another can route them based on that tag.

For everything else the Automations area can do, see [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/).


---

# Automation email preferences

Source: https://docs.tryletterhead.com/automations/automation-email-preferences/

> Each automation series has its own sending settings, separate from your regular newsletter settings. Options vary by series — check the settings panel of your automation.

Every automation series has its own sending settings, separate from your regular newsletter settings. Open a series from **Automations** to control how that series behaves — a gentle re-engagement series and a time-sensitive alert series can each be configured differently.

## What you can control

The exact options vary by series type:

- **Every email step** in a series has its own **Subject** and **Preview Text**, and its own **Template**. For each
  of the two you pick one of three ways to fill it, and the choice is remembered for every send that step makes:
  - **Manual** — you type the words, and they stay the same every time.
  - **Dynamic** — Letterhead writes them from the email itself each time it sends: the subject from the first
    heading, the preview text from the first paragraph.
  - **AI Text** — the assistant writes them from that send's content, taking its cue from the subject lines that
    have performed best for you.

  Dynamic and AI Text are what make a repeating email feel written rather than reused — the subject follows
  whatever that day's lead story turns out to be, without you touching the series.
- **Recurring Email** series set their own **Frequency** (daily, weekly, every 2 or 3 weeks, or your publication days), **Publication Time**, and **Audience** — and you receive a preview of the email before it goes out. How far ahead is configurable, from 15 or 30 minutes up to 23 hours before send; it defaults to one hour.
- **Workflow automations** control timing with **Delay** steps (minutes, hours, or days) between actions.

## Repeating emails send that day's content

A series email is rebuilt from its blocks at the moment it sends, not frozen as it looked when you set the series
up. So a weekly digest built on a feed of your stories carries that week's stories, polls and promotions — you
build the shape once and every send fills itself in.

## Journey-specific unsubscribes

Emails sent from an automation series include a journey-specific unsubscribe link. A reader who clicks it leaves only that running journey — their subscription to your newsletter stays intact. This keeps a heavy-touch series from costing you subscribers entirely.

## Changes and existing subscribers

Setting changes take effect for messages the series sends going forward; they don't retroactively alter what already went out.

## Next steps

- [Automation triggers overview](https://docs.tryletterhead.com/automations/automation-triggers-overview/)
- [Manage an automation series](https://docs.tryletterhead.com/automations/manage-an-automation-series/)
- [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/)

:::tip
**Penpal** can report which of your automations are running, paused, or have errors. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::


---

# Automation triggers overview

Source: https://docs.tryletterhead.com/automations/automation-triggers-overview/

> Letterhead automations are triggered by new subscribers, subscriber status changes, tags, curation items, email opens and link clicks (narrowable to specific emails and links, including did-not-open/did-not-click), date & time, and subscriber inactivity.

A trigger defines when an automation series runs. Pick the trigger that matches the subscriber action or lifecycle event you want to respond to. The names below match the trigger cards you'll see on the automation canvas. For everything else the Automations area can do, see [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/).

## New subscriber

**Fires when** an audience member subscribes to your newsletter.

**Use it for** welcome series — greet new readers and introduce your best content.

## Subscriber status change

**Fires when** a subscriber's status changes to a status you choose.

**Use it for** follow-ups tied to lifecycle changes beyond the initial signup.

## Subscriber tagged

**Fires when** a subscriber receives a specific tag.

**Use it for** follow-up content targeted at tagged groups — people who bought a product, attended an event, or were tagged by [another automation's tag step](https://docs.tryletterhead.com/automations/add-tag-assignment-steps-to-any-automation/).

## New curation item

**Fires when** a new item lands in a specific curation or collection.

**Use it for** automatically sending curated content as a digest or notification.

## Email opened

**Fires when** a subscriber opens your emails — either any of your recent published emails or specific editions you select, with a minimum (and optional maximum) number of opens. Setting the maximum to 0 flips it into a *did-not-open* trigger, and you can require a minimum number of emails received so you're only counting subscribers who actually had the chance to open.

**Use it for** follow-ups to engaged readers — or, with a zero maximum, gentle nudges to readers who missed recent editions.

## Link clicked

**Fires when** a subscriber clicks a link in your email. You can fire on any link or [narrow the trigger to specific links](https://docs.tryletterhead.com/automations/branch-a-simple-series-automation/), so it only runs when someone clicks a particular article or call to action. A zero maximum flips it into a *did-not-click* trigger.

**Use it for** related content, upsells, or nurture flows based on what a reader clicked.

## Date & time

**Fires on** a specific or recurring date and time.

**Use it for** birthday messages, anniversaries, or seasonal campaigns.

## Subscriber inactivity

**Fires when** a subscriber becomes a **Ghost** — they've engaged with none of your last 10 emails (opened or clicked).

**Use it for** win-back campaigns. See [Build a re-engagement series](https://docs.tryletterhead.com/automations/build-a-reengagement-series/).

## Next steps

- [Build a re-engagement series](https://docs.tryletterhead.com/automations/build-a-reengagement-series/)
- [Manage an automation series](https://docs.tryletterhead.com/automations/manage-an-automation-series/)

:::tip
Curious what Penpal can help with? [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::


---

# Branch a simple series automation

Source: https://docs.tryletterhead.com/automations/branch-a-simple-series-automation/

> Branch a Simple Series automation by engagement (opens or clicks, optionally narrowed to specific links) or by audience attributes, and nest branches at any depth for multi-level logic.

You can add conditional branches to a [Simple Series automation](https://docs.tryletterhead.com/automations/automations-overview/) to send subscribers down different paths — a Yes path and a No path — based on a condition you choose. Each reader's journey then adapts to their actual behavior or profile, and you can nest branches inside one another to build decision trees of any depth.

:::note[Availability]
This capability may need to be enabled for your account — contact support if you don't see it.
:::

## Add a branch

1. Open the [automation](https://docs.tryletterhead.com/automations/manage-an-automation-series/) for editing and add a conditional branch where you want the journey to split.
2. Choose a criteria type: **Audience** (profile details and tags — see [Split an automation by subscriber attributes](https://docs.tryletterhead.com/automations/split-an-automation-by-subscriber-attributes/)) or **Engagement** (opens or clicks on your newsletters).
3. Configure the paths for subscribers who do and don't meet the condition.
4. Save and activate.

## Branch by engagement

Choose **Opens** or **Clicks**, then decide which emails count: your most recently published newsletters, or specific issues you pick. Set a minimum — and optionally a maximum — number of opens or clicks for a subscriber to take the Yes path.

### Narrow clicks to specific links

When matching by clicks, you can narrow the condition to particular links instead of any click. Letterhead gathers every unique link from the newsletters in scope, deduped and ready to pick, so a follow-up path fires only for readers who clicked a particular article or call to action — leave the field empty to match a click on any link. The same narrowing works on click-based [triggers](https://docs.tryletterhead.com/automations/automation-triggers-overview/).

## Nest branches for multi-level logic

Add another branch inside either path of an existing one, at any depth, to respond to combinations of conditions — engagement first, then subscription tier, for example. The workflow canvas lays nested branches out as a readable tree, so even deeply nested logic stays easy to follow and edit.

## Use cases

- Send a [re-engagement path](https://docs.tryletterhead.com/automations/build-a-reengagement-series/) to subscribers who haven't opened recent issues
- Offer a promotion to readers who clicked a specific product link
- Trigger a follow-up sequence when someone clicks a particular product or service link
- [Tag readers](https://docs.tryletterhead.com/automations/add-tag-assignment-steps-to-any-automation/) who click through to a specific article or topic
- Send reminders only to readers who clicked an event announcement
- Run separate follow-up paths for different calls to action in the same newsletter
- Build a progressive qualification flow — check multiple attributes in sequence, like engagement level first, then subscription tier

## Verify your logic

[Send a test email](https://docs.tryletterhead.com/automations/preview-automated-emails/) from any step before activating. Once the automation runs, each branch displays how many subscribers took that path — see [Monitor a running automation](https://docs.tryletterhead.com/automations/view-automation-performance-metrics-on-the-workflow-canvas/) — so you can confirm the tree splits your audience the way you intended.

For everything else the Automations area can do, see [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/).


---

# Build a re-engagement series

Source: https://docs.tryletterhead.com/automations/build-a-reengagement-series/

> A re-engagement series targets subscribers who've gone quiet, using the Subscriber inactivity trigger (your Ghost segment): set the trigger, design message steps, and activate.

A re-engagement series automatically messages subscribers who have gone quiet. Use it to win them back with special offers, new content, or a final ask before cleaning your list.

## Create the automation

1. Go to **Automations** and create a new series with a descriptive name (e.g., "Win back inactive readers").
2. Choose the **Subscriber inactivity** trigger. It targets readers who've become **Ghosts** — subscribers who engaged with none of your last 10 emails (opened or clicked).

## Design the series steps

Add message steps for each email in the series, selecting or creating a template for each. A typical series is 2–3 messages over 1–2 weeks, with delays between steps. Effective re-engagement messages:

- Acknowledge the lapsed engagement ("We miss you!")
- Offer value — a discount, new content, curated highlights
- Include one clear call to action

You can go further than a straight sequence: [branch by engagement](https://docs.tryletterhead.com/automations/branch-a-simple-series-automation/) to treat readers differently depending on whether they open the win-back emails, or [add a tag step](https://docs.tryletterhead.com/automations/add-tag-assignment-steps-to-any-automation/) to mark subscribers who complete the series.

## Preview and activate

Review your steps and timing, [send yourself a test email](https://docs.tryletterhead.com/automations/preview-automated-emails/), then activate. Subscribers who match the criteria begin receiving messages automatically.

## Monitor and adjust

Once running, the workflow canvas shows live enrollment numbers, subscriber counts at each step, and per-email performance — see [Monitor a running automation](https://docs.tryletterhead.com/automations/view-automation-performance-metrics-on-the-workflow-canvas/) and [Manage an automation series](https://docs.tryletterhead.com/automations/manage-an-automation-series/).

Automation emails include a journey-specific unsubscribe link, so a reader can leave the win-back series without unsubscribing from your newsletter entirely.

## Next steps

- [Automation triggers overview](https://docs.tryletterhead.com/automations/automation-triggers-overview/)
- [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/)

:::tip
Curious what Penpal can help with? [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::


---

# Company-Level Automations Errors Table

Source: https://docs.tryletterhead.com/automations/automations-errors-table/

> Find out when an automation fails and why: filter your company's automations by Error status, search by title, template, channel or ID, see the exact time of each send and the segment it targets, and keep your filters as a link you can share.

The **Automations Errors Table** shows you when an automation fails and why. Instead of guessing what went wrong, filter your company's automations by **Error** status and review the details in one table.

## Where to find it

1. From your **Company Dashboard**, go to **System Monitor → Automations**.
2. Use the **Status** dropdown to filter by **Error**.

The table lists every automation that has hit a problem. If none have, you'll see an empty state — "There is nothing here, yet."

## Find one automation

When you already know which automation you're after — a colleague named it, or you're working from an alert that does —
use the **search box** above the table rather than scrolling. It looks at four things at once:

- the automation's **title**
- the **template** it sends
- the **channel** it belongs to
- the automation's **ID**

**Searching looks across every status, not just Error.** That is deliberate: if you go looking for a specific
automation and it turns out to be running perfectly, you want to see it rather than an empty table. While
you're searching, the **Status** filter reads **All** and a chip above the table says so, and clearing the
search puts you back to **Error** where you started.

### Searching by ID

Every automation now shows its own **ID** underneath its title — a short code like `k4m2p9xr3q`. Click it to copy
it.

The ID is worth reaching for when a name isn't enough: two automations on different channels can share a
title, and a template can be renamed, but an ID belongs to exactly one automation and never changes. It's the
detail to paste into a support conversation, or to quote back when Letterhead Support asks which automation you
mean. When your search matches an automation by its ID rather than its name, that row's ID is highlighted so
you can see why it came back.

If a search finds nothing at all, the empty state tells you what was checked. For an ID with no match, the
usual explanations are that the automation has been deleted, or that it belongs to a different company than
the one you're signed in to.

## Your filters stay with the table

Whatever you narrow the table down to — a search term, a status, a set of channels — stays with the page. Open
an automation to look at it, come back with your browser's back button, and the table is exactly as you left it
instead of resetting to the default Error view. The search box, the **Status** chip, and the **Filters** count
all come back showing the same thing the rows do.

Because those choices ride in the page's address, a filtered table is also a link. Bookmark it to return
straight to the same view tomorrow, or paste it to a colleague so they open the automations you're looking at
rather than a table they have to narrow again themselves.

Two things worth knowing. Opening the page fresh from the menu always gives you the default Error view — the
filters travel with the link, not with your account. And the page you were on and the column you sorted by
aren't part of the link, so a filtered table opens at the first page.

## What each row shows

- **Title** — the automation's name, with its ID underneath
- **Channel** — where the automation belongs
- **Status** — shows **Error** if the automation failed to run
- **Template** — the template the automation uses
- **Target Segment** — the audience segment the automation sends to
- **Latest Send** — the date and time of the last successful send
- **Next Send** — the date and time it's scheduled to run next

The **Target Segment** column and the time of day on the send columns are rolling out now and available in most accounts.

**Send times are shown in UTC**, and each one says so. This table brings together automations from every
channel in your company, and those channels can be set to different timezones, so one shared clock is the only
way to compare rows fairly. Convert to your own timezone when you need to match a send against something you
saw happen locally.

Seeing the time and the segment side by side is usually the quickest way to explain a misfire: whether the
automation ran when you expected, and whether it went to the people you meant it to.

## What the error label is telling you

When an automation shows **Error**, the table also names the reason. The label matters, because some of these
need you to restart the automation and others clear up on their own.

### Did not finish in time

The automation began putting its newsletter together but didn't finish, so it was stopped before sending. This
usually means that edition was unusually large or slow to assemble, and it often works on the next run.

Open the automation, review it, then turn it back on and set the timing for the next run. If a partly-built
draft was saved, you'll find it alongside your other newsletter drafts, so you can salvage or discard it. If the
same automation keeps stopping this way, contact **Letterhead Support** — an edition that never manages to
finish is worth looking at properly rather than restarting over and over.

### Email service unavailable

The email service that sends this channel's newsletters couldn't be reached, so Letterhead paused every running
automation on that connection instead of letting them fail one at a time.

**You don't need to restart these individually.** They turn themselves back on once the connection is working
again. You'll have had a separate notification about the connection itself — sort that out, and the automations
resume where they left off.

### Template missing, Template invalid, or Template deactivated

The automation's template can no longer be used — it's been deleted, deactivated, or is not a template this
automation can send. Use **Select Different Template** on the row to choose a working one, then **Reactivate**.

### Unknown reason

Something stopped the automation that we don't have a more specific explanation for yet. Try reactivating it,
and if it stops again, contact **Letterhead Support** with the automation's title so we can trace it.

## Troubleshooting

If the label above didn't tell you enough, review the affected automation's setup — its segment, frequency, draft, and template — to confirm nothing is missing or misconfigured. If you can't resolve it, contact **Letterhead Support** with the automation title and error details.

Checking this table regularly catches problems early, before they interrupt your sending schedule. For monitoring an individual automation's live performance, see [Monitor a running automation](https://docs.tryletterhead.com/automations/view-automation-performance-metrics-on-the-workflow-canvas/), and for everything else in the area, [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/).

:::tip[Prefer to have it done for you?]
**Penpal** can check your automations for errors for you in conversation — try *"do any of my automations have errors?"* [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::


---

# Create an Automation for Welcome letters & Recurring newsletters

Source: https://docs.tryletterhead.com/automations/automations-1/

> Letterhead offers two ready-made automation options — Welcome Email and Recurring Email — for fully hands-off sending.

Letterhead has two ready-made automation options for hands-off sending:

- **Welcome Email** — a one-time welcome email that goes out when someone new joins your list.
- **Recurring Email** — a newsletter that assembles and sends itself on a daily, weekly, every 2 weeks, or every 3 weeks schedule, to your whole audience or a dynamic segment.

Both are built on [templates](https://docs.tryletterhead.com/newsletters/create-edit-and-activate-deactivate-a-template/), so create or pick a template first. For recurring sends, use **RSS** or **Curations** blocks in the template so each edition fills itself with fresh content; welcome templates can use personalization fields to greet each subscriber by name. For everything else the Automations area can do, see [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/).

## Create a welcome email

Welcome emails introduce you, set expectations, and are a good moment to ask readers to add you to their contacts so you stay out of spam folders.

1. Go to **Automations** and choose **Welcome Email**.
2. Give the automation a title (required — subscribers never see it).
3. Create or select the template for your welcome email.
4. Choose **Save and activate later**, or **Activate** to turn it on immediately.

If you later change the template's content, deactivate and reactivate the automation so it picks up the new version. More detail: [When are welcome letters triggered?](https://docs.tryletterhead.com/faq/when-are-welcome-letters-triggered/)

## Create a recurring newsletter

1. Go to **Automations** and choose **Recurring Email**.
2. Give the automation a title (required — subscribers never see it).
3. Optionally enable **Dynamic subject** and **Dynamic preview text** so each edition's subject updates automatically. This pairs well with RSS blocks: Letterhead uses the first heading in the newsletter as the subject.
4. Select the **Audience** — your entire audience, active openers/clickers, or any saved segment.
5. Set the **Frequency**: daily, weekly, every 2 weeks, or every 3 weeks, plus the publication day(s) and time. Weekly and multi-week options let you pick several days.
6. Choose when to receive a **test email** — 15 or 30 minutes, or 1 to 23 hours before the send — and who should review it under **test email recipients**. A new automation starts with your channel's default "from" address there, if your channel has one. Recipients are optional: with none, your newsletter still goes out on schedule, but nobody gets the preview, or the email Letterhead sends if an edition can't be built.
7. Select your template (or create one from a blank template), then **Activate**, or **Save and activate later**.

### How dynamic subjects work

Letterhead scans the newsletter for the first heading (h1–h6) and uses it as the subject; if there's none, it uses the first title from your RSS blocks. Very long subjects are trimmed to the last complete word with an ellipsis, capped at 150 characters.

### Timing matters

The test email's send time is when the final content is locked in, even if nobody is set to receive the test. Stories published after the preview is generated won't appear in the final send — so if freshness matters, keep the preview window short, and set the publication time at least 1–2 hours after content creation so your latest content and dynamic subject load correctly.

### Deactivating a template that's in use

If you deactivate a template that an active automation uses, Letterhead warns you; confirming also deactivates the automation, so nothing keeps sending from an outdated template.

## FAQ

**Can I test my automation first?** Yes — review the test email, preview the newsletter from the editor, or temporarily send to a test segment containing just you. You can pause the automation anytime.

**Can I change the newsletter later?** Yes, but changes only affect future sends, not emails already sent or in progress.

**What happens if I pause?** Sending stops until you resume. See [Manage an automation series](https://docs.tryletterhead.com/automations/manage-an-automation-series/).

:::tip
Curious what Penpal can help with? [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::


---

# How to Send a Test Email from Your Automation

Source: https://docs.tryletterhead.com/automations/preview-automated-emails/

> Send yourself and others test emails from an automation — recurring or not — to check content, dynamic blocks, and formatting before it goes live.

From the **Automations** page you can send yourself and others a test email of any automation. The test shows exactly what the newsletter would look like if it sent right now, so you can check it without waiting for the automation to run.

## Send a test

1. Go to **Automations** and find the automation you want to test.
2. Open the test option — either from the send-a-test action on the automation's row in the list, or by opening the automation and choosing **Send a Test**.
3. Enter up to five email addresses and click **Send a Test**. You'll see a confirmation once it's sent.
4. Check your inbox — test messages have "**Automation Test**" added to the subject so they're easy to spot.

Testing an individual step from the workflow canvas instead of the whole automation? That test arrives with **"Series Test"** in the subject, not "Automation Test" — check for that instead.

Want to make changes after reviewing? The test email includes a link at the top that takes you straight to the composer to edit the template.

## Why test

- Get a **point-in-time look** at your content with the current items from your feed
- **Verify** dynamic content (like RSS or curation blocks and dynamic subjects) renders without errors or formatting issues
- **Refine** your design and copy before real subscribers see it

## Does this work for every automation type?

Yes. Recurring newsletters and non-recurring automations (like [welcome emails](https://docs.tryletterhead.com/automations/automations-1/)) both support test sends — open the automation and use **Send a Test**.

## Next steps

- [Manage an automation series](https://docs.tryletterhead.com/automations/manage-an-automation-series/)
- [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/)

:::tip
Curious what Penpal can help with? [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::


---

# Journey-specific unsubscribe links in automation emails

Source: https://docs.tryletterhead.com/automations/journey-specific-unsubscribe-links-in-automation-emails/

> Automation emails include a journey-specific unsubscribe link, so readers can opt out of one automation series while staying subscribed to your newsletter.

Emails sent from an automation series include an **Unsubscribe from this journey** link. It lets readers opt out of that specific automation without unsubscribing from your newsletter entirely.

## How it works

When a reader clicks the journey unsubscribe link, they confirm their choice and are removed from that running journey only — their newsletter subscription stays active.

This protects your list: a reader who's tired of one [automation series](https://docs.tryletterhead.com/automations/manage-an-automation-series/) — an onboarding sequence they've outgrown, a promotional campaign that doesn't interest them — can leave just that series instead of leaving you altogether.

## Nothing to configure

All [automation emails](https://docs.tryletterhead.com/automations/automations-1/) include the journey-specific link automatically. Readers who want to leave your newsletter entirely can still use the standard unsubscribe link in your regular sends.

For everything the Automations area can do, see [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/).


---

# Manage an automation series

Source: https://docs.tryletterhead.com/automations/manage-an-automation-series/

> Manage active automation series: pause/reactivate, update message content, restart for new subscribers, delete, and review performance and errors.

Once an automation series is running, you manage its whole lifecycle from the **Automations** page: pause it, edit its messages, restart it for new subscribers, or retire it entirely. For everything the Automations area can do, see [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/).

## Pause or deactivate a series

Open the series from **Automations** and deactivate it. Subscribers currently in the series stop receiving further messages, but their progress is preserved so you can pick up where you left off.

## Reactivate a series

Reactivate a paused series to resume sending. Depending on the series, you can restart existing subscribers or apply the automation only to new subscribers who match the trigger going forward.

## Edit message content

Open any message step in the series to update its subject, body, or content, then save. You can also [send yourself a test email](https://docs.tryletterhead.com/automations/preview-automated-emails/) before changes go out to real subscribers.

## Set exit goals

Configure one or more exit goals on a Simple Series automation — when a subscriber's status changes, they get tagged, they (re)subscribe, or they click a specific newsletter link — and choose whether any single goal or every goal must be met. The moment a subscriber meets the goal, they're pulled out of the journey immediately and skip any remaining steps. A read-only summary on the automation's view page shows the configured goals, and you can filter the subscriber drawer to see who exited by meeting a goal.

## Monitor performance

A running automation shows live metrics right on the workflow canvas — journey and enrollment totals, subscriber counts at each delay step and branch, who's currently at any step, and per-step email performance (sends, deliveries, bounces, and top-clicked links). See [Monitor a running automation](https://docs.tryletterhead.com/automations/view-automation-performance-metrics-on-the-workflow-canvas/) for the full breakdown.

You can also review a running automation's complete configuration — the newsletters and links it watches and each branch's criteria — without opening it for editing.

## Troubleshoot errors

If messages aren't going out, the [Automations Errors Table](https://docs.tryletterhead.com/automations/automations-errors-table/) filters your automations by **Error** status and shows what failed and why, so you can fix issues like invalid addresses or template problems.

## Delete a series

Deleting a series is permanent: its history and performance data are removed and can't be recovered. Consider deactivating instead if you may want the data later.

## Next steps

- [Automation triggers overview](https://docs.tryletterhead.com/automations/automation-triggers-overview/)
- [Build a re-engagement series](https://docs.tryletterhead.com/automations/build-a-reengagement-series/)

:::tip
**Penpal** can report which of your automations are running, paused, or have errors — try *"which automations are running?"* [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::


---

# Monitor a running automation

Source: https://docs.tryletterhead.com/automations/view-automation-performance-metrics-on-the-workflow-canvas/

> One place to monitor a running automation: journey and enrollment metrics, per-step and per-branch subscriber counts, per-step email performance, and read-only configuration.

Once an automation is running, the workflow canvas doubles as a live dashboard. Open any active automation and you can see how it's performing — who's in it, where they are, and how each email is doing — without switching views or entering edit mode.

For the full picture of what **Automations** can do, see [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/).

## Journey and enrollment metrics

The automation's starting card shows live totals that update as subscribers move through the flow:

- **Journeys** — created, currently running, and finished
- **Subscribers** — enrolled, in progress, and completed

Use these to gauge an automation's reach and activity at a glance.

## Subscriber counts on every step

Counts appear directly on the canvas:

- **Delay steps** show how many subscribers are currently waiting and how many have already passed through — useful for spotting bottlenecks or confirming your timing works as intended.
- **Branches** show how many subscribers took each path, so you can verify your conditions split the audience the way you expect.

If one branch has far fewer subscribers than expected, review its criteria to make sure the logic matches your intent.

## See who's at each step

Select any step in a running automation to view the subscribers currently at that step and those who have already moved past it — each with their name, email, and status. This lets you confirm the right people are receiving your messages and find anyone who seems stuck.

## Email performance per step

Select any **Send Email** step to see performance aggregated across every run of the automation:

- Sends and successful deliveries
- A breakdown of bounces
- The links readers clicked most in that email

No need to piece together individual journey runs — each step reports its complete history.

## View configuration without editing

A running automation also displays its full configuration in read-only form: the newsletters and links it watches and the criteria on each branch (match mode, tags, profile fields, newsletters). You can audit or document the setup without risking an accidental change, and switch to edit mode only when you actually want to change something.

## If something looks wrong

Check the [Automations Errors Table](https://docs.tryletterhead.com/automations/automations-errors-table/) to see failed automations and why they failed, or [send yourself a test email](https://docs.tryletterhead.com/automations/preview-automated-emails/) from any step.

:::tip
If you've connected an AI client such as Claude Desktop to Letterhead, you can also ask it which of your automations are running, paused, or have errored.
:::


---

# Split an automation by subscriber attributes

Source: https://docs.tryletterhead.com/automations/split-an-automation-by-subscriber-attributes/

> Branch an automation based on subscriber profile details or tags, using the same criteria as audience segments.

You can add conditional branches to your [automations](https://docs.tryletterhead.com/automations/automations-1/) that route subscribers down different paths based on what you know about them — their profile details, the tags they carry, or any combination of criteria you'd use to build an audience segment.

:::note[Availability]
This capability may need to be enabled for your account — contact support if you don't see it.
:::

## Add a split

1. Open the [automation](https://docs.tryletterhead.com/automations/manage-an-automation-series/) for editing and add a branch where you want the split.
2. Define your criteria using subscriber attributes or tags — you can combine multiple criteria, just like building a segment.
3. Build separate paths for subscribers who match and those who don't.

Attribute splits combine with the other branching tools — see [Branch a simple series automation](https://docs.tryletterhead.com/automations/branch-a-simple-series-automation/) for branching by newsletter engagement and nesting branches inside one another at any depth.

## Use cases

- Send different [welcome sequences](https://docs.tryletterhead.com/automations/automations-1/) to free vs. paid subscribers
- Tailor content by subscriber location or interests
- Route subscribers by engagement tags — including tags applied by [a tag step earlier in the journey](https://docs.tryletterhead.com/automations/add-tag-assignment-steps-to-any-automation/)
- Personalize onboarding flows by subscriber type

## See how your audience splits

Once the automation runs, each branch shows a live count of subscribers who took that path, so you can confirm your criteria work as intended — see [Monitor a running automation](https://docs.tryletterhead.com/automations/view-automation-performance-metrics-on-the-workflow-canvas/). For the full Automations picture, see [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/).


---

# Working in Automations

Source: https://docs.tryletterhead.com/automations/automations-overview/

> V3 canonical page-guide for the Automations area — capability-level, no screenshots.

**Automations** sends email automatically — welcome messages, recurring digests, win-back series — without manual effort. This guide covers everything you can do there.

:::tip
**Penpal** can report which of your automations are running, paused, or have errors. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Triggers

Start an automation from subscriber status changes, tags, curation items, newsletter opens/clicks (narrowable to **specific links**), date-based events, or re-engagement conditions (e.g. hasn't opened in N sends).

### Can an automation react to clicks on one specific link?

Yes. When an automation reacts to newsletter clicks, you can narrow the trigger or condition to particular links — so it fires only when a reader clicks a specific article or call to action, not just any link in the email. The links to choose from are gathered from the newsletters you've put in scope, deduped and ready to pick. Link-level targeting may need to be enabled for your account — contact support. See [Branch a simple series automation](https://docs.tryletterhead.com/automations/branch-a-simple-series-automation/).

## Build the flow

Design message steps on the workflow canvas. **Branch** by engagement (opened/clicked recent newsletters, specific issues, or particular links) or by subscriber attributes and tags — using the same criteria as segments — and **nest branches** for multi-level decision trees: a conditional branch can sit inside another branch's yes-or-no path at any depth, and the canvas lays the whole automation out as a readable tree so even deeply nested branches stay easy to follow and edit. Add **tag-assignment steps** at any point in any automation, whatever kind of event triggers the journey — while the automation runs, the step shows how many subscribers it has tagged since the journey began — available to every automation with nothing to enable. Send a test email before going live. Advanced branching may need to be enabled for your account — contact support. See [Branch a simple series automation](https://docs.tryletterhead.com/automations/branch-a-simple-series-automation/) and [Split an automation by subscriber attributes](https://docs.tryletterhead.com/automations/split-an-automation-by-subscriber-attributes/).

## Unsubscribes

### Can readers leave one automation without unsubscribing from my newsletter?

Yes. Emails sent from an automation series carry an **"Unsubscribe from this journey" link** in place of the usual full-list unsubscribe. A reader who clicks it lands on a confirmation page that removes them only from that running journey — their subscription to your newsletter itself stays intact, so you don't lose a reader over one automation they'd rather skip. See [Journey-specific unsubscribe links in automation emails](https://docs.tryletterhead.com/automations/journey-specific-unsubscribe-links-in-automation-emails/).

## Monitor & manage

Pause/activate a series, update its templates, restart it, and view its configuration without entering edit mode — a running automation spells out the actual newsletters and links it watches, and the full criteria on each branch (match mode, tags, profile fields, newsletters).

Live metrics show on the canvas for every automation, with nothing to enable: the starting card tallies how many journeys have been created, are running, and have finished, plus how many people are currently enrolled, in progress, or done; each wait step shows how many subscribers are paused inside the delay and how many have passed through; and every branch shows how many subscribers took each path. Open any step for a drawer listing who is currently at that step and who has moved past it — each with name, email, and status — and open any email step to see how it has performed across every run of the journey: how many went out and were delivered, a breakdown of bounces, and a ranked list of the links readers clicked most.

The company-level **Errors Table** filters automations by error status so you can see what failed and why.

### What happens to my automations if my email provider connection breaks?

Letterhead monitors your connected email service provider and flags the connection as broken if it stops responding or your credentials stop being accepted — but if a connection issue pauses an Automation Series, resuming it afterward is a manual step you take once the connection is healthy again.

## What this page doesn't do

One-off sends live in **Emails**; segment building lives in **Audience**.

## Who sees what

Access varies by role. If an option isn't visible, ask your admin — or **Penpal**.


---

# AI Agents overview

Source: https://docs.tryletterhead.com/ai-agents/ai-agents-overview/

> Letterhead provides AI agents to help create, review, and analyze newsletters. Each agent runs automatically, on a schedule, or on demand, depending on its type — review its findings and suggestions afterward.

Letterhead AI agents assist you with newsletter work by automating content checks, drafting emails, and analyzing performance. How an agent runs depends on its type — automatically, on a schedule, or on demand — and every run surfaces "judgments"—findings and suggestions for you to review.

**Penpal**, Letterhead's assistant, is a different thing from the agents on this page: it's the conversational assistant that carries out Letterhead tasks for you, and it's in every account — open it with the speech-bubble button in the top bar, from any page. See [Working with Penpal, Letterhead's AI assistant](https://docs.tryletterhead.com/ai-agents/edit-your-newsletter-in-conversation-with-the-assistant/) for how it works and everything it can do.

## Core agents

Letterhead includes two core agents:

1. **Email Content Check** — A pre-send validation agent that flags issues like broken links, missing alt text, and other content problems before you send.
2. **Analyze** — Reviews your content and performance data to surface insights and recommendations.

## Access agents

1. Navigate to **Agents** (company-level dashboard).
2. View all available agents and their status.
3. Select an agent to manage its schedule (Analyze) or, for Analyze only, run it on demand. Email Content Check triggers automatically and has no schedule or manual run.

## How agents work

Agents surface their output as "judgments"—suggestions and findings. After running an agent, review the judgments in the **Agent Feed** or, while you're editing a newsletter, in the composer's **Preflight Agent** panel. The findings are read-only — there are no accept or dismiss controls; use them to guide your work.

Learn more about creating custom agents, reviewing agent runs, and managing your agent library in the related articles.


---

# Analyze agent

Source: https://docs.tryletterhead.com/ai-agents/analyze-agent/

> The Analyze agent reviews your performance data to surface trends, insights, and actionable recommendations for improving your newsletters.

The **Analyze agent** monitors your email performance, subscriber growth, send patterns, and audience health across your newsletters to surface insights and recommendations that match the questions your team cares about. It works from your performance metrics, not the content of a single newsletter. AI agents are an **early access** feature — see the [AI Agents overview](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).

## Review the agent's prompt

Before running the Analyze agent, check what it's been configured to look for. From the company-level **Agents** dashboard, select the **Analyze** agent and review its prompt. You can adjust it — see [Create & manage agents](https://docs.tryletterhead.com/ai-agents/create-and-manage-agents/).

## Run the Analyze agent

Run the agent on demand with **Run now**, or let it run on its configured schedule. You don't need to wait and watch: when the Analyze agent finishes a run, you get an **in-app notification and an email digest** with the results — see [Get notified when your Analyze agent finishes](https://docs.tryletterhead.com/ai-agents/get-notified-when-your-analyze-agent-finishes-reviewing-a-ne/).

## Review insights and recommendations

Once complete, view the agent's findings. The agent typically surfaces:

- Trends in open rates, click rates, or subscriber engagement
- Content patterns that drive higher performance
- Recommendations for subject lines, sending times, or content types

The findings are read-only — there are no accept or dismiss controls. Review the recommendations that match your strategy and set aside the ones that don't — see [Review agent runs & judgments](https://docs.tryletterhead.com/ai-agents/review-agent-runs/). Use these insights to refine your content strategy for future issues.

## Related

- [AI Agents overview](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/)
- [Review agent runs & judgments](https://docs.tryletterhead.com/ai-agents/review-agent-runs/)
- [Create & manage agents](https://docs.tryletterhead.com/ai-agents/create-and-manage-agents/)


---

# Ask the assistant why a link looks different in the inbox

Source: https://docs.tryletterhead.com/ai-agents/ask-the-assistant-why-a-link-looks-different-in-the-inbox/

> Penpal can now explain why a link's appearance differs in the delivered newsletter from how it looked while writing—checking both newsletter-level styling and inline formatting you applied to that text.

## What this does

A link's color or underline can look different once a newsletter lands in an inbox than it did while you were writing it. Instead of hunting through settings, you can now ask Letterhead's AI assistant to explain what's going on.

The assistant reads the newsletter's own data to tell you:

- The link color and style saved on the newsletter itself (which may differ from your channel's usual defaults)
- Any color, bold, italic, or underline you applied to that specific piece of text while writing

This works on drafts you haven't sent yet, so you can check styling before anything goes out.

## When to use it

Use this when:

- A link looks unexpectedly styled in a preview or delivered newsletter
- You want to confirm what styling will apply before sending
- You need to understand why one link looks different from others in the same newsletter

## How it works

Open the **assistant** and describe what you're seeing—for example, "Why is this link blue instead of my brand color?" or "Why does this link have an underline?" The assistant will check the newsletter's styling and any inline formatting on that text, then explain what's affecting the appearance.

:::tip[Prefer to have it done for you?]
The **assistant** can do this for you in conversation. [See how the assistant works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/). You can also [work with the assistant to edit your newsletter](https://docs.tryletterhead.com/ai-agents/edit-your-newsletter-in-conversation-with-the-assistant/) or [manage promotions](https://docs.tryletterhead.com/ai-agents/manage-promotions-with-the-ai-assistant/).
:::


---

# Create & manage agents

Source: https://docs.tryletterhead.com/ai-agents/create-and-manage-agents/

> Build custom agents to automate your newsletter workflow. Choose a template or create from scratch and configure the agent's prompt — how it runs (automatic, scheduled, or on demand) depends on its type.

Create custom agents tailored to your newsletter workflow, or modify existing agents to fit your needs. AI agents are an **early access** feature — see the [AI Agents overview](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).

## Create a new agent

1. Navigate to **Agents** on the company-level dashboard.
2. Choose **Create Agent**.
3. Pick a starting point:
   - **From template** — start with a pre-configured agent ([Analyze](https://docs.tryletterhead.com/ai-agents/analyze-agent/), [Email Content Check](https://docs.tryletterhead.com/ai-agents/email-content-check-agent/), etc.).
   - **From scratch** — build a custom agent with your own prompt.

## Configure the agent

- **Name** — give your agent a descriptive name.
- **Prompt** — write or edit the agent's instructions. Be specific about what content or data to review, what kind of output or judgments to surface, and the tone and guidelines to follow.

Save to finalize the agent.

## Set a schedule

How an agent runs depends on its type:

- **Email Content Check** — triggers automatically when relevant (for example, before you send a newsletter). There's no schedule to set and no manual run option.
- **Analyze** — runs **Daily**, **Weekly**, or **Monthly** on a schedule, and can also be run on demand at any time with **Run now**.

## Manage your agents

- **Activate / deactivate** — toggle an agent's **Active** state to enable or disable it.
- **Run now** — available for the Analyze agent only: execute it immediately and review results in the [Agent Feed](https://docs.tryletterhead.com/ai-agents/review-agent-runs/).
- **Delete** — remove an agent from your workspace (with confirmation).

Agents remain in your library until deleted, and you can modify their prompts and schedules anytime.

:::tip
**Penpal** can report which of your automations are running, paused, or have errors. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Related

- [AI Agents overview](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/)
- [Review agent runs & judgments](https://docs.tryletterhead.com/ai-agents/review-agent-runs/)


---

# Email Content Check agent

Source: https://docs.tryletterhead.com/ai-agents/email-content-check-agent/

> The Email Content Check agent automatically flags content issues (broken links, missing alt text, etc.) in your newsletters. It runs automatically when you set an email to preview before scheduling, catching problems early.

The **Email Content Check agent** is a pre-send check that validates your newsletter content and flags potential issues that could affect delivery or reader experience — things like broken links and missing image alt text. AI agents are an **early access** feature — see the [AI Agents overview](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).

## When the Email Content Check runs

The Email Content Check runs automatically when you set an email to preview before scheduling — there's no separate step to start it. Open the draft you want to check and set it to preview, and the agent checks that version of your newsletter.

## Review check results

The results appear in the composer's **Preflight Agent** panel. It lists each flagged issue and the part of your email it relates to, so you can find and fix it in your draft.

## Review the findings

The Preflight Agent panel is read-only — there are no accept or dismiss controls. Read through the flagged issues, fix the ones that apply in your draft, and set the email to preview again to re-run the check and confirm the problems are resolved.

Once all critical issues are resolved, you can send your newsletter with confidence.

## Related

- [AI Agents overview](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/)
- [Review agent runs & judgments](https://docs.tryletterhead.com/ai-agents/review-agent-runs/)


---

# Get notified when your Analyze agent finishes reviewing a newsletter

Source: https://docs.tryletterhead.com/ai-agents/get-notified-when-your-analyze-agent-finishes-reviewing-a-ne/

> Receive in-app notifications and email digests when your Analyze agent finishes reviewing a newsletter, so you don't have to wait and watch for results.

When your [Analyze agent](https://docs.tryletterhead.com/ai-agents/analyze-agent/) finishes reviewing a newsletter, Letterhead notifies you so you can return to the findings when you're ready.

## How it works

Once the Analyze agent completes its review:

- You receive an **in-app notification** in Letterhead showing the agent's name and how many insights the run produced.
- You also receive an **email digest** summarizing the run. Add up to 5 recipients in the agent's **Email Notifications** setting to choose who gets it.

You can also control the **Analyze Agent Finished** event in your notification preferences, where you choose which events trigger an in-app or email notification for each channel.

You can move on to other tasks and come back to [review the findings](https://docs.tryletterhead.com/ai-agents/review-agent-runs/) at your convenience, rather than monitoring the analysis in real time.

## Next steps

When you receive the notification, click through to [view the full analysis and insights](https://docs.tryletterhead.com/ai-agents/review-agent-runs/) from your Analyze agent.

## Related

- [Analyze agent](https://docs.tryletterhead.com/ai-agents/analyze-agent/)
- [AI Agents overview](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/)


---

# Manage your promotions with the AI assistant

Source: https://docs.tryletterhead.com/ai-agents/manage-promotions-with-the-ai-assistant/

> Use Letterhead's assistant — in the app or through a connected AI client — to review, edit, reschedule, pause, or remove your promotions in plain language.

Letterhead's assistant can help you manage the promotions (ads) already
running in your account — no digging through menus. Just ask in plain language and
it works with your real promotion data. You can reach the assistant two ways, and
it does the same job either way:

- **In the app** — the assistant panel built into Letterhead.
- **From a connected AI client** — an external tool like Claude Desktop, connected
  over MCP.

## Open the assistant

**In the app:** select the speech-bubble button in the top bar. The assistant
slides out as a side panel. Type your request in the message box and send.

**From a connected AI client:** [connect an AI client to Letterhead's MCP
server](https://docs.tryletterhead.com/integrations/connect-ai-tools-mcp/), then ask in plain language from
that client — no need to open Letterhead at all.

## What you can ask it to do

- **See your promotions** — list everything with its status (active or paused),
  whether it's evergreen/recurring or scheduled, which channels it runs on, and its
  scheduled dates.
- **Look up one promotion** — pull up a single promotion's headline, body copy,
  click-through link, placement, schedule, and channels.
- **Edit a promotion** — change its headline, body text, click-through link, or
  internal campaign title.
- **Reschedule** — set the specific dates a promotion should run.
- **Pause or reactivate** — stop a promotion from running, then turn it back on later.
- **Unschedule a recurring promotion** — take an evergreen/recurring promotion off its
  ongoing schedule.
- **Delete a promotion** — remove one entirely.

### Example prompts

- "What promotions do I have running right now?"
- "Pause the summer sale promotion."
- "Reschedule the membership ad to run on August 3 and August 10."
- "Change the headline on the sponsor promotion to 'Meet our new partner'."
- "Stop the house ad from recurring."
- "Delete the spring event promotion."

## Good to know

- **Creating a new promotion** isn't something the assistant does — set those up on the
  Promotions page. The assistant works with promotions that already exist.
- **It only acts when you ask.** The assistant won't edit, reschedule, pause, or delete
  a promotion unless you explicitly tell it to.
- **The in-app panel knows the page you're on**, so you can say "this promotion" while
  viewing one. A connected AI client has no notion of "the page you're on" — name or
  describe the promotion instead.
- **It speaks in plain language** — you'll see names, statuses, and dates, never internal
  IDs or codes.
- **Prefer a human?** From the in-app panel, you can switch to Customer Support to reach
  the team.

## Related

- [Working with Penpal, Letterhead's AI assistant](https://docs.tryletterhead.com/ai-agents/edit-your-newsletter-in-conversation-with-the-assistant/) — general guide to the in-app panel: opening it, chat history, and handing off to a person.
- [How to Set Up Promotions in Letterhead](https://docs.tryletterhead.com/promotions/how-to-set-up-promotions-in-letterhead/)
- [Promotion lifecycle: clone, auto-expire, set inactive](https://docs.tryletterhead.com/promotions/promotion-lifecycle/)
- [Working in Promotions](https://docs.tryletterhead.com/promotions/promotions-overview/)
- [Connect AI tools to Letterhead (MCP)](https://docs.tryletterhead.com/integrations/connect-ai-tools-mcp/)


---

# Review agent runs & judgments

Source: https://docs.tryletterhead.com/ai-agents/review-agent-runs/

> The Agent Feed shows past runs and their outputs. Review the findings (read-only) to act on their recommendations.

Each agent run generates output captured as **judgments** — findings, suggestions, or recommendations. Review these in the Agent Feed and decide which to act on. AI agents are an **early access** feature — see the [AI Agents overview](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).

## Access the Agent Feed

1. Navigate to **Agents** on the company-level dashboard.
2. Select the agent you want to review.
3. Open its activity to see past runs. Each run shows:
   - When it ran
   - Whether the run completed or failed
   - Number of judgments found

If you use the [Analyze agent](https://docs.tryletterhead.com/ai-agents/analyze-agent/), you don't have to check the feed manually — you receive an in-app notification and email digest when it finishes a run.

## Review agent outputs

Click a past run to expand its details and view the agent's judgments. Each judgment typically includes:

- A description of the issue or insight
- Relevant context — the email section, metric, or data point
- An action or recommendation, where applicable

## Review the findings

The Agent Feed is read-only — there are no accept or dismiss controls. Read through each finding and decide which to act on in your own workflow: fix the issues that apply, and use the insights to guide your content. The Email Content Check's findings for the newsletter you're editing also appear in the composer's **Preflight Agent** panel.

## Re-run an agent

For the [Analyze agent](https://docs.tryletterhead.com/ai-agents/analyze-agent/) — the only agent type with an on-demand run — choose **Run now** to check for new issues or insights, and compare the new run with previous ones to track changes over time. Email Content Check doesn't have a manual run option; it runs on its own trigger. Historical runs stay available in the Agent Feed, giving you a record of recommendations so nothing important is overlooked.

## Related

- [AI Agents overview](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/)
- [Create & manage agents](https://docs.tryletterhead.com/ai-agents/create-and-manage-agents/)
- [Get notified when your Analyze agent finishes](https://docs.tryletterhead.com/ai-agents/get-notified-when-your-analyze-agent-finishes-reviewing-a-ne/)


---

# Set goals, schedule reports, and manage automations with the AI assistant

Source: https://docs.tryletterhead.com/ai-agents/set-goals-schedule-reports-and-manage-automations-with-the-a/

> When connected via an AI client like Claude Desktop, Letterhead's assistant can set goals, schedule recurring reports, check automation status, and pull company-wide performance data.

When you connect an AI client like Claude Desktop to Letterhead's MCP server, the assistant can help you manage goals, reports, and automations through natural conversation.

## What you can do

**Set and adjust performance goals** — ask the assistant to [set or retarget your goals](https://docs.tryletterhead.com/goals/set-goals/) for engagement, clicks, or growth metrics.

**Schedule recurring reports** — request [daily, weekly, or monthly reports](https://docs.tryletterhead.com/reports/how-to-export-reports-in-letterhead/#schedule-a-recurring-report) on your key metrics, emailed to the people you specify. You can also ask it to edit or cancel existing scheduled reports.

**Review automation status** — check which of your automations are currently running, paused, or have encountered errors. See [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/).

**Pull company-wide performance data** — get a rollup of how your entire audience is performing across all channels in one view.

**Browse curated content** — access your company's cross-channel curated content directly in the conversation.

The assistant can also report on [transactional email performance grouped by tag](https://docs.tryletterhead.com/transactional-email/view-performance-metrics-for-transactional-emails/#prefer-to-just-ask) and [manage your promotions](https://docs.tryletterhead.com/settings/managing-company-wide/).

## Getting started

Connect your AI client to Letterhead's MCP server, then simply ask the assistant what you'd like to accomplish. For example:

- "Set a goal to increase click rates by 10% this quarter"
- "Schedule a weekly engagement report every Monday to the team"
- "Show me which automations are currently paused"
- "What's our overall audience growth across all channels?"

The assistant handles these tasks in the same conversation where you might be [drafting newsletters](https://docs.tryletterhead.com/ai-agents/edit-your-newsletter-in-conversation-with-the-assistant/#ask-it-to-draft-a-whole-newsletter) or [analyzing performance](https://docs.tryletterhead.com/ai-agents/analyze-agent/).

## Related

- [Working with Penpal, Letterhead's AI assistant](https://docs.tryletterhead.com/ai-agents/edit-your-newsletter-in-conversation-with-the-assistant/) — Letterhead's built-in assistant panel; this capability is available from a connected AI client instead.
- [AI Agents overview](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/)


---

# Tag, segment, and update groups of contacts with the AI assistant

Source: https://docs.tryletterhead.com/ai-agents/tag-segment-and-update-contacts-in-bulk-with-the-assistant/

> Ask Penpal to look up a contact, tag a group, create a segment, plan a multi-day warm-up, edit a field, change newsletter subscriptions, or delete contacts. It shows how many contacts it would touch and waits for your confirmation first.

Some audience jobs are really "pick a few hundred people, mark them, and make a list of them." Warming up a
new sending domain is the usual one: you send to a small group on day one, a slightly bigger group on day two,
and so on, and no one should land on two days. Instead of building that by hand, ask Penpal in plain words. It
works on your whole company audience, and it sends nothing.

## Look up one contact

Ask about a person by email address or name — *"What do we have on georgina@example.com?"* — and Penpal reads
back what the Contacts screen shows: their name, tags, fields, which newsletters they're on and each
subscription status, anything stopping them being mailed, when they were last active, how they engage, and their
most recent activity. It changes nothing, so there is nothing to confirm. If several contacts match,
Penpal tells you who and asks which one you mean; if none match, it says so. It's a handy check before or after
changing a contact.

## Narrow a group the way the Contacts screen does

When you tag a group or remove a tag or change a field, you can narrow it by the same things the Contacts screen
filters on: a name or email search, tags a contact carries, which newsletters they're on and their subscription
status, and the values of your contact fields. Subscription changes and deletes take the same filters, and need at
least one.

- *"Tag everyone named Georgina as awesome."*
- *"Tag contacts subscribed to the Daily newsletter who are tagged west-test as spring-push."*

A filter Penpal doesn't understand is refused rather than ignored, so a group never grows beyond what you
described. The preview and confirmation apply to exactly the group you narrowed to.

## Tag a set number of contacts

Ask for a group by size and, if you want, by where the email address lives:

- *"Tag 100 Gmail contacts as warmup-day-1."*
- *"Tag 250 contacts who aren't already tagged warmup-day-1 as warmup-day-2."*

Penpal creates the tag if it's new, leaves out anyone who already carries a tag you name, and picks at most the
number you asked for, up to 5,000 at a time. Before it writes anything it tells you how many contacts it would
tag. Say yes and it tags that many — never more than it showed you. For the next hour, asking for the same thing again after
you've confirmed gives you the recorded result instead of tagging more people; after that, the same request picks
a new group of contacts who don't have the tag yet.

It can't pick contacts by how recently they opened, so a request like "100 Gmail contacts who opened in the
last 30 days" is declined rather than quietly widened to everyone.

## Create a segment

Ask for a segment built from tags, tags to leave out, and/or an email provider, and give it a name:

- *"Make a segment called Warm-up day 1 of everyone tagged warmup-day-1."*

Every condition you give has to be true for a contact to be in the segment. Segment names have to be new. Penpal
agrees the name with you, then creates the segment straight away, with no separate confirmation step and tells you how many contacts are in it right now. A segment is a live
filter rather than a copy, so its size follows the tag: if it says zero, the tag probably hasn't been applied
to anyone yet.

## Set up a whole warm-up schedule

Describe the schedule once — the provider, how many days, and how big each day is:

- *"Plan a Gmail warm-up over five days: 100, 150, 250, 400, then 600."*

Penpal lays out the plan day by day: how many contacts each day would get, the tag, and the segment. If you don't
have enough contacts for the ramp, it says so and later days get fewer. You confirm the whole plan once, and it
then creates a tag and a segment for every day, with no contact on two days. A plan can run up to 30 days, with at most 5,000 contacts on any one day and 25,000 in total.
Tags are named like "warmup-day-3" and segments like "Warm-up day 3". The name stem is yours to choose ("warmup" is just an example). Use a fresh one for each schedule, because a
segment follows its tag; if a tag or segment name is already taken, Penpal asks for a different one.

If a day can't be finished, Penpal stops there and tells you which days are in place; the later days weren't
started. If a day's contacts are tagged but its segment couldn't be created, Penpal says so.

## Remove a tag or change a field for a group

Ask to take a tag off a group, or to set or clear one of your own contact fields across a group:

- *"Remove the warmup-day-1 tag from the 200 contacts that have it."*
- *"Set the Region field to West for 300 Outlook contacts."*
- *"Clear the Region field for everyone tagged west-test."*

You can narrow the group by email provider and by a tag the contacts carry, and the group is capped at 5,000 a
time. Penpal always shows you how many contacts the change applies to first. For setting or clearing a field it
also says how many of them already have a value that would be replaced or erased. **Field changes can't be
undone**, so read that number before you confirm.

Penpal only changes fields your company has defined, refuses values that look sensitive, and keeps text values
to 1,000 characters.

## Subscribe, unsubscribe, or mark contacts not subscribed

Ask Penpal to change the subscription status of a group for one newsletter — the same change the Contacts screen
offers:

- *"Unsubscribe everyone tagged bounced-test from the Daily newsletter."*

Describe the group with at least one filter; Penpal won't change the whole audience at once, and a group is
capped at 5,000. It shows how many contacts would change and waits for your confirmation. This sends nothing.
Changing status can't be undone as a step: the opposite change sets every matching contact to that status and
does not restore what each had before. When you subscribe contacts, only do it for people who have agreed to
receive the newsletter. A few contacts may be skipped if they have opted out of everything.

## Delete contacts

Ask Penpal to delete a group of contacts — the same delete the Contacts screen offers. Deleted contacts can't be
restored, so Penpal asks for more than a yes: it tells you how many contacts it would delete, and you **type
that number back** to confirm. It refuses a request that doesn't match the count it showed you, one that names no
filter, and one over 5,000 contacts. The deletion is recorded once in your company's activity log, with how many
contacts were removed and who removed them, the same as a delete from the Contacts screen.

## Using these from another AI tool

If you've [connected an AI tool to Letterhead](https://docs.tryletterhead.com/integrations/connect-ai-tools-mcp/), tagging, segments, warm-up
plans and bulk updates are available there, with the same preview-then-confirm step and the same narrowing
filters for tagging and updating. Looking up a contact, changing subscriptions, and deleting contacts are Penpal only. They need you to be signed in as yourself, so a
connection that uses only an API key can't use them. A connection made before this was available needs you to
sign in again.

## Good to know

- Tagging, updating, subscription changes, deletes and warm-up plans start with a preview; nothing is written until you confirm it. In Penpal,
  confirm in the same chat conversation where you asked: a preview from one chat can't be confirmed from
  another, so if you start a new chat, ask again and confirm there.
- Subscription changes and deletes are also available only where the Contacts screen's own bulk actions are
  turned on for you.
- Only company administrators can use these; team members limited to certain channels can't.
- Tags and segments you create show up with the rest of your audience tags and segments — see
  [Using tags and segments](https://docs.tryletterhead.com/audience/user-tags-and-segments/).
- Contacts with no email address are never included, and contacts you added by phone number (SMS only) who
  gained an email address later may not be matched by an email-provider filter.


---

# Working with Penpal, Letterhead's AI assistant

Source: https://docs.tryletterhead.com/ai-agents/edit-your-newsletter-in-conversation-with-the-assistant/

> The general guide to Penpal, the assistant panel on every page of Letterhead: opening it, answering a yes-or-no question with one click, chat history, human handoff, what it does with a newsletter, and what it will and won't help with.

**Penpal** is Letterhead's assistant — a panel that sits beside whatever you're working
on, in every account. This article covers how Penpal works in general (opening it,
starting over, chat history, handing off to a person) and everything it can do with a
newsletter draft in conversation. For what Penpal can do in other parts of Letterhead —
promotions, transactional email performance, or (from a connected AI client like Claude
Desktop) goals, reports, and automations — see [Related](#related) below.

You tell Penpal what you want in plain language — "shorten the subject line", "make this
intro punchier", "swap in this story" — and it changes the newsletter for you. When it
touches a draft, a preview of the finished email opens next to the conversation and
re-renders as the work happens, so you can see the result without leaving the chat or
reloading anything.

## Open the assistant

Select the speech-bubble button in the top bar. The assistant slides out on the right;
the page you were on stays visible beside it, so you can keep working while the
conversation is open. On a narrow screen it opens as a full-width panel instead.

The button is in the top bar on every page, so you can reach the assistant from your
newsletter list, the composer, your reports, or your settings — wherever the question
comes up. Select it again to close the panel; your conversation is still there when you
come back.

On a very wide screen, Penpal may already be open when you arrive — it's meant to be
noticed rather than hunted for. That only happens when there's genuinely room for it
beside your work: a large external monitor, roughly 1,500 pixels across or wider, rather
than a typical laptop screen. Everywhere else the panel waits until you open it, so a
smaller display isn't given over to a conversation you didn't ask for. If you'd rather it
stayed out of the way on the wide screen too, close it once and it won't open itself
again, on this visit or any later one. The speech-bubble button still opens it whenever
you want it, and closing it never loses your conversation.

That choice is remembered across sessions, so closing the panel keeps it closed when you return to Letterhead later.

## Ask for a change

Type what you want in the message box and send it. The assistant works with your real
newsletters, so you can refer to them the way you'd say it out loud, and it knows which
page you're on — "this draft" is enough when you're looking at one.

Things it can do with a newsletter:

- **Read a draft back to you** — its title, subject line, preview text, status (draft, scheduled, published), creation and last-modified times, and what's in it.
- **Change the subject line or preview text** — including asking for a few options to
  choose from. This works on any newsletter.
- **Rewrite the words of a draft it wrote** — tighten the introduction, change the tone of
  a section, cut a paragraph down. See the note below on which drafts this covers.
- **Pull in content** — add a story you point it at, or something from your Curations
  library.
- **Answer questions about how a send performed** — opens, clicks, and the numbers behind
  your last newsletter.
- **Summarize your recent notifications** — ask what you missed and it sums up your recent alerts, read and unread.

:::note[Which drafts the assistant can rewrite]
If you asked the assistant to draft a newsletter, it owns that draft's wording and can keep
editing it for you. A newsletter you built yourself in the composer is made of blocks, and
its body is edited there — so if you ask the assistant to rewrite a section of one, it will
tell you that and leave the body alone. Its subject line and preview text are still yours to
change by asking.
:::

Some example asks:

- "Make the opening two sentences punchier."
- "Give me three subject lines for this issue."
- "Shorten the second section — it's twice as long as the others."
- "Add the piece about the new library branch after the events roundup."
- "How did last Thursday's newsletter do?"
- "What did I miss?"

The assistant only changes something when you ask it to. It won't edit or send a
newsletter on its own.

## Say yes with one click

Sometimes the assistant ends its turn by offering to do one specific thing — "Want me to write a subject line from that draft?" When it does, a confirmation button appears beneath that message. Click it and you've approved the work, without typing anything.

The button sends your yes as an ordinary message from you, phrased to fit the question
it's answering, so the conversation reads as a conversation rather than a run of one-word
confirmations. Nothing else about it is special — you can ignore the button and type
whatever you like instead, including a question of your own, and the assistant still only
acts once you've said so.

The button is only ever on the assistant's latest message, and only while its offer is
still open. Answer it — by clicking or by typing — and it goes, so there's nothing to click
by accident on a question the conversation has already moved past.


## Ask it to draft a whole newsletter

You can also start from nothing: describe the newsletter you want in conversational terms —
*"Draft a newsletter about this week's tech policy updates"* or *"Create an issue with our top
curated stories about sustainable design."* This works from the in-app panel and from a
connected AI client such as Claude Desktop.

To build the draft, the assistant will:

- Pull relevant content from your curations
- Source fresh articles from the web when needed
- Write the newsletter body in your channel's established voice, derived from your top-performing letters
- Render it into email-safe HTML with proper formatting
- Append a compliance footer with the correct unsubscribe link and mailing address
- Save it as a draft in your Letterhead account

### Drafts arrive in your channel's visual identity

A drafted newsletter is rendered in your channel's brand colors, fonts, and logo, sourced from
your channel's settings — so it looks like your actual newsletter from the moment it's created.
The response also includes a **direct editor link** that opens the draft straight in the
composer for review.

If a draft isn't what you wanted, ask the assistant to delete it — *"Delete that draft"* — and
request a new one, without manually removing the previous one first.

The assistant never schedules or sends anything: every draft waits for you to review it. When
you're happy with one, open it in the composer to make final edits, select your audience, choose
a publication date, and send.

## Ask it to take you somewhere

As well as answering, the assistant can move you around the app. Ask for a screen and it
opens it, instead of telling you which menu to look under — "take me to my drafts", "open
the audience page", "show me the analytics for the morning briefing". It tells you where
it's taking you, then takes you there, and the panel stays open beside the new screen so you
can keep talking.

It can reach the screens you'd normally click to: your newsletters, templates, automations,
and curations; your audience; your analytics, reports, and goals; your promotions; your brand
kits and image gallery; your settings, integrations, and team; your notifications and your own
account. Name a newsletter and it opens that newsletter's own editions, automations, audience,
analytics, reports, or settings.

If you work in more than one Letterhead workspace, you can ask to move between them — "switch
me over to Riverside" — using whatever you normally call it. A workspace is a separate place to
work, so this one reloads the page, and you'll start a fresh conversation on the other side.

It can only take you where you can already go. Ask for a newsletter or a workspace you don't
have access to and it says so instead of moving you — the same permissions apply as when you
navigate yourself. If it can't find what you named, it'll ask you to name it the way it appears
in your menus.

## Watch the draft update beside the conversation

As soon as the assistant works on a draft, a **Live preview** pane opens to the left of
the conversation showing the newsletter as a reader would receive it, with the draft's
title above it. Each time the assistant makes another change, the preview re-renders — so
you can ask for a rewrite, read it in place, and ask for another pass without opening the
composer.

Close the preview with the × in its header when you want the room back. The draft itself
keeps every change the assistant made;


---

# Export reports, or schedule them by email

Source: https://docs.tryletterhead.com/reports/how-to-export-reports-in-letterhead/

> Pick a report type, choose a date range from the past six months, and add up to five email recipients for a one-off export — or set the same report to arrive automatically daily, weekly, or monthly. Reports are emailed from reports@admin.letterhead.email.

You can generate and share reports directly from the **Reports** page in Letterhead.

1. Go to the **Reports** section in your dashboard.
2. Select the **type of report** you want to generate:
   - **Clicks** — breaks down link click performance across newsletters.
   - **Newsletter engagement** — tracks performance including opens and clicks.
   - **Audience growth** — key metrics about your audience, including subscriber growth.
3. Use the **report duration** to select the date range — you can pick dates from the **past six months**, excluding today.
4. Enter **up to five email addresses** to receive the report.
5. Click **Create report** to generate it and send it to those recipients.

> **Note:** All reports are sent from **reports@admin.letterhead.email**. Safelist this address so your report doesn't land in spam.

## Schedule a recurring report

Instead of exporting one-off reports, you can have them delivered automatically — **daily, weekly, or monthly** — so you and your team always have the latest performance data without logging in.

1. Open the **Reports** section and create a new report.
2. In the configuration drawer, choose:
   - The type of data — letter performance, audience growth, or [click data](https://docs.tryletterhead.com/reports/click-heat-map/)
   - The delivery frequency — daily, weekly, or monthly
   - The recipients who should receive the report
3. Save your scheduled report.

Once saved, the report is delivered automatically to those addresses on your chosen schedule. Each email identifies which company and newsletter it covers in both the subject line and greeting, and includes a **Manage this report** button that takes you directly to the **Reports** page where you can review, pause, or cancel it. All your scheduled reports appear in the same **Reports** area.

:::tip[Want it done for you?]
When an AI client such as Claude Desktop is connected to Letterhead, you can ask the assistant to schedule recurring metric reports to email daily, weekly, or monthly to chosen recipients — and later edit or cancel them — no setup screens needed.
:::

## Related

- [Working in Reports](https://docs.tryletterhead.com/reports/reports-overview/)
- [Reports Overview: Metrics, Columns, and Use Cases](https://docs.tryletterhead.com/reports/reports-overview-metrics-columns-and-use-cases/)


---

# Letterhead Reporting

Source: https://docs.tryletterhead.com/reports/letterhead-reporting/

> How Letterhead's audience growth metrics, subscriber growth charts, and click, engagement, and audience growth reports fit together — plus key metric definitions.

Letterhead's reporting gives you a clear view of audience growth and engagement, with charts and cards for key metrics like total audience, active subscribers, new signups, and unsubscribes. For everything you can do on the Reports page, see [Working in Reports](https://docs.tryletterhead.com/reports/reports-overview/).

:::tip[Prefer to have it done for you?]
**Penpal** can schedule, edit, or cancel recurring metric reports for you in conversation, and pull a company-wide audience rollup. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

**Tip:** At the org level, data is aggregated across all channels, giving you a full picture of your audience.

## Audience growth metrics

- **Total Audience** = Active Subscribers + Pending confirmation + Not subscribed — excluding both Unsubscribed and Cleaned.
- **Active Subscribers** — the total count of unique active subscribers in your audience.
- **New Subscribers** — unique new subscribers added during the past 30 days.
- **Unsubscribes** — unique unsubscribes for the past 30 days.

## Subscriber growth charts

- Admin-level roles can view and compare data across channels at the org level.
- Charts show how your audience grows over time — switch between the past 180, 90, 30, or 7 days.
- Compare up to **5 channels** at a time.
- Hover over a point on the graph to see the exact active-subscriber count for that channel on that date.
- Export your audience metrics with your selected dates and filters applied.

## Clicks reports

Understand which links your readers engage with most:

- Total and unique clicks per URL
- Filter by date
- Exportable for specific editions and recipients

## Newsletter engagement reports

How each newsletter performed:

- Delivery, open, and click metrics
- Engagement at the edition level
- Promotion-specific insights

## Audience growth reports

Track how your subscriber base changes over time:

- Monitor new subscribers and unsubscribes
- Identify bounce issues — [hard vs. soft bounces](https://docs.tryletterhead.com/reports/understanding-hard-bounces-and-soft-bounces-in-your-reports/) are broken out separately
- Evaluate audience health and trends

For column-by-column detail on all three report types, see [Reports Overview: Metrics, Columns, and Use Cases](https://docs.tryletterhead.com/reports/reports-overview-metrics-columns-and-use-cases/).

## FAQs

**What's the difference between "Accepted" and "Delivered"?**
**Accepted** means the recipient's email server confirmed receipt — it didn't bounce. **Delivered** assumes the email made it to the inbox, a higher-level estimate. Letterhead calculates engagement (opens, clicks) based on **Accepted**, the more reliable technical metric.

**How do I interpret "Cleaned (Bounces)"?**
**Cleaned** means an address bounced repeatedly (usually hard bounces) and is now automatically suppressed. It's a permanent status — these addresses won't receive future emails, and you don't need to remove them manually; Letterhead handles it to protect your sender reputation.

## Related

- [Working in Reports](https://docs.tryletterhead.com/reports/reports-overview/)
- [How to Export Reports in Letterhead](https://docs.tryletterhead.com/reports/how-to-export-reports-in-letterhead/)
- [Schedule recurring analytics reports by email](https://docs.tryletterhead.com/reports/how-to-export-reports-in-letterhead/#schedule-a-recurring-report)


---

# Reading the click heat map

Source: https://docs.tryletterhead.com/reports/click-heat-map/

> The click heat map overlays a sent letter with color by total clicks per link, so you can see which stories, buttons, and ads earned attention. Includes the heatmap toggle on a published newsletter's preview.

The **click heat map** gives you a visual, top-to-bottom view of where readers clicked in a letter after it's sent. Instead of scanning a list of link URLs, you see your letter overlaid with color: the links that pulled the most attention light up, so you can tell at a glance which stories, buttons, and ads actually earned a tap.

## Where to find it

Open the letter from your **Letters** list, then go to its **Metrics** tab. Alongside the open and click totals you'll see a **Heat map** view that renders the sent version of the letter with each tracked link highlighted. It appears as soon as the edition has metrics, even before any clicks have come in — a fresh send just shows no highlighted links yet.

You can also toggle the heatmap on a published newsletter's preview, to see click activity in the context of the layout your readers saw:

1. Open a published newsletter issue.
2. Find the **Show/Hide** toggle in the preview header.
3. Toggle it on to overlay the heatmap on your newsletter.
4. Toggle it off to return to the standard preview.

## How to read the colors

Each clickable link is shaded by how many total clicks it received relative to the other links in the same letter:

* **Warmer, more saturated shades** mark the links that got the most clicks — typically your lead story, a prominent button, or the first link in a section.
* **Cooler, lighter shades** mark links that were seen but clicked less often.
* **No highlight** means a link recorded no clicks in the measured window.

Because the scale is relative to the letter you're viewing, the hottest link is always "hottest" within that send — it is not a fixed click count across letters. Hover or tap a highlighted link to see its exact click count and its share of total clicks.

## What it's good for

The heat map is most useful for spotting patterns you'd miss in a flat link report: whether readers drop off after the first few items, whether a call-to-action placed lower in the letter is being missed, or which sponsor placement is outperforming the rest. Comparing heat maps across several sends helps you decide where to position your most important links.

## Limitations to keep in mind

* It reflects **clicks, not reads.** A link can sit in a section everyone scrolled past and still show no heat — that's not the same as the content being ignored.
* It counts **clicks per link instance.** If the same URL appears twice in a letter, each instance is tracked separately, which can split the heat between them.
* Clicks from readers with images or tracking disabled may not be captured, so totals can run slightly lower than actual engagement.
* The relative scale means you should compare links *within* a letter, not read absolute "temperature" across different sends.

If you need exact per-link numbers — for an advertiser report, for example — use the click metrics list on the same **Metrics** tab rather than reading them off the heat map.

## Related

- [Working in Reports](https://docs.tryletterhead.com/reports/reports-overview/)
- [How to Export Reports in Letterhead](https://docs.tryletterhead.com/reports/how-to-export-reports-in-letterhead/)


---

# Reports Overview: Metrics, Columns, and Use Cases

Source: https://docs.tryletterhead.com/reports/reports-overview-metrics-columns-and-use-cases/

> Column-by-column reference for Clicks, Newsletter Engagement, and Audience Growth reports, with tips for using each.

Letterhead offers three report types — **Clicks**, **Newsletter Engagement**, and **Audience Growth** — to help you track performance, optimize content, and monitor subscriber trends. This reference explains what each column means. For the full Reports feature area, see [Working in Reports](https://docs.tryletterhead.com/reports/reports-overview/); to generate and email a report, see [How to Export Reports](https://docs.tryletterhead.com/reports/how-to-export-reports-in-letterhead/).

## Clicks Reports

Clicks Reports show how recipients interact with the links in your newsletters.

### Columns

- **URL** — the web address of a link included in the newsletter.
- **Total clicks** — all link clicks across all emails sent; multiple clicks from the same email are counted.
- **Unique clicks** — the number of unique emails that had a link clicked; repeat clicks are not counted.
- **Edition** — the subject line of the newsletter edition the link appeared in.
- **Letter ID** — the unique identifier for that edition.
- **Channel** — the name of the channel (newsletter).
- **Channel slug** — the channel's URL-friendly identifier.

### Tips

- **Analyze link performance** to see which links engage your audience most — and what content resonates.
- **Optimize content** by tailoring future issues to the links readers actually click.
- **Track engagement over time** by reviewing Clicks Reports regularly, and use date filters to analyze a specific period.

## Newsletter Engagement Reports

These reports show how each newsletter edition performed, and can be scoped to specific channels.

### Columns

- **Edition** — the subject line of the published edition.
- **Letter ID** — the unique identifier for that edition.
- **Published** — the date the edition was published.
- **Channel** — the name of the channel (newsletter).
- **Channel slug** — the channel's URL-friendly identifier.
- **Sent** — the total number of newsletters sent.
- **Delivered** — newsletters successfully delivered to inboxes.
- **Accepted** — emails accepted by recipients' email servers, calculated as sent minus soft bounces.
- **Bounced** — total bounced emails that could not be delivered.
- **Hard Bounces** — permanent delivery failures, such as an invalid or closed address.
- **Soft Bounces** — temporary delivery failures, such as a full inbox or a server issue.
- **Hard Bounce Rate** — hard bounces ÷ sent.
- **Soft Bounce Rate** — soft bounces ÷ sent.
- **Total opens** — total opens, indicating overall interest.
- **Unique opens** — unique recipients who opened the newsletter.
- **Unique confirmed opens** — unique opens that filter out mailbox-provider prefetching, a closer read on genuine human opens.
- **Total clicks** — all link clicks within the newsletter.
- **Unique clicks** — unique recipients who clicked a link.
- **Unsubscribes** — recipients who unsubscribed via the unsubscribe link or List-Unsubscribe header on that edition.

> **Note:** The **Unsubscribes** column here counts only people who unsubscribed from that specific edition. **Total Unsubscribes** in the Audience Growth report reflects all unsubscribes across all methods since the channel began.

The audience segment each edition was sent to, click-to-open rates, and promotion-click breakdowns aren't columns in this export — you'll find them on the in-app **All Emails** table and on a published edition's own Reports page instead.

### Tips

- **Analyze engagement** to identify what content resonates.
- **Optimize content** based on which newsletters and links perform best.
- **Track trends** by reviewing engagement reports regularly.

## Audience Growth Reports

Available on both Organization and Channel level Reports pages, this report exports your audience growth metrics over a chosen date range.

### Columns

- **Channel** — the name of the channel (newsletter).
- **Total Active Subscribers** — the total number of active subscribers.
- **Total Audience (Excludes Unsubscribed and Cleaned)** — Total Active Subscribers + Total Not Subscribed + Total Pending Opt-In, as of the date listed.
- **New Subscribers** — new subscribers added on each date.
- **Total Not Subscribed** — audience members not subscribed.
- **Total Pending Opt-In** — audience members who haven't confirmed their subscription.
- **Total Unsubscribes** — audience members who have unsubscribed from the channel.
- **Total Cleaned (Bounced)** — emails that could not be delivered. See [hard vs. soft bounces](https://docs.tryletterhead.com/reports/understanding-hard-bounces-and-soft-bounces-in-your-reports/).

### Tips

- **Analyze growth trends** to see which strategies grow your audience.
- **Monitor unsubscribes** — spikes can point to areas for improvement.
- **Set benchmarks** based on your growth metrics to track progress toward realistic goals.

## Related

- [Working in Reports](https://docs.tryletterhead.com/reports/reports-overview/)
- [How to Export Reports in Letterhead](https://docs.tryletterhead.com/reports/how-to-export-reports-in-letterhead/)
- [Schedule recurring analytics reports by email](https://docs.tryletterhead.com/reports/how-to-export-reports-in-letterhead/#schedule-a-recurring-report)


---

# Understanding hard bounces and soft bounces in your reports

Source: https://docs.tryletterhead.com/reports/understanding-hard-bounces-and-soft-bounces-in-your-reports/

> Newsletter reporting shows hard bounces (permanent failures) and soft bounces (temporary issues) as separate metrics alongside the total bounce count.

Your newsletter analytics display **hard bounces** and **soft bounces** as separate metrics, giving you clearer insight into delivery issues.

- **Hard bounces** are permanent delivery failures, typically caused by invalid or non-existent email addresses.
- **Soft bounces** are temporary problems, such as a full mailbox or a server issue that may resolve on its own.

## Where to find bounce metrics

You'll see the split in three places:

- **Edition metrics view** — each newsletter edition shows separate counts and rates for hard and soft bounces.
- **Company analytics page** — dedicated cards show hard and soft bounce counts and rates across your newsletters.
- **[Newsletter Engagement Report CSV](https://docs.tryletterhead.com/reports/how-to-export-reports-in-letterhead/)** — columns break out hard and soft bounces alongside the combined total.

The overall **Bounces** total remains available in all views for quick reference and comparison with historical data.

## Why this matters

Separating bounce types helps you take the right action:

- **Hard bounces** signal addresses you should remove from your list to maintain sender reputation. Letterhead automatically suppresses addresses that hard-bounce — see [Understanding bounces](https://docs.tryletterhead.com/audience/understanding-bounces/).
- **Soft bounces** may resolve themselves and typically don't require immediate action.

Use these [metrics](https://docs.tryletterhead.com/reports/reports-overview-metrics-columns-and-use-cases/) to refine your audience hygiene and improve overall deliverability.

## Related

- [Working in Reports](https://docs.tryletterhead.com/reports/reports-overview/)
- [Letterhead Reporting](https://docs.tryletterhead.com/reports/letterhead-reporting/)


---

# Working in Reports

Source: https://docs.tryletterhead.com/reports/reports-overview/

> V3 canonical page-guide for the Reports area — capability-level, no screenshots.

**Reports** shows how your newsletters and audience are performing. This guide covers everything you can do there.

:::tip[Prefer to have it done for you?]
**Penpal** can schedule, edit, or cancel recurring metric reports for you in conversation, set and retarget your performance goals, and pull a company-wide rollup of how your whole audience is performing across every channel. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Report types

Three report types cover most needs: **Click** (link-level engagement), **Newsletter Engagement** (opens, clicks, trends per send), and **Audience Growth** (subscriber metrics over time) — across all channels. Bounces are broken out as **hard** (permanent address failures) vs **soft** (temporary delivery problems) alongside totals — each with its own count and rate, shown in a newsletter's edition metrics view, as dedicated cards on the company analytics page, and as columns in the Newsletter Engagement Report CSV. See [Understanding hard bounces and soft bounces in your reports](https://docs.tryletterhead.com/reports/understanding-hard-bounces-and-soft-bounces-in-your-reports/).

The company analytics overview also includes a **Promotion Clicks** card showing how many times readers clicked a promotion link during the selected date range, with a period-over-period comparison so you can track whether promotion engagement is trending up or down.

## Heatmaps

Read the **click heat map** on any sent letter, or toggle the heatmap overlay on a published newsletter's preview to see which links and content performed best — each link is coloured by how many clicks it received. See [View click heatmaps on published newsletters](https://docs.tryletterhead.com/reports/click-heat-map/).

## Segments over time

Track engagement trends for any saved audience segment — or your whole audience — with day-by-day charts of open rate, clickthrough, click-to-open, and bounce rate across a date window you choose. The chart plots the segment against your whole-audience baseline, so you can tell at a glance whether it runs ahead of or behind your overall readership. View the trend across all your newsletters at once or narrow it to a single newsletter's subscribers, and download any view as a CSV. Because each reader's sign-up source is captured automatically as they join, you can build a segment around where readers came from and answer "how do people from this source engage over time?" — source-based charting may need to be enabled for your account; contact support. See [Track engagement trends for audience segments](https://docs.tryletterhead.com/dashboards/track-engagement-over-time-for-any-audience-segment/).

## Export & schedule

Export any report to share it, or **schedule recurring reports** (letter performance, audience growth, click data) emailed daily, weekly, or monthly to anyone who needs them. A Reports section in Analytics lists all your scheduled reports and lets you create new ones with a configuration drawer; an on-demand Export tab lets you generate a one-off copy any time. See [Schedule recurring analytics reports by email](https://docs.tryletterhead.com/reports/how-to-export-reports-in-letterhead/#schedule-a-recurring-report).

### Can I download my analytics as a PDF?

Yes. Save your analytics dashboard as a clean, presentation-ready PDF — the report matches whatever you're looking at (your headline numbers, channel breakdown, audience health, and top-performing emails) with the charts included, so it's ready to share or drop into a deck. You can also download it as a spreadsheet to work with the numbers yourself. See [Export your analytics dashboard as a PDF](https://docs.tryletterhead.com/dashboards/understanding-the-audience-engagement-and-delivery-dashboards/#export-as-a-pdf).

### Can I see how a poll performed?

Yes. See how a poll performed on a newsletter edition — its response rate and the tally for each option — on that edition's metrics page, and open a dedicated poll page that lists every edition the poll ran in with its response rate, then export those results as a spreadsheet.

### Can I track transactional emails?

Yes. See how your transactional emails — receipts, password resets, and other automated messages — are landing, all in one place: for each type you get sends, open and click rates, bounce and spam rates, and when it last went out, with search and date filtering to focus in. You can also ask Letterhead's AI assistant how your transactional emails are performing and get send counts and open, click, bounce, and spam rates grouped by tag over a date window you name. Transactional email may need to be enabled for your account — contact support. See [View performance metrics for transactional emails](https://docs.tryletterhead.com/transactional-email/view-performance-metrics-for-transactional-emails/).

### Can Letterhead tell me how to improve my sender health?

Not yet. You can watch each edition's bounce rates and spam complaints for changes after a send.

### Can I explore the dashboard before I have real data?

Yes. A toggle in the company dashboard's page header replaces all live metrics — Operational Pulse, Portfolio Health, Active Engagement, and Audience Metrics — with pre-populated sample data, so you can explore and demo the dashboard without needing real send or subscriber history. The preference persists across sessions. See [Preview your company dashboard with sample data](https://docs.tryletterhead.com/dashboards/understanding-the-audience-engagement-and-delivery-dashboards/#preview-with-sample-data).

## What this page doesn't do

Per-letter delivery metrics also appear on each letter's page in **Emails**; promotion performance lives in **Promotions Insights**; subscriber-level detail lives on contact profiles in **Audience**.

## Who sees what

Access varies by role. If an option isn't visible, ask your admin.


---

# Audience metrics dashboard

Source: https://docs.tryletterhead.com/dashboards/audience-metrics-dashboard/

> Monitor audience health with metrics on total subscribers, new subscribers, unsubscribes, and net growth trends to measure newsletter performance.

The **Audience** tab of the Dashboard (under **Analytics** → **Dashboard**) gives you insight into the health of your subscriber base — growth trends and churn over time. The tab appears for accounts that send through Letterhead.

:::tip[Prefer to have it done for you?]
**Penpal** can report your audience growth numbers for you in conversation — try *"how is my audience growing this month?"*. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## What you can see

Each metric appears as a card with its value for the selected period, the percentage change from the previous period, and a day-by-day sparkline:

- **Total Subscribers** — your audience size across the selected newsletters.
- **New Subscribers** — sign-ups added in the selected period.
- **Total Unsubscribes** — subscribers who left in the period.

The tab also shows additional audience-health metrics — including **Net List Growth** (new subscribers minus unsubscribes), **Churn Rate**, **Active Subscribers**, **Addressable Audience**, and **First-Time Openers** — plus a breakdown of how your audience is categorized by engagement (from **Loyalists** to **Ghosts**).

## View trends over time

Use the date picker in the dashboard header to choose a date range (up to 90 days; the default is the last 30 days), and the filter to narrow to specific newsletters. The cards' sparklines and change indicators update to the selected window, so you can spot periods of strong growth or higher churn and correlate them with sends or campaigns.

For engagement over time — opens, clicks, and click-to-open rates, including for [any saved segment](https://docs.tryletterhead.com/dashboards/track-engagement-over-time-for-any-audience-segment/) plotted against your whole-audience baseline — see the **Emails** tab of the same dashboard.

## Export and share

Use the download menu in the dashboard header to **Download CSV** or **Download PDF** — see [Export your analytics dashboard as a PDF](https://docs.tryletterhead.com/dashboards/understanding-the-audience-engagement-and-delivery-dashboards/#export-as-a-pdf). For raw data over longer windows, [export an Audience Growth report](https://docs.tryletterhead.com/reports/how-to-export-reports-in-letterhead/) instead.

## Related

- [Compare reader groups across your newsletters](https://docs.tryletterhead.com/dashboards/compare-reader-groups-across-your-newsletters/)
- [Understanding the Dashboard: Overview, Emails, Audience & Content](https://docs.tryletterhead.com/dashboards/understanding-the-audience-engagement-and-delivery-dashboards/)
- [Working in Reports](https://docs.tryletterhead.com/reports/reports-overview/)


---

# Clicks dashboard

Source: https://docs.tryletterhead.com/dashboards/clicks-dashboard/

> Track which links in your newsletters received the most clicks on the Content tab, and compare each topic's share of the links you publish against its share of clicks to see what readers want more or less of.

The **Content** tab of the Dashboard (under **Analytics** → **Dashboard**) shows per-link click performance across your newsletters and channels, helping you identify which content and calls to action drive the most subscriber engagement.

:::tip
Curious what Penpal can help with? [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## What you can see

- **Topics** — a rollup by **Topic** showing the **Clicks** they earned and the **Trend** over time, so you can see which subjects are earning attention.
- **Clicks** — a table of every link clicked in the selected period, aggregated across your sends. Each row shows the destination **URL** (with the page title beneath it), the link's **Topics**, and its **Unique Clicks** and **Total Clicks**, so you can rank which stories, buttons, and sponsor placements earned attention. Links without a topic show as **Untagged**.

Use the date picker in the dashboard header to choose a time period (up to 90 days; the default is the last 30 days), and the filter to narrow to specific newsletters or channels.

## What readers want

:::note
This view is being rolled out gradually. If your Content tab still shows the Topics and Clicks tables above, it isn't turned on for your account yet.
:::

Click counts tell you what did well. **What readers want** tells you what to do next: for each topic, it compares the share of links you publish on that topic against the share of clicks your readers give it. Where it's on, it takes the place of the Topics and Clicks tables wherever you open the Content tab.

Each topic gets a row with:

- **Published vs. clicked** — two bars, one above the other. The upper bar is the topic's share of the links you published in the period; the lower bar is its share of the clicks. The bars are scaled against the biggest share in the list, so compare the two bars with each other rather than reading their length as a percentage; the exact figures are written underneath (for example, *Published 12% · Clicked 20%*).
- **Published links** — how many different links on the topic you published.
- **Clicks** — the clicks those links earned.
- A label that sums up the comparison:
  - **Readers want more** — the topic earns a noticeably bigger share of clicks than of your links. You may be under-sharing it.
  - **Readers want less** — the topic takes up a noticeably bigger share of your links than of your readers' clicks. You may be over-sharing it.
  - **About right** — the two shares are within about 15% of each other, so there's nothing to act on.

Topics are ordered by the gap between their clicked share and their published share, largest first, so the topics most in demand relative to what you publish lead the list and the most over-shared come last. The list shows five topics per page.

A link tagged with more than one topic counts toward each of them, in both the published share and the clicked share, so the two are always measured the same way and can be compared directly. The date picker and the newsletter or channel filter in the dashboard header work here just as they do for the rest of the tab.

## Compare and optimize

Review click performance across periods to spot links, topics, and placements that consistently perform best, then use those insights to shape future layouts and CTA placement. For a visual, in-context view of a single send's clicks, use the [click heat map](https://docs.tryletterhead.com/reports/click-heat-map/) or the [heatmap overlay on a published newsletter](https://docs.tryletterhead.com/reports/click-heat-map/).

## Export

For advertiser reports or deeper analysis, [export a Clicks report](https://docs.tryletterhead.com/reports/how-to-export-reports-in-letterhead/) with per-URL click data.

## Related

- [Understanding the Dashboard: Overview, Emails, Audience & Content](https://docs.tryletterhead.com/dashboards/understanding-the-audience-engagement-and-delivery-dashboards/)
- [Working in Reports](https://docs.tryletterhead.com/reports/reports-overview/)


---

# Compare reader groups across your newsletters

Source: https://docs.tryletterhead.com/dashboards/compare-reader-groups-across-your-newsletters/

> Select several reader groups — Loyalists, New & Engaged, Casual, Fading, Ghosts — on the Dashboard's Audience tab and see each one's share of every newsletter's list in a single table.

Your Dashboard's **Audience** tab sorts everyone who reads you into five groups by how they
engage. You can open any one of those groups and see it newsletter by newsletter — but until now,
answering *"which of my newsletters is holding on to its loyal readers, and which is quietly going
quiet?"* meant opening one group, writing the numbers down, and opening the next.

Now you can pick several groups and read them side by side in one table.

## Where to find it

Go to **Analytics** → **Dashboard** and open the **Audience** tab, with all your newsletters in
view rather than a single one. Below the metric cards you'll find the five reader groups.

## The five reader groups

- **Loyalists** — engaged with 3 or more of your last 5 issues.
- **New & Engaged** — subscribed in the last 30 days and engaged with at least one issue.
- **Casual** — everyone else: they've engaged with something recently, just not consistently. New
  subscribers who haven't engaged yet sit here for their first 30 days.
- **Fading** — not new, not a Ghost, but engaged with none of your last 3 issues.
- **Ghosts** — engaged (opened or clicked) with none of your last 10 issues, and subscribed for more than 30
  days.

Everyone lands in exactly one group, and the groups are worked out fresh from how people are
actually reading — you don't build or name them.

## Compare two or more

Click a group to select it, then click another to add it to the comparison. Click a selected group
again to drop it. You can have all five up at once, which is every group there is.

With two or more selected, you get a table of your newsletters:

- **One row per newsletter**, biggest list first.
- **Subscribers** — how many people that newsletter reaches.
- **One column per group you selected**, showing that group's share of that newsletter's list.

Because every column is a share of the same list, the columns read straight across against each
other: a newsletter that's 40% Loyalists and 5% Ghosts is in good shape, and one that's the other
way round is telling you something. A newsletter appears in the table if at least one of your
selected groups is present in it — so a list that's all Loyalists and no Ghosts still shows up,
which is usually the row you came to find.

Select just one group and you get the single-group view instead, which has more room to spend on
one group: alongside the share, it carries the number of people and an arrow showing which way that
group is moving. Deselect everything and the table steps aside until you pick again.

## What to do with it

- **Put Loyalists next to Fading** to see which newsletters are converting new readers into regular
  ones, and which are losing them.
- **Put Ghosts next to Subscribers** to find the lists carrying the most dead weight — the best
  candidates for a re-engagement send or a clean-up.
- **Put New & Engaged across your newsletters** after a growth push, to see where the new arrivals
  actually landed and whether they stuck around.

## Related

- [Audience metrics dashboard](https://docs.tryletterhead.com/dashboards/audience-metrics-dashboard/)
- [Track engagement over time for any audience segment](https://docs.tryletterhead.com/dashboards/track-engagement-over-time-for-any-audience-segment/)
- [Smart Engagement-Based Segments](https://docs.tryletterhead.com/audience/engagement-based-segments/)
- [Letterhead list cleanup](https://docs.tryletterhead.com/audience/letterhead-list-cleanup/)


---

# Track engagement over time for any audience segment

Source: https://docs.tryletterhead.com/dashboards/track-engagement-over-time-for-any-audience-segment/

> View engagement trends over time for any saved segment — or your whole audience — with day-by-day open rate, clickthrough rate, click-to-open rate, and bounce rate plotted against your whole-audience baseline, filterable by newsletter and exportable as CSV.

You can see how several saved segments — or your entire subscriber base — engage over time. **Compare multiple segments side by side** on one chart to quickly understand which audiences drive stronger engagement. Chart open rate, click rate, click-to-open rate, and bounce rate day by day, with your **whole-audience baseline** drawn as a dashed line to read each segment against.

## How to view segment engagement over time

1. Open your analytics — see [Letterhead Reporting](https://docs.tryletterhead.com/reports/letterhead-reporting/).
2. Select one or more saved audience segments from the segment picker, or choose your whole audience.
3. Select a date range for the chart.
4. Review the engagement metrics plotted day by day:
   - **Open rate** — the percentage of emails opened
   - **Clickthrough rate** — the percentage of emails with at least one click
   - **Click-to-open rate** — the percentage of opens that led to a click
   - **Bounce rate** — the percentage of emails that bounced
5. Compare each segment's performance against the whole-audience baseline and against each other. A total for the whole period appears beside each segment.

## Tracking engagement by sign-up source

Letterhead automatically captures where each reader signed up. Create a segment filtered by **sign-up source** to answer questions like "How do readers from this partner engage compared to my overall audience?" No additional setup is required — build the segment and view its engagement chart.

## Filter and export

- **Filter by newsletter** — view trends across all your newsletters at once, or narrow to subscribers of a single newsletter.
- **Download as CSV** — export the full time series to dig deeper in your own tools.

This helps you spot whether a segment's engagement is climbing or slipping, so you can adjust your content strategy accordingly.

## Related

- [How do tags and segments work?](https://docs.tryletterhead.com/audience/user-tags-and-segments/)
- [Understanding the Dashboard: Overview, Emails, Audience & Content](https://docs.tryletterhead.com/dashboards/understanding-the-audience-engagement-and-delivery-dashboards/)
- [Working in Reports](https://docs.tryletterhead.com/reports/reports-overview/)


---

# Understanding the Dashboard: Overview, Emails, Audience & Content

Source: https://docs.tryletterhead.com/dashboards/understanding-the-audience-engagement-and-delivery-dashboards/

> The Dashboard under Analytics has four tabs — Overview, Emails, Audience, and Content — covering engagement KPIs, human-vs-bot engagement quality, audience health, and click behavior, with channel and date filters, CSV/PDF export, and a test mode that shows sample data.

Letterhead's **Dashboard** lives under **Analytics** and gives you one place to read your whole newsletter operation. It's organized into tabs — **Overview**, **Emails**, **Audience**, and **Content** — and works at both the organization and company level. If no channels are selected in the filter, the data reflects **all channels** during the selected timeframe.

:::tip
Curious what Penpal can help with? [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

:::note
Wherever an engagement rate appears across these tabs — a rate like **Open Rate** or **Click-to-Open Rate** — it's calculated the same way and shown to the same precision, so a number reads the same everywhere you find it.
:::

## Overview tab

Your sending and engagement KPIs for the period, each with a change indicator versus the previous period:

- **Sent** — total emails sent across your newsletters
- **Open Rate** — approximate percentage of accepted emails that were opened
- **Clicks** — total link clicks, including repeat clicks
- **Clickthrough Rate** — percentage of emails with at least one click
- **Click-to-Open Rate** — unique clicks divided by unique opens
- **Bounce Rate** — hard bounces plus admin and block bounces (**Other Bounce Rate**) counted toward deliverability; **Soft Bounce Rate** (temporary failures) is tracked separately and isn't part of Bounce Rate — see [hard vs. soft bounces](https://docs.tryletterhead.com/reports/understanding-hard-bounces-and-soft-bounces-in-your-reports/)
- **Spam Complaint Rate** — percentage of emails marked as spam
- **Promotion Clicks** — clicks on promotion links

## Emails tab

How your editions actually performed:

- **Best Performing Emails** — your standouts for the period: **Highest Open Rates**, **Highest Click-to-Open Rates**, **Most Engaging**, and **Winning Subject Lines**.
- **All Emails table** — every newsletter sent in your selected timeframe with its metrics. Each row also shows the audience segment that edition went to, so you can spot a send that reached the wrong or an unexpectedly narrow segment without leaving your analytics.

### Engagement Quality

:::note[Availability]
This capability may need to be enabled for your account — contact support if you don't see it.
:::

**Engagement Quality** shows human opens vs automated activity. Letterhead splits confirmed human engagement (**Confirmed Opens**, **Real Open Rate**, **Real Click Rate**) from bot noise (**Prefetched Opens** from Apple Mail Privacy Protection and mail-scanner bots, **Bot Prefetches**, **Bot-Detected Clicks**). An **open & click rates over time** chart tracks the trend, with lines labeled **Real Open Rate** and **Reported Open Rate** so you can compare the estimated-true and inflated numbers. If you export the dashboard as a CSV or PDF, those same two series appear under their export column names instead — **Projected Open Rate** and **Legacy Open Rate (incl. MPP)**.

## Audience tab

The health of your subscriber base — growth, churn, and engagement patterns. See [Audience metrics dashboard](https://docs.tryletterhead.com/dashboards/audience-metrics-dashboard/) for the full breakdown. This tab requires sending through Letterhead's own email connection.

## Content tab

What readers click, aggregated by URL and topic. See [the Content tab](https://docs.tryletterhead.com/dashboards/clicks-dashboard/) for details.

## Filters and export options

- **Date range filter** — presets or a custom range, up to **90 days** (30 days by default)
- **Channel filter** — analyze specific channels, or leave empty for all
- **Download CSV / Download PDF** — export the current view for further analysis (available on most tabs)

### Export as a PDF

The PDF export captures exactly what you're viewing — headline metrics, channel breakdown, audience health, and top-performing emails — complete with the charts, making it easy to share with your team or drop into a slide deck.

1. Configure the view to show the data you want to include (date range, channels, tab).
2. Use the export or download option on the dashboard.
3. Select **PDF** as your export format.
4. Your browser downloads a formatted PDF report.

**PDF or spreadsheet?** Use PDF for polished reports — presentations, executive summaries, stakeholder updates. Use a [spreadsheet export](https://docs.tryletterhead.com/reports/how-to-export-reports-in-letterhead/) when you need raw data for custom charts or calculations.

## Preview with sample data

If you're new to Letterhead, or want to demonstrate the dashboard before you have live performance data, you can fill it with sample numbers.

1. Find **Test mode** in the page header — its tooltip notes that it previews sample metrics.
2. Turn it on to replace all live metrics with pre-populated sample data across every tab.

Your preference is saved automatically and persists across sessions, so the dashboard keeps showing sample data until you turn it off. It's useful for getting started, for demos and training where you'd rather not expose real performance data, and for planning what you'll track before your first send.

## Related

- [Working in Reports](https://docs.tryletterhead.com/reports/reports-overview/)
- [How to Export Reports in Letterhead](https://docs.tryletterhead.com/reports/how-to-export-reports-in-letterhead/)


---

# How Do I Add a Team Member to Letterhead?

Source: https://docs.tryletterhead.com/settings/add-team-member/

> Invite team members at the organization level, choose one of three roles, and remove access when needed. Support staff never appear in your team list.

You can invite colleagues to collaborate in Letterhead from your organization's **Settings**. Team management lives at the **organization** (brand) level — select your organization in the left-hand navigation, open **Settings**, and go to the **Teams** tab.

## Invite a team member

1. From the **Teams** tab, choose **Invite Team Member**.
2. Enter the person's email address.
3. Assign one of three roles:
   - **Organization Administrator** — full access to all channels and organization-level settings.
   - **Channel Administrator** — access to specific channels only, not organization-level settings.
   - **Content Contributor** — limited access for content creation within assigned channels.
4. Send the invite.

Your team member receives a welcome email and can follow its login link to join. They'll need to [set a password](https://docs.tryletterhead.com/settings/how-to-reset-your-password/). Ask them to add **teams@invitation.to.letterhead.email** to their safe senders list so the invitation reaches their inbox.

## Remove a team member

From the same **Teams** tab, you can remove a team member's access at any time.

## About support staff

When Letterhead staff step into your account to help you, they do **not** appear in your team list — you only ever see your own colleagues. Any access support grants itself is temporary by default and expires automatically after a set number of days (7 by default).

## Related

- [Working in Settings](https://docs.tryletterhead.com/settings/settings-overview/)
- [How to Reset Your Password](https://docs.tryletterhead.com/settings/how-to-reset-your-password/)


---

# How do I set up my custom sending domain?

Source: https://docs.tryletterhead.com/settings/sending-domain-configuration/

> Add a sending subdomain, publish the CNAME, DKIM, SPF, and DMARC records with your DNS provider, verify the domain in Letterhead, and warm up a new domain gradually.

A verified **custom sending domain** lets you send newsletters from your own email address and protects your deliverability. You can set one up at the **channel level** or on a **company-level email connection**.

## Before you start

- Use a **subdomain** (for example, `mail` in `mail.yourdomain.com`). This keeps spam reports from affecting your root domain's reputation.
- Your **sender email** and **reply-to email** should share the same root domain (for example, `@mail.yourdomain.com` and `@reply.yourdomain.com`).
- Manual replies (including a person's out-of-office message) go to your **reply-to** address; some server-triggered automated replies go to the **sender email**.

## Where to add your domain

- **Channel level** — open the channel's **Settings → Sending emails**; the **Sending Domain** section is at the top. **This card isn't shown if your account sends through a company-level Letterhead connection** — see the next bullet instead.
- **Company-level email connection** — if your account sends through a company-level Letterhead connection, manage domains inside the connection setup instead. See [Company-level email connection](#company-level-email-connection) below.

These aren't two options to choose between — which one you see depends on how your account is set up. A company-level Letterhead connection has its own isolated sending identity, so its domain is managed separately from any channel, and the channel-level card is hidden entirely rather than left as a second place to configure the same thing.

## Add and verify the domain

Letterhead sends via SparkPost. In the **Sending Domain** section:

1. Enter your sending **subdomain** (for example, `mail.yourdomain.com`).
2. Letterhead shows the DNS records to publish. Copy each **Hostname** and **Value** into your DNS provider (GoDaddy, Cloudflare, Namecheap, etc.):
   - **CNAME** record
   - **DKIM** record (a TXT record)
   - **DMARC** record (a TXT record)
3. Also confirm your **SPF** record includes SparkPost (see below). SPF isn't shown as its own record card, but Letterhead still checks it as part of verification.
4. Back in Letterhead's **Sending Domain** section, click **Verify domain**.
5. When the records are correct, each card shows a green **Verified** label instead of **Verification needed**.

Verification can take anywhere from a couple of minutes to a few hours. If your domain won't verify, double-check the values; if problems persist, contact [support@tryletterhead.com](mailto:support@tryletterhead.com).

**DNS provider quirks:** some providers require a trailing dot on values (for example, `sparkpostmail.com.`) so your root domain isn't appended, and some only want the subdomain portion as the hostname (for example, `scph****._domainkey` instead of the full hostname).

## CNAME record

Create a new record with your DNS provider:

- **Record Type:** CNAME
- **Hostname:** the CNAME hostname copied from Letterhead (many providers only need the subdomain part, e.g. `mail`)
- **Value:** the CNAME value copied from Letterhead (e.g. `sparkpostmail.com`)

## DKIM record

Create a new record:

- **Record Type:** TXT
- **Hostname:** the DKIM hostname from Letterhead — for a subdomain it looks like `scph0####._domainkey.mail.yourdomain.com`
- **Value:** the DKIM value from Letterhead (starts with `v=DKIM1; k=rsa; h=sha256;...`)

## SPF record (required for deliverability)

SPF tells mailbox providers which servers may send email for your domain. Because Letterhead sends through SparkPost, your SPF record must include SparkPost — otherwise Gmail and other providers may reject or rate-limit your messages, and your newsletters may land in spam.

- You should only have **one SPF record per domain**. If one exists (it starts with `v=spf1`), **merge** SparkPost into it rather than creating a second record: add `include:sparkpostmail.com` to the existing value and save. Don't replace your existing record unless your IT team says to.
- If none exists, create a TXT record on your root domain (hostname usually `@` or blank) that includes `include:sparkpostmail.com` alongside any other services that legitimately send from your domain, for example:

```
v=spf1 include:_spf.google.com include:sparkpostmail.com ~all
```

## DMARC record

DMARC tells receiving mail servers how to handle messages that claim to be from your domain but fail authentication, protecting you from spoofing.

- **Record Type:** TXT
- **Hostname:** `_dmarc` on your sending subdomain — for example, `_dmarc.mail.yourdomain.com`
- **Value:** must include `v=DMARC1` and a policy tag (`p=none`, `p=quarantine`, or `p=reject`). Start new records with `p=none` so legitimate mail isn't accidentally quarantined while you identify SPF/DKIM issues. We strongly recommend the `rua` tag so you receive aggregate reports:

```
v=DMARC1; p=none; rua=mailto:dmarcreports@example.com
```

Separate tags with semicolons; `rua` and `ruf` accept multiple comma-separated addresses. You'll begin receiving DMARC reports at that address, which help you spot authentication issues and malicious use of your domain. Advanced tags exist but aren't recommended for initial setup.

## Company-level email connection

If your account uses Letterhead's email delivery as a **company-level sending connection**, you add and verify sending domains inside the connection setup rather than in a channel's settings. Each connection has its own **isolated sending identity**, so its domains stay separate from other connections.

:::note[Availability]
This is a newer capability that may need to be enabled for your account — contact [support@tryletterhead.com](mailto:support@tryletterhead.com) if you don't see it.
:::

1. Open your **company settings** and go to **Settings → Sending**.
2. Select (or create) your **Letterhead** email connection.
3. In the connection setup, add your sending **subdomain** — the same way as above.
4. Letterhead shows the **CNAME**, **DKIM**, and **DMARC** records to publish. Add them with your DNS provider, then click **Verify domain**.
5. You can **re-verify** a domain at any time, or **remove** domains you no longer need.

This is a **company admin** area. If you don't see the email connection settings, ask your administrator.

## Warming up a new sending domain

A brand-new sending domain has no track record with inbox providers, so sending at full volume right away can get your newsletters throttled or filtered. On a company-level email connection, Letterhead can **warm the domain up** for you: it starts with a small group of readers and adds a bigger group each day until the domain reaches full volume.

This is a newer capability that may need to be enabled for your account, so contact [support@tryletterhead.com](mailto:support@tryletterhead.com) if you don't see it.

On the connection's **Sending** settings, the domain shows a **Warm-up plan** with the day you're on (for example, "Day 3 of 12"), how many emails the domain can send today, and a progress bar.

- **How readers are chosen.** Each day adds one group of readers, most engaged first. Every group is a contact tag named `warmup-<your domain>-day-<number>`, so you can see exactly who is in it. Each send goes to everyone in the groups added so far, and readers who aren't in a group yet start receiving your newsletters once their group is added, and don't get the sends before that.
- **Before you send.** When you schedule a newsletter on a warming domain, the scheduling step tells you how many readers this send will reach and how many join on a later day, so nobody is held back without you knowing.
- **Starting and stopping.** A newly verified domain starts warming up automatically. A company administrator can turn warm-up off, and the domain then sends at full volume right away. A domain that was already verified sends at full volume until an administrator chooses **Turn on warm-up**, which starts its plan at day 1 today. Readers keep their warm-up tags either way.
- **It watches your results.** Each night Letterhead checks the domain's own sending from the day before: spam complaints, hard bounces, and how many emails the mailbox providers accepted. If a number crosses a warning line, the plan shows **Holding steady today** and repeats the same day instead of adding readers. If complaints cross the higher line, the plan shows **Warm-up paused** until an administrator selects **Resume warm-up**. In both cases your sends keep going to the readers already in the warm-up, and every company administrator is told in the app and by email.
- **If a day's group is empty.** If a day adds nobody, the plan says so and why instead of leaving you guessing. If no newsletters are assigned to the connection, select the ones that send through it and Letterhead will add readers to the next warm-up day. If none of your subscribers were ready to add, Letterhead only adds readers who have opened or clicked recently, so some join as your readers engage. The scheduling step also tells you when nobody is in the warm-up yet, so a send that won't reach anyone isn't a surprise.
- **When it's done.** After the last day the plan shows that the domain finished its warm-up and can send at full volume.

Warm-up is a **company admin** area, and it applies only to sending domains on a company-level email connection, not to channel-level domains.

## Connecting an external ESP instead

If you sync audience data from another provider rather than (or alongside) sending through Letterhead:

- **Mailchimp** — enter your **API Key** (Mailchimp: Profile → Extras → API Keys), **Audience (List) ID** (Audience → Settings → Audience name and defaults), and **Server Prefix** (the `us6` in `https://us6.api.mailchimp.com/`).
- **Iterable** — enter your **Iterable API Key** (Iterable: Integrations → API Keys).
- **SendGrid** and other providers may also be available as sending connections, depending on your account.

See [Working in Integrations](https://docs.tryletterhead.com/integrations/integrations-overview/) for more on connected services.

## Related

- [Working in Settings](https://docs.tryletterhead.com/settings/settings-overview/)
- [Manage sending domains for your company email connection](https://docs.tryletterhead.com/settings/manage-sending-domains-for-your-company-email-connection/)
- [What is BIMI and How to Set It Up](https://docs.tryletterhead.com/settings/what-is-bimi-and-how-to-set-it-up/)


---

# How do you opt-out of double opt-ins?

Source: https://docs.tryletterhead.com/settings/opt-in/

> Double opt-in requires new subscribers to confirm their sign-up. It's set per channel, under that channel's Settings > Sending emails > Audience Policies — there's no organization-wide default.

When **double opt-in** is enabled, new subscribers receive an email asking them to confirm their subscription. Only after they confirm do they start receiving your newsletters.

Double opt-in protects your sending reputation by ensuring only real, engaged people join your list — it filters out bots, typos, and accidental submissions, and helps prevent spam complaints. It's on by default.

## Who controls it

Double opt-in is part of a channel's **Audience Policies**, under that channel's **Settings → Sending emails**. It's set per channel — there's no organization-wide default to inherit from, so changing it on one channel doesn't affect any other.

:::note
If your account sends through **company-level audience sending**, this setting doesn't apply to you — it's handled automatically instead, and you won't see the Double Opt-In toggle described here. Ask your organization administrator if you're not sure which sending model your account uses.
:::

## Before you turn it off

Turning off double opt-in means anyone who submits an address — including mistyped or fake ones — joins your list immediately. Consider pairing it with [Recipient Validation](https://docs.tryletterhead.com/settings/letterhead-recipient-validation/) to protect list quality if you do.

## Related

- [Working in Settings](https://docs.tryletterhead.com/settings/settings-overview/)
- [Managing Your Channel Settings](https://docs.tryletterhead.com/get-started/account-settings-channel/)
- [Letterhead's Recipient Validation](https://docs.tryletterhead.com/settings/letterhead-recipient-validation/)


---

# How to Reset Your Password

Source: https://docs.tryletterhead.com/settings/how-to-reset-your-password/

> Use Forgot Password on the login screen, follow the emailed reset link (expires in 30 minutes), and set a new password.

If you're unable to log in or want to update your password, reset it from the login screen.

1. Go to [Letterhead's login page](https://app.tryletterhead.com/).
2. Enter your email and click **Continue**.
3. On the next screen, select **Forgot Password?**
4. Check your inbox for an email titled **"Letterhead Password Reset Request"**.
5. Open the email and follow the link to change your password.
6. On the **Change Your Password** page, enter and confirm your new password.
7. Click **Reset**, then log in with your email and new password.

Good to know:

- The email comes from **reset-password@passport.letterhead.email** with the subject **Letterhead Password Reset Request**.
- The reset link **expires in 30 minutes**.
- If you don't see the reset email, check your spam folder or request another one.

## Accessing multiple company accounts

If you have access to multiple companies through different login URLs, you'll be prompted to select a company after signing in. Your **company** is the prefix of your app URL — for example, if you access the app via `abc.app.tryletterhead.com`, then **abc** is your company. If you only have access to one company, you're redirected automatically.

## Related

- [Working in Settings](https://docs.tryletterhead.com/settings/settings-overview/)
- [How Do I Add a Team Member to Letterhead?](https://docs.tryletterhead.com/settings/add-team-member/)


---

# How to Use Company-Level Newsletter Templates in Letterhead

Source: https://docs.tryletterhead.com/settings/company-level-templates/

> Create, preview, and activate company-level templates that all channels can use, from a Preview and activate panel laid out like the scheduling panel. Channel users can clone a shared template to customize their own copy.

**Company-Level Templates** let you build a newsletter layout once and share it with every channel in your organization — keeping branding consistent without rebuilding the same design per channel.

## Before you start

- Only **company admins** can create and manage company-level templates.
- Shared templates appear to all channel users in the **Templates** section but can't be edited there — channel users clone them instead.

## Create and share a company template

1. Log in with your company admin account and open the **Templates** section.
2. Choose **Create New Template**.
3. Build the layout in the editor using your brand kit — colors, logos, and fonts.
4. Click **Preview and activate**. In the **Preview** card (block templates only), use **Preview as** to see how the template renders in a specific channel's context. Type to filter the list if you have many brand kits.
5. In the **Settings** card, under **Activate in Channels**, pick which channels should have access.
6. Click **Activate** to make the template available across your organization.

### What's on the Preview and activate panel

The panel is laid out the same way as the one you use to schedule a newsletter, with each part in its own card:

- **Preview** — choose the channel to preview the template as. HTML templates don't have this card.
- **Settings** — the channels the template is activated in, click tracking (where your email provider supports it), UTM tracking, and the template's tags. Templates that send through Iterable also show their labels here.
- **Send Test** — add up to 10 email addresses and click **Send test** to see the template in an inbox before you activate it. On a block template, the test sends through the channel you picked in **Preview as**, so pick one that's connected to the template's email provider first. The count of addresses you've added sits next to the **Email Address** label.

If you're not ready to activate yet, click **Save as draft**, which sits just to the left of **Activate**, and come back to it later.

Once a template is active, the panel shows a confirmation and a **Details** card listing the channels it's activated in. You can still change its tags there. To stop offering the template, click **Deactivate**.

## Customize a shared template in a channel

Channel users can't edit a company template directly. To customize one, click **Clone** from the channel's **Templates** section — the copy is channel-level and fully editable. When you clone a company template, you can give the copy a **custom name** so it's easy to find later.

## FAQs

**Who can create and manage company-level templates?**
Only company admins.

**Can templates be previewed before sharing?**
Yes — admins can preview a template in the context of any channel before activating it.

**Can channel users edit shared company templates?**
No, but they can clone them and modify the copy freely.

## Related

- [Working in Settings](https://docs.tryletterhead.com/settings/settings-overview/)
- [Managing Brand Kits from a Central Company-Level Screen](https://docs.tryletterhead.com/settings/managing-brand-kits/)


---

# Letterhead's Recipient Validation

Source: https://docs.tryletterhead.com/settings/letterhead-recipient-validation/

> Recipient Validation checks new email addresses from imports, embed forms, and archive signups, marking invalid ones as cleaned. A paid premium feature enabled through your Account Manager.

**Recipient Validation** is a built-in feature that keeps your subscriber list clean by verifying the validity of new email addresses before they join your audience.

## What it does

- **Validates new subscribers automatically** — addresses added via CSV import, embed form, or your archive page are checked before being added to your audience.
- **Runs daily in the background** — validation runs every 24 hours and targets only unvalidated emails.
- **Improves list health and deliverability** — prevents sending to mistyped or fake addresses, protecting your sender reputation and reducing bounce rates.

Invalid emails are marked with a **cleaned** status.

## What it doesn't do

- **Custom signup pages are not supported** — validation does not apply to addresses submitted through custom-built signup forms.
- **No re-validation of existing subscribers** — only new or unvalidated entries are checked.

## Where it applies

| Source | Validated? |
| --- | --- |
| CSV import | Yes |
| Archive page signups | Yes |
| Embed form | Yes |
| Custom signup pages | Not supported |

## How to turn it on

Recipient Validation is a **paid premium feature**. It can apply across your whole organization (every channel) or be scoped to a specific channel — for example, to test it on one newsletter first. **Reach out to your Account Manager** to enable it and choose the scope.

## Why use it

- Improve email deliverability
- Protect your sender reputation
- Avoid sending to invalid or fake addresses
- Reduce bounce-related suppressions and delivery issues

## Related

- [Working in Settings](https://docs.tryletterhead.com/settings/settings-overview/)
- [Managing Your Channel Settings](https://docs.tryletterhead.com/get-started/account-settings-channel/)


---

# Manage company settings in a shared Letterhead account

Source: https://docs.tryletterhead.com/settings/manage-company-settings-in-a-shared-letterhead-account/

> Companies sharing a Letterhead account can manage all settings — team roles, integrations, email providers, verified domains, and AI assistant details — with changes scoped to their own company.

If your company shares a Letterhead instance with other companies, you have access to the same complete company settings as companies using Letterhead independently. Everything you configure applies **only to your company** — changes never affect the other companies sharing the instance.

:::note[Availability]
This capability may need to be enabled for your account — contact support if you don't see it.
:::

## What you can manage

- **Team management** — [invite teammates](https://docs.tryletterhead.com/settings/add-team-member/) and assign their roles.
- **Integrations** — connect and configure third-party services, including a **company-level API key** for tools like Zapier that add, update, and tag contacts across your company audience.
- **Email sending** — choose your email provider and [add verified sending domains](https://docs.tryletterhead.com/settings/sending-domain-configuration/). Search finds an email connection by name, provider, or the newsletters it sends, and you can filter by provider or to just active or disabled connections. A **Compare all providers** button lets you review feature capabilities for every supported provider side by side.
- **AI assistant** — find connection details for your company's AI assistant.
- **API access** — manage API keys and credentials.

## How scoping works

All company settings live in one place in your Letterhead account. Any change you make is automatically scoped to your company, so multiple companies can safely share one Letterhead instance without stepping on each other's configuration.

This is a **company admin** area — if you don't see these settings, ask your administrator.

## Related

- [Working in Settings](https://docs.tryletterhead.com/settings/settings-overview/)
- [Manage sending domains for your company email connection](https://docs.tryletterhead.com/settings/manage-sending-domains-for-your-company-email-connection/)


---

# Manage sending domains for your company email connection

Source: https://docs.tryletterhead.com/settings/manage-sending-domains-for-your-company-email-connection/

> Add, verify, re-verify, and remove sending domains directly within your company-level Letterhead email connection settings.

When you use Letterhead's email delivery as a **company-level sending connection**, you can add and manage sending domains directly in the connection settings. Each connection has its own isolated sending identity.

:::note[Availability]
This capability may need to be enabled for your account — contact support if you don't see it.
:::

Setup, verification, and the DNS records you publish are the same as for channel-level domains, so this is now documented in one place.

See **[How do I set up my custom sending domain?](https://docs.tryletterhead.com/settings/sending-domain-configuration/#company-level-email-connection)** — the **Company-level email connection** section walks through opening **Settings → Sending**, selecting your Letterhead connection, adding a sending subdomain, publishing the **CNAME**, **DKIM**, and **DMARC** records, and verifying, re-verifying, or removing domains.

This is a **company admin** area — if you don't see email connection settings, ask your administrator.

## Related

- [How do I set up my custom sending domain?](https://docs.tryletterhead.com/settings/sending-domain-configuration/)
- [Working in Settings](https://docs.tryletterhead.com/settings/settings-overview/)
- [Manage company settings in a shared Letterhead account](https://docs.tryletterhead.com/settings/manage-company-settings-in-a-shared-letterhead-account/)


---

# Managing Brand Kits from a Central Company-Level Screen

Source: https://docs.tryletterhead.com/settings/managing-brand-kits/

> Manage your company's brand kits from one screen — create, duplicate, delete, or have Penpal make one for each newsletter; configure Styles (or fill them in from a newsletter you send), Brand Voice, and Social Profiles; and apply a kit to an existing newsletter or template.

**Brand Kits** hold the design assets — colors, fonts, logo, tone of voice, social profiles — that your newsletters and templates pull from. Manage all of them from one company-level screen instead of hunting through individual channel settings.

## Before you start

Brand Kits are managed at the company level — you'll need a company admin account to reach this screen.

## Find your brand kits

1. Open **Settings** and go to **Brand Kits** under **Company-level**.
2. The page lists every brand kit as a card, showing its colors, typography, creation date, and how many newsletters it's assigned to.

## Search and filter

- **Search** by name using the search box at the top of the page.
- **Filter by assignment** — open **Filters** and choose **All**, **Assigned** (kits currently used by at least one newsletter), or **Unassigned**.

## Create, duplicate, or delete a kit

- **Create** — click **Create brand kit**. A new kit is added, ready to name and configure.
- **Duplicate** — open a kit's actions menu and choose **Duplicate** to start a new kit from an existing one's settings.
- **Delete** — open a kit's actions menu and choose **Delete**.

Your company's first brand kit is its **default** — the one everything else falls back to. It's named **Default**, and that name is fixed: the name field is greyed out in the editor so the fallback kit stays easy to spot in a long list. It also can't be deleted, for the same reason. Every other kit you create is yours to name and remove as you like.

If you'd already given your default kit a name of your own before it became the fixed one, it keeps the name you chose. The one exception is a default kit that was never really named — older accounts have one labeled with a long string of letters and numbers, which was only ever a stand-in. Those tidy themselves up to **Default** the next time you save any change to the kit.

### Give each of your newsletters its own kit with Penpal

If your newsletters were set up before brand kits, you don't have to build a kit for each one by hand. Ask **Penpal** — for example, *"Create a brand kit for each of my newsletters"* — and it makes one per newsletter, styled to match what that newsletter already sends, and assigns each kit to its newsletter. You'll need to be a company admin. You can also name just the newsletters you want.

1. Penpal shows you the plan first: which newsletters get a kit, what each kit is called, and which issue its styles come from. Nothing is created yet.
2. Reply **yes** to create the kits. Penpal tells you how many it made.
3. Review and adjust them here on the **Brand Kits** screen, like any other kit.

How each kit is made:

- **Styles come from the newsletter's latest issue** built in the composer — scheduled sends and A/B tests. Automated emails such as a welcome series, and issues built in HTML, aren't used. A newsletter that hasn't sent one yet gets its own default styling.
- **Each kit is named after its newsletter.** If that name is already taken by another kit, a number is added, such as *Weekly Digest (2)*.
- **Your footer, "View in browser" link, and click tracking are on** in every kit, whatever the issue it was styled from used. The brand voice starts blank, ready for you to fill in.
- **Newsletters that already have a kit keep it.** Text-message newsletters are skipped, because brand kits only style email.
- **If your company has no brand kit yet**, a **Default** kit is made too, styled like whichever of these newsletters sent most recently, and isn't assigned to any newsletter.
- **Up to 100 newsletters at a time.** If you have more, Penpal tells you, and you can ask it to carry on.

Your existing issues don't change. A newsletter's kit only shows up under **Preview a brand kit** in the composer's **Styles** tab, and it only restyles an issue when you apply it there (see [Apply a brand kit](#apply-a-brand-kit-to-a-newsletter-or-template-youve-already-built) below). If you'd rather not keep a kit Penpal made, delete it like any other — except the **Default** kit, which every company keeps.

## Edit a brand kit

Click a kit's card (or choose **Edit** from its actions menu) to open its editor. The editor has three tabs:

### Styles

Set the design details a newsletter or template built with this kit will use by default — background color, fonts and font sizes, button styles, dividers, images, and promotion styling — with a live email preview alongside so you can see changes as you make them. An **Email Client Support** section lets you opt in to extra compatibility settings for older clients (Outlook 2007–2019, Lotus Notes, Outlook Express) — each option you turn on adds to your email's size, so only enable what you need.

#### Start from a newsletter you already send

If you already send a newsletter, you don't have to rebuild its look field by field. Upload a copy of it, and the kit's styles are filled in from it for you to check and save.

1. Save a copy of your newsletter as an email file. In Gmail, open the newsletter, choose **More** (⋮), then **Download message**. You'll get a file ending in `.eml`. Use the copy in your inbox rather than one you've forwarded to yourself, because forwarding can drop some of a newsletter's styles.
2. Open the kit's editor and go to the **Styles** tab.
3. Under **Start from a newsletter you send**, click **Upload newsletter** and choose the file.
4. A summary lists what was filled in, grouped by what it styles. Check the settings below it, change anything you like, then click **Save**. Nothing is saved until you do.

What can be filled in:

- **Page** — the background around your newsletter, the background behind its content, its width, and the spacing around each block
- **Body text and each heading level** — font, fallback font, size, line height, color, and alignment
- **Links** — color, and whether they're underlined, bold, or italic
- **Buttons** — color, text color, font, size, corner rounding, padding, and alignment
- **Dividers** — color, style, and thickness
- **Images** — width and alignment

A few things to know:

- **Only what your newsletter shows is changed.** A setting it gives no evidence for — buttons, say, in a newsletter that has none — keeps its current value.
- **Fonts are matched to the ones the Styles tab offers.** If your newsletter uses a font that isn't on the list, that font is left as it was.
- **Mixed styles are flagged.** When your newsletter isn't consistent — some links underlined and others not — the most common style is used, and the summary says how many matched (for example, *Not consistent in this newsletter: 9 of 17 match*). Those are worth a second look before you save.
- **Widths start at 600px.** A newsletter narrower than that is set to 600px, the narrowest width the Styles tab supports.
- **Some things are left to you.** Your logo, borders, mobile text sizes, and promotion styles aren't taken from the newsletter.
- **Changed your mind?** Click **Undo** to put back the styles you had before your first upload. Once you save, the uploaded styles become the kit's new starting point.
- **The file stays on your computer.** It's read in your browser, and it isn't uploaded to or stored by Letterhead.

### Brand Voice

Define the tone your AI-assisted writing uses so it sounds like your brand instead of a generic one. Generate a starting point from a short description, one or more website URLs, or a selection of recent newsletter editions — or fill in the fields yourself: a short description, tone, preferred words and phrases, and words to avoid.

### Social Profiles

Add your website URL and social accounts (Facebook, Instagram, LinkedIn, Pinterest, Reddit, YouTube, TikTok, Snapchat, X, Threads, Bluesky). **Check my website** scans your homepage and fills in the links it finds automatically.

## Assign a brand kit to your newsletters

From the editor, manage which newsletters use this kit: search your newsletters, select or clear all, and save. A kit's card on the main Brand Kits screen shows how many newsletters it's currently assigned to.

## Where a brand kit shows up

- **Composing and templates** — a newsletter or template built with a brand kit assigned takes its style defaults (colors, fonts, logo) from that kit. Previewing a company-level template lets you pick which brand kit to preview it in, filtering the list by name if you keep many kits — see [Company-Level Templates](https://docs.tryletterhead.com/settings/company-level-templates/).
- **AI-assisted writing** — when a newsletter's assigned brand kit has a generated voice, the composer's AI Text panel shows which brand voice will shape what it drafts.

## Apply a brand kit to a newsletter or template you've already built

A brand kit sets the defaults for new blocks, but you can also apply one to a newsletter or template that already has content. Every block is restyled to match the kit, so your existing content takes on the kit's look in one step.

Restyling every block is an early access feature, rolling out to select accounts. Until it reaches yours, applying a kit restyles your buttons only.

1. Open the newsletter or template and go to the **Styles** tab.
2. Tick **Preview a brand kit** and choose a kit under **Preview as**. In a newsletter, this option appears when the newsletter has a brand kit assigned. The canvas updates right away, so you can see the result before committing to it.
3. To keep the restyle, click **Apply to template** and confirm. To back out, untick **Preview a brand kit** — everything returns to how it was.

Once applied, the change can't be undone automatically, so preview first.

What changes:

- **Every block** — background color, border, and padding, including the columns inside multi-column sections
- **Text and headings** — font, size, color, line height, and alignment. Each heading level takes the kit's style for that level, and fonts you set on individual words are replaced by the kit's font
- **Links** — color and style, everywhere in the newsletter, including links inside curated content
- **Curated content** — titles, excerpts, and other text take the kit's body text style, and **Read more** buttons take its button style
- **Images and videos** — width and alignment
- **Buttons** — colors, corner rounding, padding, alignment, and font, including buttons in polls and layouts
- **Promotions** — background, border, padding, and the heading, copy, and disclaimer styles

What stays as it was:

- **Your logo** keeps its own size and alignment.
- **Your footer and "View in browser" link** keep their alignment, though their colors and fonts follow the kit.
- **Dividers** keep their line color, style, and thickness.

## Related

- [Company-Level Templates](https://docs.tryletterhead.com/settings/company-level-templates/)
- [Working in Settings](https://docs.tryletterhead.com/settings/settings-overview/)


---

# Managing Company-Wide Promotions

Source: https://docs.tryletterhead.com/settings/managing-company-wide/

> Company admins can create promotion campaigns, assign them to channels and zones, schedule runs, auto-inject them into sends, and export performance data.

**Company Promotions** lets company admins create, schedule, and track sponsored content across all newsletters from one central place. Assigning promotions to specific channels, zones, and send dates eliminates manual coordination for multi-newsletter sponsorship campaigns. For the full promotions feature area, see [Working in Promotions](https://docs.tryletterhead.com/promotions/promotions-overview/).

:::tip[Prefer to have it done for you?]
**Penpal** can manage promotions for you in conversation — list them and their schedules, reschedule, pause, reactivate, or edit their headline, content, and link. [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Who can do what

- **Company Admins** control company-wide promotions: assign a promotion to one or more newsletters, choose the **zone** where it appears in the layout, schedule its run dates, and view delivery and performance metrics across campaigns. If you don't see the **Promotions** tab, ask your admin for the Company Admin role.
- **Organization and channel admins** can add **Promotion blocks** to any newsletter or template and select the correct zone.

## Set up a new promotion

1. Go to **Company → Promotions** and choose **Create Campaign**.
2. Enter the campaign details:
   - **Title** and **Promoter name**
   - **Channels** — which newsletters run the promotion
   - **Zone** — where in the newsletter layout it appears
   - **Schedule** — start and end dates, or total days
   - **Promotion Type** — **Text Only** (headline + body), **Text & Image** (headline, text, image, link, alt text), **Banner** (large image banner, headline, text, link, alt text), or **HTML** (paste your own markup — including a Google Ad Manager ad tag — directly into the promotion)
3. Choose **Save as Draft** to finish later, or **Activate** to make it available. Active campaigns appear in the promotions table.

Choosing the **HTML** type lets you paste your own code — a Google Ad Manager 360 newsletter tag, or any block of HTML — into the promotion. Letterhead cleans the markup for safety, stripping scripts and other unsafe parts, while keeping your links, images, and the ad's own click tracking intact in the sent newsletter.

## Add a promotion to a newsletter

1. Open the newsletter you're editing in the composer.
2. Drag the **Promotion block** into your layout and pick a zone. Only promotions matching that zone, channel, and send date appear.
3. Preview and schedule as usual. If no promotion fits, the block collapses so no empty space is sent.

Prefer hands-off placement? Mark a company promotion to **auto-inject** into every send — choose where it lands or let it take the default spot, and it appears in the preview and delivered email without manual placement. Auto-injected promotions are locked in place to prevent accidental changes.

## Edit an existing promotion

From **Company → Promotions**, search or filter to find a campaign, click its name to see details and performance (impressions, clicks, linked newsletter metrics), and choose **Edit Campaign**. Changes apply to upcoming sends only — past newsletters stay as sent.

## View your promotion calendar

Open **Company → Promotions → Promotion Schedule**, select a channel, and see all scheduled promotions laid out by zone. Click any promotion to open or edit it.

## Common situations

- **Promotion missing in preview** — confirm it's **Active** and that zone, channel, and send date all match.
- **Warning about missing promotions** — you can still send, but double-check your commitments first.
- **Creative not rendering as expected** — verify the promotion type and zone.
- **Reusing a campaign** — update its schedule, or duplicate and activate it again.
- **Edits not retroactive** — past sends are locked; only future sends reflect changes.

## Export your data

From any campaign's detail view, use **Export Metrics (CSV)** for a breakdown of channel, date, impressions, and clicks. Follow the links to each newsletter's metrics page for deeper insight.

## Related

- [Working in Promotions](https://docs.tryletterhead.com/promotions/promotions-overview/)
- [Working in Settings](https://docs.tryletterhead.com/settings/settings-overview/)


---

# Managing your notifications

Source: https://docs.tryletterhead.com/settings/managing-your-notifications/

> Manage notifications from a dedicated page, choosing which events reach you and how (in-app, email, or both), and see what is new in Letterhead from the bell and a What's new page.

Your **notifications bell** now opens a full notification center with your recent alerts, grouped into **Today** and **Older**. Each alert has a color-coded icon so you can see at a glance whether it's good news, a warning, or something that needs attention.

## Viewing your notification history

The **notifications page** (accessible from the bell icon) shows your complete alert history. You'll see notifications about newsletters being sent, reviews requested, automations switching off, integrations breaking, new comments on your newsletters, and other key events.

## Choosing which notifications you receive

The **notification settings page** lets you decide exactly which events trigger alerts — and whether you want them delivered in-app, by email, or both. This means you can stay informed about the things you care about (like a newsletter going out or an automation stopping unexpectedly) without being interrupted by events that don't matter to you.

To adjust your notification preferences, open the **notification settings** from your account menu or the notifications page itself, then toggle the delivery method for each event type.

## What notifications cover

You can receive alerts for:
- Newsletters being sent or unable to send
- Review requests from [team members](https://docs.tryletterhead.com/settings/add-team-member/)
- Automations turning off or encountering errors
- Integration problems
- Comments added to your newsletters
- Other account and team activity

Each notification type can be configured independently, so you control the signal-to-noise ratio that works for you.

## Seeing what's new in Letterhead

Your bell may show only this item. The notification history and settings above appear where they are available to you.

You don't have to go looking for news about Letterhead. When we've shipped something since you last opened What's new, your notifications bell shows one item: **"N new things since you were last here."** Select it to open **What's new**, a page that lists our recent improvements, newest first, in plain language. Each one is marked **New** if it's something you couldn't do before, **Improved** if it makes something you already do easier, or **Announcement** for the bigger notices described below.

Opening What's new clears the item from the bell until there's something newer, so the count always runs from the last time you opened that page. The first time you use Letterhead in a browser, there's nothing to compare against, so you won't see an item or a pop-up. Letterhead simply notes today's date and starts counting from there. The date is remembered in your browser, so a different browser or device counts from its own first visit.

### Important announcements

For a major new feature, or a heads-up about an upcoming change, we may show a short **Announcement** as a pop-up the next time you open Letterhead. It stays until you dismiss it. Select **Got it**, or **See what's new** to dismiss it and open the full list, and it won't come back in that browser.

What's new only lists changes that are available to everyone, so it won't tell you about something you can't use yet.


---

# What is BIMI and How to Set It Up

Source: https://docs.tryletterhead.com/settings/what-is-bimi-and-how-to-set-it-up/

> BIMI prerequisites (DMARC at enforcement, SVG Tiny-PS logo, VMC/CMC certificate), the DNS record to publish, and troubleshooting when the logo doesn't appear.

**BIMI** (Brand Indicators for Message Identification) lets your logo appear next to your messages in supporting inboxes. This guide covers what you need before you start, the DNS record itself, and what to expect after publishing.

If anything is unclear, reach out to [support](mailto:support@tryletterhead.com) and we'll help you get set up.

## What you'll need before you start

BIMI has prerequisites that sit outside of DNS. Get these in place first or the logo won't render even with a valid record.

### A DMARC policy at enforcement

Your domain's DMARC record must be set to either `p=quarantine` or `p=reject`, with `pct=100`. Most mailbox providers also expect your domain to have been at enforcement for at least 30 days before they'll pull and display the logo.

If your DMARC is still at `p=none`, BIMI will not work. Move to `p=quarantine` first, watch your aggregate reports for a couple of weeks, then tighten if needed. See [setting up your sending domain](https://docs.tryletterhead.com/settings/sending-domain-configuration/) for DMARC basics.

### A logo in SVG Tiny-PS format

BIMI does not accept regular SVG files. It requires the SVG Tiny Portable/Secure profile (SVG Tiny-PS), a stripped-down variant of SVG Tiny 1.2. Key constraints:

- The root `<svg>` element must include the attribute `baseProfile="tiny-ps"`.
- No scripts, external references, animation, or embedded raster images.
- File size capped at 32 KB.
- Square aspect ratio (1:1), centered, with a solid background.

Several free converters exist (BIMI Group maintains a list at bimigroup.org), or your designer can export from Illustrator with the Tiny 1.2 profile and hand-edit the `baseProfile` attribute.

### A certificate (for Gmail and Apple Mail)

Gmail and Apple Mail require the logo to be backed by either a **Verified Mark Certificate (VMC)** or a **Common Mark Certificate (CMC)**, issued by an authorized Mark Verifying Authority (currently DigiCert or Entrust).

- **VMC** — requires a registered trademark on your logo.
- **CMC** — lighter-weight option for non-trademarked logos; fewer mailbox providers honor it.

Yahoo and Fastmail display the logo without a certificate, but Gmail/Apple coverage is why most senders pursue one.

### A place to host the SVG

The logo file must be served over HTTPS at a stable URL — ideally on your own domain, e.g. `https://yourbrand.com/bimi/logo.svg`.

## Steps to publish the BIMI record

1. **Log in to your DNS provider** (Cloudflare, Route 53, GoDaddy, Namecheap, etc.) and find where to add a new record.
2. **Create a TXT record** — BIMI is a TXT record, not a custom type.
3. **Set the Host / Name field** to `default._bimi`. Your provider appends the domain, so the record resolves to `default._bimi.yourdomain.com`. The `default` selector is what providers look up first; additional selectors are possible but rarely needed.
4. **Set the Value field** — two required tags separated by a semicolon:

   ```
   v=BIMI1; l=https://yourbrand.com/bimi/logo.svg
   ```

   - `v=BIMI1` — the version tag, always exactly this.
   - `l=` — the HTTPS URL of your hosted SVG (lowercase L).

   If you have a VMC or CMC, add the `a=` tag pointing to the certificate:

   ```
   v=BIMI1; l=https://yourbrand.com/bimi/logo.svg; a=https://yourbrand.com/bimi/vmc.pem
   ```

5. **Save the record.**
6. **Verify** with a BIMI checker — MX Toolbox's BIMI lookup (`https://mxtoolbox.com/bimi.aspx`) or BIMI Group's inspector. These flag syntax issues, SVG profile problems, or missing certificate references.

## How long until the logo shows up?

- DNS propagation typically takes **24 to 48 hours**.
- Mailbox providers cache BIMI lookups, so logo display often lags DNS by **several days to a few weeks**.
- If you've just moved DMARC to enforcement, the 30-day window starts from that change — not from when you publish the BIMI record.

Send a test message to a Gmail or Yahoo address after a week. If the logo still isn't appearing after 30 days at DMARC enforcement, run the record through a BIMI checker again.

## Common reasons the logo doesn't appear

- DMARC is still at `p=none`, or `pct` is below 100.
- The SVG was exported as standard SVG, not Tiny-PS (missing `baseProfile="tiny-ps"`).
- The SVG URL isn't HTTPS, or returns a redirect.
- The mailbox provider requires a VMC and the record doesn't include an `a=` tag.
- The receiving inbox isn't a BIMI-supporting provider — Outlook.com, for instance, doesn't render BIMI logos as of this writing.
- DMARC has been at enforcement for less than 30 days.

If you've checked all of the above and the logo still isn't displaying, [support](mailto:support@tryletterhead.com) can help you dig into the DNS, SVG, and certificate setup.

## Quick reference

| Tag | Required | Purpose |
| --- | --- | --- |
| `v` | Yes | Version. Always `BIMI1`. |
| `l` | Yes | HTTPS URL of the hosted SVG Tiny-PS logo. |
| `a` | For Gmail / Apple | HTTPS URL of the VMC or CMC certificate. |

| Prerequisite | Why it matters |
| --- | --- |
| DMARC at `p=quarantine` or `p=reject`, `pct=100` | BIMI will not render without it |
| 30 days at DMARC enforcement | Most providers gate logo display on this |
| SVG Tiny-PS, ≤ 32 KB, square, solid background | Required SVG profile; standard SVG is rejected |
| VMC or CMC certificate | Required by Gmail and Apple Mail |
| HTTPS hosting for the SVG | Required by spec |

## Related

- [Working in Settings](https://docs.tryletterhead.com/settings/settings-overview/)
- [How do I set up my custom sending domain?](https://docs.tryletterhead.com/settings/sending-domain-configuration/)


---

# Working in Settings

Source: https://docs.tryletterhead.com/settings/settings-overview/

> V3 canonical page-guide for the Settings area — capability-level, no screenshots.

**Settings** is where admins configure the account: team access, sending domains, deliverability, shared templates, brand kits, and signup rules. This guide covers everything you can do there.

:::tip
Curious what Penpal can help with? [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Team & account

Invite **team members** and manage roles. Reset passwords from the login screen. The account menu in the top-right corner shows your own profile photo when you have one set; if you haven't set a photo, your initials appear instead.

### Do Letterhead support staff appear in my team list?

No. When someone from Letterhead steps into your account to help you, they don't appear in your team list — you see only your own colleagues. Any access Letterhead staff grant themselves is temporary by default and expires automatically after a set number of days (7 by default). See [How Do I Add a Team Member to Letterhead?](https://docs.tryletterhead.com/settings/add-team-member/).

## Sending domains & deliverability

Set up and verify a **custom sending domain** at the organization or channel level, and manage domains inside your company email connection. **Recipient Validation** verifies new addresses automatically. Set up **BIMI** to show your logo next to messages in supporting inboxes (Gmail, Apple Mail, Yahoo, and others).

### Can I manage sending domains on a company-level Letterhead email connection?

Yes. When you connect Letterhead's own email delivery as a company-level sending connection, you can add and manage its sending domains directly in the setup: add a domain, see the DKIM/CNAME/DMARC records to publish, re-verify, and remove — and each connection gets its own isolated sending identity. This may need to be enabled for your account — contact support. See [Manage sending domains for your company email connection](https://docs.tryletterhead.com/settings/manage-sending-domains-for-your-company-email-connection/).

## Channel & brand

Manage channel information, email sending settings, and integration options from the channel **Settings** page. Add social profiles — including **Bluesky**, right alongside X, Instagram, Facebook, LinkedIn, and the rest — to your channel or brand kit, and they show up wherever your social links appear in your newsletters. See [Managing Your Channel Settings](https://docs.tryletterhead.com/get-started/account-settings-channel/).

You can also connect a Stripe account from your company integrations settings to bring purchase data into Letterhead — once connected, Stripe purchase events appear in each contact's activity feed, showing purchase date, amount, and source, so you can see who has bought alongside their email engagement history. See [Stripe](https://docs.tryletterhead.com/integrations/stripe/).

## Company-level

Create and share **Company-Level Templates** across all channels. Manage company-wide promotions. When you preview a template in one of your brand kits, you pick the kit by typing to filter a searchable list — so the right kit stays quick to find however many kits your company keeps.

The **Brand Kits** section lets you browse, search, filter, create, duplicate, and delete brand kits in one place — managing design assets centrally instead of hunting through individual channel settings. The brand kit editor carries a full **Styles** panel with a live email preview, plus **Brand Voice** and **Social Profiles** tabs for capturing tone-of-voice guidance and social accounts. When a newsletter's brand kit has a generated voice assigned, the composer's AI Text panel shows which brand voice is applied before you generate. See [Managing Brand Kits from a Central Company-Level Screen](https://docs.tryletterhead.com/settings/managing-brand-kits/).

Your company's first brand kit is its **default** — the one everything else falls back to. It's called **Default**, and that name is fixed: the name field is greyed out in the editor so the fallback kit stays easy to spot in a long list. It also can't be deleted, for the same reason. Every other kit you create is yours to name and remove as you like.

If you gave your default kit a name of your own before it became the fixed one, it keeps the name you chose — we won't rename it on you. The one exception is a default kit that was never really named: older accounts have one labelled with a long string of letters and numbers, which was only ever a stand-in. Those tidy themselves up to **Default** the next time you save any change to the kit.

### What can I manage if my company shares Letterhead with other companies?

Companies sharing a Letterhead account get full company settings, all in one place: invite teammates and set their roles, connect and configure integrations, set up how your newsletters send — choosing an email provider and adding a verified sending domain — and find the connection details for the AI assistant. Everything you set stays scoped to your company alone. This may need to be enabled for your account — contact support. See [Manage company settings in a shared Letterhead account](https://docs.tryletterhead.com/settings/manage-company-settings-in-a-shared-letterhead-account/).

## Signup rules

Enable or disable **double opt-in** per channel, under that channel's Settings → Sending emails — there's no organization-wide default. See [How do you opt-out of double opt-ins?](https://docs.tryletterhead.com/settings/opt-in/).

## What this page doesn't do

Composing lives in **Emails**; contact management lives in **Audience**; connecting external tools lives in **Integrations**.

## Who sees what

Settings is largely org/channel admin territory. If an option isn't visible, ask your admin — or the assistant, if you have early access.


---

# Company-Level CRM Audience Sync Integration (HubSpot & Mailchimp)

Source: https://docs.tryletterhead.com/integrations/company-level-crm-audience-sync-integration/

> Pull contacts from HubSpot or Mailchimp into Letterhead at the company level — a one-way sync into Letterhead, not a live, bi-directional connection.

The CRM Audience Sync integration pulls your contacts from your CRM into Letterhead — no manual imports.

## Overview

- **Available CRMs**: HubSpot, Mailchimp, and Salesforce — set up differently, from different screens.
- **One-way sync into Letterhead**: your CRM is the source of truth. Changes to **First Name**, **Last Name**, and **Email** flow from your CRM into Letterhead — not the other way around.
- **Channel mapping (Mailchimp)**: choose which newsletters (channels) use the connection, then choose which parts of the one connected Mailchimp list each newsletter sends to — the options are that list's saved segments and interest groups — or apply the same selection to every selected channel at once. HubSpot and Salesforce have no separate mapping step: once connected, contacts sync automatically by matching email address.
- **Different refresh patterns per CRM**: HubSpot and Salesforce re-sync on demand (when you connect or manually re-sync); Mailchimp syncs on a schedule. None is instant or continuous.
- **HubSpot engagement sync**: engagement from newsletters sent to HubSpot contacts (opens, clicks, deliveries, bounces, subscription status, and tags) flows back to the matching HubSpot contact.

## Roles and prerequisites

- Setting up or deleting a CRM integration is an admin task, since it applies across the whole company. If you don't see the option, ask an organization administrator.
- **HubSpot** and **Salesforce** need nothing prepared ahead of time — you'll authorize the connection from inside your account during setup.
- **Mailchimp** needs your Mailchimp account's **server prefix** (the short code in your Mailchimp login URL, e.g. `us21`), an **API key** from your Mailchimp account, the **List Id** of the audience you want to sync, and a **reply-to email address**. All four are required — [the sending setup guide](https://docs.tryletterhead.com/newsletters/esp-integration/#1-sender-setup) covers where each one goes.

## HubSpot setup

1. **Connect your account** — open **Integrations**, select **HubSpot**, and click **Connect**. You'll be sent to HubSpot to authorize Letterhead; no API key or server prefix to enter.
2. That's it — once authorized, Letterhead starts pulling your HubSpot contacts in automatically, matched by email address. There's no channel or field mapping step to complete.
3. **Re-sync anytime** — click **Re-sync now** on the connected integration to bring everything current on demand (HubSpot doesn't sync continuously in the background).

When you connect, Letterhead creates custom fields on your HubSpot contacts to hold engagement data — opens, clicks, deliveries, bounces, subscription status, and tags from newsletters you send.

## Salesforce setup

1. **Connect your account** — open **Integrations**, select **Salesforce**, and click **Connect**. You'll be sent to Salesforce to authorize Letterhead; no API key or server prefix to enter.
2. That's it — once authorized, Letterhead starts pulling your Salesforce contacts in automatically, matched by email address. There's no channel or field mapping step to complete.
3. **Re-sync anytime** — click **Re-sync now** on the connected integration to bring everything current on demand (Salesforce doesn't sync continuously in the background).

## Mailchimp setup

Mailchimp isn't connected from the company Integrations page. It uses the same connection you set up for sending through Mailchimp, so there's nothing separate to configure for the sync — go to **Settings → Sending** at the company level, choose **+ Add connection** (or, if your company has no connections yet, just pick from the provider cards), and select **Mailchimp**.

[Create newsletters in Letterhead while sending through your own ESP](https://docs.tryletterhead.com/newsletters/esp-integration/#1-sender-setup) walks the setup through end to end: the connection details it asks for, choosing which newsletters use the connection, and choosing which segments or interest groups each newsletter sends to.

## Managing the integration

- **HubSpot** and **Salesforce** — **pause or delete**: in **Integrations**, select the CRM, choose **More Options → Deactivate Integration**, and confirm by entering the text prompt.
- **Mailchimp** — update your connection details, the newsletters using it, or its audience mapping any time from **Settings → Sending → Mailchimp**.
- **Reconnection**: if you disconnect, previously synced data remains, but syncing stops until you reconnect.

## Behavior and edge cases

- **One-way sync (contacts)**: contacts flow from your CRM into Letterhead. Editing a contact in Letterhead doesn't change anything back in HubSpot, Salesforce, or Mailchimp.
- **HubSpot engagement flows back**: opens, clicks, deliveries, bounces, subscription status, and tags from newsletters sent to HubSpot contacts appear on the matching contact in HubSpot.
- **HubSpot and Salesforce sync on demand** — when you connect the integration, and again whenever you trigger a re-sync. They don't watch for live changes in your CRM.
- **Mailchimp syncs on a schedule** in the background. It's a read-only view of your Mailchimp audience — Letterhead never writes back to Mailchimp.
- **Limited contact fields**: only First Name, Last Name, and Email are synced.
- **HubSpot lists as tags**: each HubSpot list arrives as a tag in Letterhead, which you can use to build segments.
- **Email matching**: contacts are matched by email address. Anyone already in Letterhead keeps their existing source.

## Need help?

See [Working in Integrations](https://docs.tryletterhead.com/integrations/integrations-overview/) for everything the Integrations area covers, or [contact support](https://docs.tryletterhead.com/support/contact-support/).


---

# Connect AI tools to Letterhead (MCP)

Source: https://docs.tryletterhead.com/integrations/connect-ai-tools-mcp/

> Letterhead exposes a Model Context Protocol (MCP) server so AI tools can query channels, letters, and performance metrics. Add Letterhead as a custom connector in your AI client and sign in with OAuth.

Letterhead's Model Context Protocol (MCP) server lets AI assistants like Claude and ChatGPT securely access your Letterhead account. Once connected, you can ask questions about your channels, letters, and performance metrics in plain English, and the assistant answers using live data from your account.

:::note[Administrator access required]
The Letterhead MCP server is currently available to **company administrators only**. Non-admin users will see an authorization error when they try to sign in.
:::

## What you can do with MCP

- Ask about channel and letter details, and draft newsletters from a plain-language description
- Review newsletter and campaign performance metrics, including transactional email performance grouped by tag
- Get subscriber and engagement statistics, including a company-wide audience performance rollup
- Set and retarget performance goals, and schedule recurring metric reports to email daily, weekly, or monthly
- Check which automations are running or paused
- Manage promotions in conversation — list them and their schedules, reschedule, pause, reactivate, or edit their headline, content, and link
- Browse your company's cross-channel curated content

## Find your MCP server URL

1. In Letterhead, go to **Settings → MCP**.
2. Under **Server URL**, click **Copy URL**. You'll use this URL when adding Letterhead as a custom connector in your AI client.

Each company has its own MCP server URL, so copy it from your own account rather than reusing another company's.

## Connect your AI client

The exact menu names vary by client, but the flow is the same in every one:

1. **Open your AI client.** Open the AI assistant you want to connect (such as Claude or ChatGPT) and go to its connectors or integrations settings.
2. **Add Letterhead as a custom MCP server.** Choose the option to add a custom connector or MCP server, then paste the server URL you copied above.
   - In **Claude**, this is typically under **Settings → Connectors → Add custom connector**.
   - In **ChatGPT**, look under **Settings → Connectors**.
3. **Sign in to Letterhead.** When prompted, sign in to Letterhead using your normal login. Letterhead uses **OAuth**, so you'll be redirected to authenticate and approve access for your AI client. You do **not** paste an API key — access is granted through this sign-in.

Once the connection is approved, your AI client can query your Letterhead account.

## Troubleshooting

- **Authorization error when signing in**: The MCP server is available to company administrators only. Confirm you're signing in with an admin account.
- **Connection failed**: Re-copy the server URL from **Settings → MCP** and make sure you pasted the whole URL, including the trailing `/mcp`.
- **The connector prompts for an API key**: The MCP connection uses OAuth sign-in, not an API key. If your client is asking for a key, make sure you added Letterhead as a custom *MCP server / connector* rather than a generic API integration.

## Related

- [Working with Penpal, Letterhead's AI assistant](https://docs.tryletterhead.com/ai-agents/edit-your-newsletter-in-conversation-with-the-assistant/) — Letterhead's built-in assistant panel, a separate surface from a connected AI client.
- [Working in Integrations](https://docs.tryletterhead.com/integrations/integrations-overview/)
- [Using the Letterhead API](https://docs.tryletterhead.com/api/using-the-letterhead-api/)
- [Generate & manage API keys](https://docs.tryletterhead.com/api/managing-api-keys/)


---

# Connect Iterable data feeds to your channel

Source: https://docs.tryletterhead.com/integrations/connect-iterable-data-feeds-to-your-channel/

> Configure Iterable data feeds at the channel level so dynamic content automatically appears in every newsletter without reconnecting the feed each time.

If you send newsletters through **Iterable**, you can connect your Iterable **data feeds** and **snippets** directly to a channel. Configure the connection once, and every newsletter you publish from that channel has access to the feed data and your snippet library — no need to reconnect for each send.

## How it works

- Connect your Iterable data feeds and snippets in the channel's integration settings and save.
- All future newsletters in that channel automatically have access to the feed data and snippet library.
- When you schedule a send, the schedule screen shows how many people are on the Iterable list you selected. The same count appears for newsletters that are already scheduled. Counts refresh about once an hour; if a count hasn't loaded yet, you'll see the list name with a note that the count is updating.
- When you add a snippet block, choose from a searchable list of snippets that exist in your connected Iterable project. If you enter a name that doesn't match, you'll see a warning when you save the newsletter.
- Per-recipient content — such as personalized image blocks — is resolved by Iterable at send time, while the editor shows a static preview for layout review.

## Related

- [Personalize images with Iterable data feeds](https://docs.tryletterhead.com/integrations/personalize-images-with-iterable-data-feeds/) — use data-feed expressions in image blocks.
- [Working in Integrations](https://docs.tryletterhead.com/integrations/integrations-overview/) — everything on the Integrations page.


---

# Connect Letterhead to Google Postmaster

Source: https://docs.tryletterhead.com/integrations/google-postmaster/

> Connect Google Postmaster with a read-only sign-in to see Gmail's view of your sending — spam rate, domain reputation, SPF/DKIM/DMARC, and delivery errors — per sending domain, without opening Google's dashboard.

## Overview

Gmail keeps a running verdict on whether it trusts your mail — how often readers mark you as spam, how much it trusts your sending domain, and whether your mail authenticates. Normally you'd only see it by setting up Google Postmaster Tools and going to read it in Google's dashboard.

Connecting Google Postmaster to Letterhead brings that verdict in for you. You sign in once, and Gmail's view of each of your sending domains appears next to the sending it's judging — no copying numbers out of Google.

The connection is **read-only**: Letterhead only reads what Google Postmaster reports. It never changes anything in your Google account.

## Before you start

* **Your sending domains need to be set up in Google Postmaster Tools first.** Letterhead pulls in the domains registered under the Google account you connect with — it can't see a domain that hasn't been added and verified at [postmaster.google.com](https://postmaster.google.com). If you haven't done that yet, set it up there before connecting.
* **Sign in with the Google account that has that Postmaster access** — the one where your domains are registered.
* **Connecting integrations is an administrator task.** If you don't see the option, ask a company administrator.

## How to connect

1. Go to **Integrations** in your company settings.
2. Find the **Google Postmaster** card — *"See how Gmail rates your sending, inside Letterhead"* — and open it.
3. Choose **Connect**.
4. Google asks you to approve read-only access to your Postmaster data. Approve it, and you're returned to Letterhead with the connection made.

## What you'll see

Once connected, you'll find Gmail's signals in two places: on individual domain cards in the **Google Postmaster** integration panel, and on the **Deliverability** tab in your company **Analytics**.

Each of your sending domains gets its own card with Gmail's signals for it:

* **Spam rate** — how often Gmail readers mark your mail as spam. The single most important number; keep it well under 0.1%.
* **Gmail reputation** — how much Gmail trusts the domain, from **High** down to **Bad**.
* **Authentication** — your **SPF**, **DKIM**, and **DMARC** pass rates, so you can see whether Gmail can verify your mail is really from you.
* **Delivery errors** — the reasons Gmail gave for holding back or rejecting mail, shown only when it reported any.
* **Spam rate trend** — how your complaint rate has moved over recent days, so you can spot a climb before it becomes a problem.

When a signal is at risk, the card adds a plain-language **Recommended next step** telling you what to change — not just that something is off.

To pull the latest signals at any time, choose **Refresh now**. Gmail's numbers update about once a day, so there's rarely a reason to refresh more often than that.

## What to expect at first

Gmail doesn't publish everything for every domain right away, so a new or low-volume connection can look sparse for a while. That's normal:

* **A brand-new domain may show nothing yet.** Gmail needs *"a few days of steady sending first"* before it publishes anything for a domain.
* **Authentication shows before spam rate and reputation.** Gmail reports SPF, DKIM, and DMARC at fairly low volume, but only starts publishing a spam rate and a reputation once a domain sends enough mail to Gmail to measure them. So it's normal to see your authentication rates while spam rate and reputation are still blank.
* **Each signal shows the most recent day Gmail actually reported it.** Because Gmail skips a signal on days a domain sends too little, the card looks back over recent days rather than showing a dash for a value it published only a day or two ago.

If the panel says **no sending domains are being monitored yet**, the account you connected doesn't have any domains set up in Google Postmaster Tools — add and verify them at [postmaster.google.com](https://postmaster.google.com), then refresh.

## Disconnecting

To stop pulling Gmail's signals, open the **Google Postmaster** card and choose **Disconnect**. Because the connection was read-only, disconnecting simply stops the sync — nothing in your Google account is affected.


---

# Connect Letterhead to Shopify

Source: https://docs.tryletterhead.com/integrations/shopify/

> Connect your Shopify store to see purchases on contact profiles, add purchasers to your audience, and feature the things you sell in newsletters as content blocks.

## Overview

Connecting your Shopify store to Letterhead brings two things together, both managed from one panel:

* **Purchase activity** — what a reader buys appears on their contact profile, next to how they read your newsletters.
* **Product sync** — the things you sell flow into your curation library, so you can feature them in a newsletter as ready-made content blocks.

Both are opt-in, and Letterhead only reads from your store — it never creates, changes, or removes anything in Shopify.

If you sell through Stripe rather than Shopify, see [Connect Letterhead to Stripe](https://docs.tryletterhead.com/integrations/stripe/) instead. The two work much the same way.

## Before you start

* You'll need to sign in to your Shopify store during the connection process — the account you use must be able to install apps on the store.
* Connecting integrations is an administrator task — if you don't see the option, ask a company administrator.

## How to connect

1. Go to **Integrations** in your company settings.
2. Find the **Shopify** card and open it.
3. Choose **Connect with Shopify**.
4. Shopify asks you to sign in and approve the connection. Approve it, and you're returned to Letterhead with the store connected.

Two optional toggles appear in the same panel once the store is connected.

## What your readers buy, on their contact profile

Once the store is connected, orders start arriving in Letterhead as they happen. Go to **Audience → Contacts**, open a contact, and their purchases sit in the **Activity** feed alongside their opens and clicks — so you can see what a reader buys and how they read, in one place.

Two things shape what you'll see:

* **It starts from the day you connect.** Orders placed before then aren't imported, so the feed fills up over time rather than arriving complete.
* **A purchase needs a contact to belong to.** If the buyer is already in your audience, their order lands on their profile. If they aren't, it's only recorded when you turn on **Add purchasers as contacts** below — otherwise that order isn't kept.

## Add purchasers as contacts

The **Add purchasers as contacts** toggle brings buyers who aren't already in your audience in as contacts, so the order they just placed isn't lost.

1. In the Shopify panel, turn on **Add purchasers as contacts**.
2. New orders from people who aren't in your audience will add them as contacts from that point on, with that order recorded on the new profile.

Worth knowing:

* **Only the order that brought them in is recorded.** Orders they placed before you turned this on aren't imported, so their profile starts from that first purchase and fills in as they buy again.
* **Anyone already in your audience is left alone.** No duplicates are created.
* Adding someone as a contact isn't the same as subscribing them to a newsletter. Their subscription status stays yours to decide.

## Feature the things you sell in newsletters

The **Sync Products** toggle brings your catalog into your [curation library](https://docs.tryletterhead.com/dynamic-content/managing-your-curation-library/), where products behave like any other content block.

1. In the Shopify panel, turn on **Sync Products**.
2. Letterhead confirms it's importing. Products usually appear in your curations within a few minutes — a large catalog takes a little longer.

### What lands in your curation library

Each item you sell arrives as its own content block, listed with **Shopify** as its source and tagged `shopify` and `product` so you can filter your library down to just your store's items. Each block carries the product's name, description, photo, and price.

A few things worth knowing about what you'll see:

* **Products with options appear once per option.** If a shirt comes in three sizes, you get three blocks — one per size, each named for its option, like *Cotton Tee — Large*, with its own price and its own link. Where an option has its own photo in your store, the block uses it, so the blue one looks blue. Pick the one you want to feature; the option's name travels with it, so a reader sees which one you meant.
* **Only products you're actively selling are synced.** Drafts and archived products stay out of your library.
* **The price is a custom field**, which means you decide whether to show it in your newsletter — see [displaying custom fields from curated content](https://docs.tryletterhead.com/newsletters/curation-block/#show-custom-fields).

### Featuring a product

Add a product to a newsletter exactly as you would [any other curation](https://docs.tryletterhead.com/dynamic-content/managing-your-curation-library/#add-an-article-manually): find it in your library and drop it into your edition. Its call-to-action takes readers to that product in your store, ready to buy — the exact option you featured, at the price your newsletter showed them.

### Staying current with your store

Letterhead re-checks your catalog once a day, so your newsletters keep pace with your store without you doing anything:

* **New products** show up in your library after they appear in your store.
* **Price and description changes** are picked up, so a newsletter you build tomorrow quotes today's price.
* **Products you stop selling** — deleted, archived, or renamed — drop out of your library.

One thing this doesn't do is rewrite a newsletter you've already sent. A sent edition keeps the price it was built with, so if you change a price it's worth glancing at anything scheduled but not yet out the door.

## Disconnecting, and turning syncing off

You can disconnect the store from the same panel, or turn either toggle off on its own.

What you've already gathered stays: purchases already on contact profiles remain, contacts already added remain, and products already in your curation library remain. What stops is the flow of anything new.

One thing to keep an eye on if you turn product syncing off: the products already in your library stop being refreshed, so a price that changes in your store afterwards won't follow. If you feature one of those blocks in a newsletter months later, check the price still matches your store.

## Troubleshooting

**"Failed to connect your Shopify store."**
Check that the account you signed in with can install apps on the store.

**A purchase isn't showing on a contact's profile.**
Purchases are only recorded from the day you connected — there's no backfill. If the order is recent, check whether the buyer was in your audience at the time: a purchase by someone who isn't is only kept when **Add purchasers as contacts** is on.

**Someone who bought from me isn't in my audience.**
They're only added when **Add purchasers as contacts** is on, and only for orders that arrive after you switch it on.

**A product isn't in my curation library.**
A large catalog takes a few minutes to import — wait and refresh. If it's still missing, check the product in Shopify: drafts and archived products aren't imported.

**A product's price in my library doesn't match my store.**
Prices refresh once a day, so a very recent change may not have come through yet. If it's been longer, check that **Sync Products** is still on — with it off, what's already in your library stops updating.

If anything doesn't match what you see, [contact support](https://docs.tryletterhead.com/support/contact-support/).


---

# Connect Letterhead to Stripe

Source: https://docs.tryletterhead.com/integrations/stripe/

> Connect Stripe with a read-only API key to see purchase activity on contact profiles, sync customers into your audience, and feature Stripe products in newsletters as content blocks.

## Overview

Connecting Stripe to Letterhead unlocks three capabilities, all managed from a single integration panel:

* **Purchase activity** — Stripe purchase events appear in each contact's activity feed alongside their email engagement history.
* **Customer sync** — your Stripe customers are imported into your Letterhead audience as contacts and kept in sync as new customers are added.
* **Product sync** — your Stripe product catalog is imported into your curation library so you can drop products into newsletters as ready-made content blocks.

All three are opt-in. The connection is read-only: Letterhead reads data from Stripe but does not create, update, or delete anything in your Stripe account.

:::tip
Curious what Penpal can help with? [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Before you start

* You'll need a **Stripe secret API key** from your Stripe Dashboard under **Developers → API keys**. Stripe recommends using a [restricted key](https://stripe.com/docs/keys#limit-access) scoped to read-only access for tighter security.
  * Select the **Sharing with a third-party service** option.
  * Click **Continue**
  * Select the **Read** option at the top
  * Click **Continue**
  * Name it **Letterhead**, for future reference, and click **Create key**.
  * Copy the key to use in the **How to connect** section below.
* Connecting integrations is an administrator task — if you don't see the option, ask a company administrator.

## How to connect

1. Go to **Company Settings → Integrations**.
2. Find the **Stripe** card and click it to open the connection panel.
3. Paste your Stripe **secret API key** into the API Key field.
4. Click **Save**. Letterhead validates the key and shows a "Stripe account connected" confirmation.

Once connected, two optional sync toggles become available in the same panel.

## Purchase activity in contact profiles

Purchase events from Stripe appear automatically in contact profiles as soon as the connection is live — no extra toggle needed.

To see them, go to **Audience → Contacts**, open any contact, and scroll to their **Activity** feed. Each Stripe purchase appears with the transaction date, the amount in the purchase currency (e.g. USD, EUR), and the actual Stripe product the contact bought — not just the purchase amount.

Purchase activity only records events going forward from the point of connection. Purchases made before you connected Stripe won't appear in the activity feed.

## Sync your customers into Letterhead

The **Sync Customers** toggle imports your Stripe customers into your Letterhead audience as contacts and keeps them in sync as new customers appear in Stripe.

1. In the Stripe integration panel, turn on **Sync Customers**.
2. Letterhead confirms: *"Importing your Stripe customers. They'll appear in your audience shortly."*

A few things to know:

* Existing Letterhead contacts are left untouched — no duplicates are created if a Stripe customer is already in your audience.
* Imported contacts are tagged so you can find and segment them easily.
* New Stripe customers are added to your audience automatically after the initial import.

Once imported, you can segment customers by their tags, send targeted newsletters to your customer base, or trigger [automations](https://docs.tryletterhead.com/automations/automations-overview/) from those tags.

## Feature Stripe products in newsletters

The **Sync Products** toggle imports your Stripe product catalog into your curation library, where you can add products to any newsletter as content blocks.

1. In the Stripe integration panel, turn on **Sync Products**.
2. Letterhead confirms: *"Importing your Stripe products. They'll appear in your curations shortly."*

Once imported, products appear in the curation browser labeled **Stripe** as the source. To add one to a newsletter:

1. Open a draft in the **Composer** and open the curation browser.
2. Find the product — you can filter by source or search by product name.
3. Add it to your layout. The block populates with the product's name, description, image, and price automatically.

Product details stay in sync with your Stripe catalog: if you update a product's name, price, or description in Stripe, the change flows through to Letterhead automatically.

## Disconnecting

Go to **Company Settings → Integrations → Stripe** and click **Disconnect** at any time. Purchase events already recorded in contact profiles remain visible; synced contacts and products already in your library are not removed, but new data will stop syncing.

## Troubleshooting

**"Failed to connect your Stripe account."**
Double-check that you pasted a **secret** key (starts with `sk_`), not a publishable key (`pk_`). If you're using a restricted key, confirm it has at least read access to charges, customers, and products.

**Purchase events aren't showing for a contact.**
Purchase activity only records events after the connection date — there's no historical backfill. If a contact has purchased since you connected and their activity still isn't showing, check that the Stripe connection is still active in integrations settings.

**A contact I know is a Stripe customer isn't in my audience.**
Contacts are only added if **Sync Customers** is enabled. Turn it on in the integration panel to trigger the import.

**A Stripe product isn't appearing in my curation library.**
The import may still be running for large catalogs — wait a few minutes and refresh the curation browser. If it's still missing, check the product's status in Stripe; archived or draft products may not be imported.

**My products aren't showing a price in the newsletter block.**
Confirm the product has a price set in Stripe. If the product was imported before a price was added, remove and re-add the block from the curation browser after the catalog has synced.

If anything doesn't match what you see, [contact support](https://docs.tryletterhead.com/support/contact-support/).


---

# Connect OptinMonster to capture signup leads

Source: https://docs.tryletterhead.com/integrations/connect-optinmonster-to-capture-signup-leads/

> Connect OptinMonster to automatically route signup leads from your OptinMonster campaigns into Letterhead channels, using a webhook URL and signing secret you add on OptinMonster's side.

## What this integration does

When you connect OptinMonster to Letterhead, leads captured through your OptinMonster campaigns can automatically flow into your Letterhead channels. This lets you grow your newsletter audience through OptinMonster's popup, slide-in, and inline forms without manual imports.

## Setting up the connection

1. Go to [**Integrations**](https://docs.tryletterhead.com/integrations/integrations-overview/) in your Letterhead account and open the **OptinMonster** card.
2. Choose which channel(s) new leads should be added to — or leave every channel selected so any channel you create later is automatically included — and decide whether new leads should be subscribed right away or just added.
3. Select **Create connection**. Letterhead generates a **webhook URL and signing secret**, shown once.
4. In OptinMonster, add a Webhook integration to your campaign and paste in that URL and signing secret.

Once you've pasted the credentials into OptinMonster, new leads from that campaign will appear in your chosen channels automatically.

### Routing different campaigns to different channels

There's no campaign picker inside Letterhead — each connection you create is one webhook URL tied to one set of channels. To send different OptinMonster campaigns to different Letterhead channels, create a separate connection here for each channel set, then point each campaign's own Webhook integration at the matching connection's URL. You can have as many connections as you need.

## What happens to leads

Leads captured through OptinMonster are added as contacts on the channels you chose for that connection. If you turned on **Subscribe new contacts**, they're subscribed right away and follow the same subscription rules as any other signup source — including any [welcome automations](https://docs.tryletterhead.com/automations/) or transactional emails you've configured for that channel. If you left it off, they're added but not subscribed, so no welcome automation fires until you subscribe them yourself.

:::tip[Prefer to have it done for you?]
The **Letterhead assistant** (early access — rolling out to select accounts) can do this for you in conversation. [See how the assistant works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Related

- [Manage integrations](https://docs.tryletterhead.com/integrations/)
- [Channel settings](https://docs.tryletterhead.com/audience/)
- [Welcome automations](https://docs.tryletterhead.com/automations/)


---

# How can I set up the Slack integration?

Source: https://docs.tryletterhead.com/integrations/slack-integration/

> Connect your Slack workspace to Letterhead and get notifications about your newsletters directly in a Slack channel.

The Slack integration is the fastest way for your team to see when a letter is **scheduled** or **sent** without anyone having to log into Letterhead to check.

## What you'll get in Slack

When you connect Slack, Letterhead posts a message to your chosen Slack channel for each of these events:

- **A newsletter is scheduled.** As soon as someone on your team schedules a letter, a message lands in Slack with the letter's title, channel, publication date and time, and audience — plus a **View Newsletter** button that opens the letter in Letterhead.
- **A newsletter goes out.** When the letter moves on from being scheduled, Letterhead posts a follow-up message so your team knows it's on its way — marked **Sending** while it's going out, and **Published** once it's out.

Both messages include:

- The newsletter's title
- Which channel it belongs to
- Publication date and timezone
- The audience or segment it was sent to
- A direct link to view the letter in Letterhead

Other events — promotion campaign updates, audience changes — aren't part of the current Slack integration. They're on the roadmap (see "What's coming" at the bottom).

## Who can connect Slack

The Slack integration is configured at the **company** level by an administrator. Once it's connected, every channel and every organization under that company posts to the same Slack workspace. There's currently no per-organization or per-newsletter override.

You'll also need two pieces of access on the Slack side:

- Permission to **add an app** to your Slack workspace. Many Slack workspaces restrict app installs to workspace admins or require admin approval.
- Permission to **pick which Slack channel** the notifications post to. You'll choose this during the connection flow.

If you don't have those Slack permissions, ask whoever administers your Slack workspace to install the Letterhead app for you, or to approve your install request.

## How to connect

### Step 1: Open Integrations

From your company workspace, click **Settings → Integrations**. You'll see a grid of available integration tiles. Find the **Slack Integration** tile — the description reads *"Connect your Slack workspace to receive notifications."*

If you **don't** see the Slack tile in **Settings → Integrations**, check that you're signed in as a company administrator and looking at your company settings — connecting Slack is a company administrator's job, so the tile won't be there for other roles.

### Step 2: Click Connect to Slack

Click the **Connect to Slack** button on the Slack tile. A new browser window opens to Slack's OAuth authorization page.

If nothing happens when you click, your browser may be blocking the popup. Allow popups for `app.tryletterhead.com` and try again.

### Step 3: Approve the connection in Slack

Slack asks you to sign in (if you're not already) and then asks which **Slack workspace** you want to connect Letterhead to. Pick the workspace your team uses.

Slack then asks you to **pick the channel** where Letterhead's notifications should post. This is the channel that will receive every scheduled-letter and letter-going-out message from Letterhead — pick carefully. We'd recommend a dedicated newsletter operations channel rather than a general team channel.

Once you click **Allow** in Slack, you're redirected back to Letterhead. The integration tile updates to show **Connected to *[your workspace name]***.

### Step 4: Test it

Schedule a test newsletter — or wait for the next real scheduled send — and confirm the message lands in the Slack channel you picked. The message should appear within a few seconds of the schedule action.

## How to disconnect

In **Settings → Integrations**, find the Slack tile (which now shows "Connected to *[workspace name]*"). Click **Disconnect**. The integration is removed immediately and notifications stop. No further Slack messages will be sent until you reconnect.

Disconnecting revokes Letterhead's access to your Slack workspace at the same time — it isn't only a Letterhead-side change, so Letterhead can't post to your workspace again until you reconnect. The Letterhead app may still be listed among your workspace's installed apps; if you'd like it gone from that list too, your workspace admin can remove it on the Slack side.

## Troubleshooting

**The Slack tile isn't showing in Settings → Integrations.** Slack is available to every account, so this is usually about where you're looking or what you're signed in as. Confirm you're in your **company** settings rather than an organization's, and that your own account is a company administrator — the tile doesn't appear for other roles. If both are right and it's still missing, refresh the page or sign out and back in to clear a stale session, then [contact support](https://docs.tryletterhead.com/support/contact-support/) if it hasn't appeared.

**I clicked Connect to Slack and nothing happened.** Your browser blocked the popup. Allow popups for `app.tryletterhead.com` and click again.

**I see "Failed to initiate Slack connection."** This usually means Letterhead couldn't reach Slack's authorization service. Try again in a minute. If it persists, [contact support](https://docs.tryletterhead.com/support/contact-support/).

**The connection went through but I'm not getting messages in Slack.** A few things to check:

- Confirm you're looking at the same Slack channel you picked during the connection flow. The notifications post only to that one channel.
- Make sure the letter you're expecting a message about was actually scheduled (not just saved as a draft). Drafts don't fire notifications.
- The follow-up message lands when the letter's status changes as it goes out, not when its metrics finish computing — so don't wait on numbers to appear before expecting it.

**A Slack message looks broken or doesn't show the View Newsletter button.** The View Newsletter button only appears if Letterhead has a valid public URL for the letter. For most letters this is automatic, but very early-draft letters that have never been previewed may not yet have a public URL. Once the letter has been previewed once, the URL exists and future notifications include the button.

**I keep getting an email saying a Slack webhook failed.** Letterhead emails the team administrator when it can't deliver a notification to Slack — typically because the integration was disconnected on the Slack side (the app was removed from the workspace) without being disconnected in Letterhead. Reconnect from **Settings → Integrations** to clear the failure state.

## What's coming

A few things are planned for the Slack integration but not yet available:

- **Per-event channel routing** — sending different event types to different Slack channels (e.g., scheduled-letter messages to #newsletter-ops, letter-going-out messages to #content-team).
- **Notification preferences** — controlling which events fire to Slack at the company level.
- **More event types** — promotion campaign updates and audience changes are on the roadmap.
- **Per-organization overrides** — letting different organizations under the same company route to different Slack workspaces.

None of these are available today. If any of them would unblock a real use case for you, [request a feature](https://docs.tryletterhead.com/support/request-a-feature/) and we'll log it.

---

Still stuck? [Contact support](https://docs.tryletterhead.com/support/contact-support/) and we'll help you get connected.


---

# How to Use the Letterhead WordPress Plugin

Source: https://docs.tryletterhead.com/integrations/connecting-your-wordpress-site-with-letterhead/

> How to install, connect, and use the Letterhead WordPress plugin so your WordPress posts, tags, and custom fields flow into the Letterhead Curations library.

## Overview

The Letterhead WordPress plugin connects your WordPress site directly to your Letterhead channels. Once connected, the plugin automatically syncs new and updated WordPress posts and tags into the Letterhead **Curations** library, making it easy to organize, manage, and publish website content in your newsletters.

Setting up the plugin is an admin task — you'll need to be an organization administrator (or company admin) in Letterhead.

The plugin helps you:

- **Automatically sync and curate WordPress content** — posts, authors, and key metadata map directly into the Curations library, keeping newsletters up to date with minimal manual effort.
- **Maintain consistent tagging across platforms** — WordPress tags sync into Letterhead, with updates reflected automatically.
- **Carry over custom fields** — any custom field you've set up for your company fills automatically from the matching field on your post when you curate content, and from the plugin settings you can map any WordPress field to any Letterhead custom field. Custom fields belong to your company rather than to one newsletter, so the same set is available whichever newsletter you're curating into — see [Map WordPress custom fields to Letterhead](https://docs.tryletterhead.com/dynamic-content/map-wordpress-custom-fields-to-letterhead/).

## Step-by-step setup

### Part 1: Install the plugin

1. Log in to your WordPress dashboard.
2. Go to **Plugins → Add New** and search for **Letterhead**.
3. Find the plugin by *tryletterhead*, click **Install Now**, then **Activate**.

### Part 2: Generate your API key

1. In a new tab, log in to your Letterhead dashboard.
2. Go to **Settings → API Keys**.
3. Click **+ Generate new key**, give it a name (e.g. "WordPress Connection"), and click **Save**. See [Generate & manage API keys](https://docs.tryletterhead.com/api/managing-api-keys/).

### Part 3: Configure plugin settings

1. Back in WordPress, go to **Settings → Letterhead**.
2. Paste the key into the **API Key** field.
3. Enter a **Prefix** for your site — this identifies the content's source in Letterhead.
4. Click **Save**. You should see a "Settings saved" confirmation.

### Part 4: Map your channels

1. On the Letterhead settings page in WordPress, open the **Channels** tab.
2. Under **Mapped Channel**, choose the Letterhead channel your WordPress posts should feed into.
3. Click **Save Mapping**.

You can also map WordPress custom fields to Letterhead custom fields from the plugin settings.

### Part 5: Create and use content

1. Publish a new post in WordPress.
2. In Letterhead, open your **Curations** library.
3. Your post appears in the list with its source marked as "Application".
4. WordPress categories map automatically to Letterhead tags, and matching custom fields fill in automatically.

## Troubleshooting

- **My API key isn't working.** Go back to **Settings → API Keys** in Letterhead, generate a brand-new key, and paste the new secret into your WordPress settings.
- **My posts aren't showing up in Letterhead.** Make sure you clicked **Save Mapping** in the plugin's **Channels** tab — without a mapped channel, Letterhead doesn't know where to route your content.

## Need help?

See [Working in Integrations](https://docs.tryletterhead.com/integrations/integrations-overview/), or [contact support](https://docs.tryletterhead.com/support/contact-support/).


---

# Iterable Message Type ID validation now happens when you open settings

Source: https://docs.tryletterhead.com/integrations/iterable-message-type-id-validation-now-happens-when-you-ope/

> Iterable Message Type IDs are validated each time you open newsletter settings. Invalid IDs show a warning immediately, and temporary Iterable outages no longer prevent saving.

If you've [connected Letterhead to Iterable](https://docs.tryletterhead.com/integrations/connect-iterable-data-feeds-to-your-channel/) and configured a **Message Type ID** for a newsletter, Letterhead now checks whether that ID still exists in your Iterable project every time you open your newsletter settings. If the ID has been removed from Iterable, you'll see a warning directly under the field — so you can correct it before attempting to preview or send.

Previously, an invalid Message Type ID would fail silently at preview or send time, making it harder to diagnose the issue.

Additionally, if Letterhead cannot reach Iterable at the moment you save your settings (due to a temporary outage or network issue), your settings will save successfully anyway. Only Message Type IDs that Iterable explicitly rejects are refused.


---

# Letterhead + Zapier

Source: https://docs.tryletterhead.com/integrations/zapier/

> Use Zapier with a company-level API key to manage your whole company audience — add or update contacts, manage tags, and push articles into Curations — no code required.

Zapier lets you connect Letterhead to thousands of other apps without writing code. Use it to automate audience management and content curation.

:::tip
Curious what Penpal can help with? [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Connect your Letterhead account to Zapier

1. In Zapier, create a new Zap and search for **Letterhead**.
2. When prompted, authenticate with a **company-level API key**. This connects Zapier to your entire company audience, not just a single newsletter. This may need to be enabled for your account — contact support. See [Generate & manage API keys](https://docs.tryletterhead.com/api/managing-api-keys/).
3. Choose an action (below).

An older key scoped to a single newsletter won't connect here, even if it still works elsewhere — if Zapier turns your key down, that's usually why, and an administrator can generate a company-level one in a moment.

Generating API keys is an admin task — if you don't see the option, ask an organization administrator.

## What you can do

### Add or update contacts

Keep your Letterhead audience in sync with another system — a CRM, a form tool, a spreadsheet.

1. Set the other app as the trigger (e.g. "new form submission").
2. Add the **Letterhead — Add or Update Contact** action and map the email and any other fields.

### Manage tags

Add or remove a tag on a contact from any Zap — useful for marking signup sources or triggering [automations](https://docs.tryletterhead.com/automations/automations-overview/) that react to tags.

Type the tag name the way you'd write it. Letterhead stores tag names in lower case with spaces as hyphens, and matches what you type — so "VIP Member" finds the tag you see as "vip-member".

### Add articles to your Curations library

Pipe links from another source into [Curations](https://docs.tryletterhead.com/dynamic-content/curations-overview/) for newsletter use: trigger on the source (e.g. a new item in a feed) and add the Letterhead curation action, mapping the URL.

**Map the details too, not just the link.** Letterhead saves what your Zap sends rather than reading the page itself, so a step that maps only the URL files the article with no title, summary or image — map the title, excerpt, image, author, publication name and date from the app you're pulling from, and the article lands ready to drop into a newsletter.

You can also choose which newsletters the article is for, and pick more than one, so a single step shares it across everything it suits. Leave that empty to add it to your company-wide library without tying it to any one newsletter.

## Existing channel-level Zaps

Existing Zaps built with older channel-specific Letterhead actions keep working without changes — they stay on the version they were built with, and nothing about them moves. New Zaps get the company-level actions above, which cover your whole audience rather than one newsletter at a time.

## Good to know

- Zaps start somewhere else. Letterhead is what a Zap *does* — adding a contact, changing tags, saving an article — so the first step is always an event in another tool.
- New subscribers added via Zapier only receive proper signup confirmation if your channel's public archive is active — see [Managing Your Channel Settings](https://docs.tryletterhead.com/get-started/account-settings-channel/).
- You can also [trigger welcome letters via Zapier](https://docs.tryletterhead.com/faq/when-are-welcome-letters-triggered/).

## Related

- [Working in Integrations](https://docs.tryletterhead.com/integrations/integrations-overview/)
- [Generate & manage API keys](https://docs.tryletterhead.com/api/managing-api-keys/)
- [Using the Letterhead API](https://docs.tryletterhead.com/api/using-the-letterhead-api/)


---

# Personalize images with Iterable data feeds

Source: https://docs.tryletterhead.com/integrations/personalize-images-with-iterable-data-feeds/

> If you send through Iterable, you can use data-feed expressions in image blocks to personalize images per recipient at send time.

## Overview

When you send newsletters through Iterable, you can set any **image block** to use a data-feed expression instead of a static uploaded image. Iterable resolves the expression per recipient at send time, so each reader sees the image that matches their feed data — while the editor canvas shows a static preview for layout review.

## How it works

1. Add an **image block** to your newsletter
2. Instead of uploading a static image, enter an Iterable data-feed expression
3. Preview your layout in the editor — you'll see a static preview
4. Send your newsletter — Iterable resolves the expression for each recipient at send time, inserting the image URL that matches their feed data

Different subscribers can see completely different images in the same newsletter block.

## What you'll see in the editor

The editor canvas displays a static preview so you can review your layout normally. Personalized images only appear when recipients open their emails.

## Requirements

This requires an active Iterable integration with data feeds configured for your account. You can also [connect Iterable data feeds at the channel level](https://docs.tryletterhead.com/integrations/connect-iterable-data-feeds-to-your-channel/) so dynamic content is available in every newsletter automatically.

## Example use cases

- Product recommendations based on browsing history
- Region-specific imagery for local audiences
- Personalized charts or account-specific graphics
- Content tailored to subscriber preferences

For more on how Letterhead works with external platforms, see [Working in Integrations](https://docs.tryletterhead.com/integrations/integrations-overview/)


---

# Send a daily data export to your Amazon S3 bucket

Source: https://docs.tryletterhead.com/integrations/send-a-daily-data-export-to-amazon-s3/

> Connect an Amazon S3 bucket you own and receive a daily JSON export of your contacts, the newsletters sent the day before, and sent, opened, clicked, bounced and unsubscribed events, with a history of each day's run you can re-run.

## Overview

If your data team wants Letterhead data in its own warehouse, you don't have to call the API to get it. Connect an Amazon S3 bucket that you own, and Letterhead saves a fresh set of JSON files there every morning. Most warehouses can load straight from S3.

Each day's export has three parts:

* **Contacts** — your whole audience as it stands that morning: profile fields, custom fields, subscriptions, and tags.
* **Newsletters** — the newsletters you sent the day before, with the channel, title, subtitle, and send time.
* **Message events** — everything that happened to your newsletters the day before: **sent**, **opened**, **clicked**, **bounced**, and **unsubscribed**. Each row has the reader's email address, the time, and the newsletter it belongs to, plus the link for a click and the bounce type for a bounce.

The export carries simple engagement signals and tags only. It leaves out Letterhead's own analysis of your audience, such as inferred interests and health scores, as well as spam complaints. To get totals such as opens per contact, add up the message events in your warehouse.

## Before you start

* **You need an Amazon S3 bucket and an access key that can write to it.** Create an IAM user for Letterhead and give it only the `s3:PutObject` permission on that one bucket (and folder, if you use one). Letterhead never needs to read or delete anything.
* **Connecting integrations is an administrator task.** If you don't see the option, ask a company administrator.

## How to connect

1. Go to **Integrations** in your company settings.
2. Find the **Daily data export to Amazon S3** card and open it.
3. Enter your **Access key ID**, **Secret access key**, **Region** (for example `us-east-1`), and **Bucket name**.
4. Optionally enter a **Folder**. Files are saved inside it.
5. Choose **Connect bucket**.

Letterhead writes a small test file, `letterhead-connection-check.json`, to the bucket to make sure the key works. You can ignore or delete it; it isn't part of your data. If it can't, you'll see a message asking you to check the key, region, and bucket name.

Your secret access key is stored encrypted and is never shown again. To stop the export, open the card and choose **Disconnect**.

## What lands in your bucket

Every morning Letterhead adds a folder named for the day, in UTC, such as `2026-10-15`, inside your bucket (or your chosen folder). A folder holds:

| File                                                    | What's in it                                          |
| ------------------------------------------------------- | ----------------------------------------------------- |
| `contacts-part-0001.json`, `contacts-part-0002.json`, … | Your contacts, up to 1,000 per file                   |
| `newsletters.json`                                      | The newsletters sent the day before                   |
| `events-part-0001.json`, `events-part-0002.json`, …     | The day before's message events, up to 1,000 per file |

Large audiences produce many files, so load the whole folder rather than a single file. The events file for a quiet day is still written, just empty, so once a day shows **Completed**, a missing events file means something went wrong. (An audience with no contacts gets no contacts file.)

Your first files arrive after the next daily export following the connection.

## See each day's export

Open the card again after you've connected to see **Recent exports**: today and the 13 days before it, or since you connected if that's more recent. Each day shows:

* Whether it **Completed**, is **Running**, **Failed**, **Didn't finish**, or **Didn't run**.
* Which day's activity it covers.
* When it started, and how many files and how much data it saved.
* If something stopped it, which part (contacts, newsletters, or activity) and why.

## Run a missed day again

If a day failed or didn't run, choose **Run again** next to it. You can re-run any of the last 14 days unless that day's export is still running.

A re-run rewrites each file it produces in that day's folder. If the day now produces fewer files than before, the older extra parts are left behind, so clear that day's folder in your bucket before you reload it. Its newsletters and message events cover the original day, but the contacts file is your audience as it is now, because Letterhead doesn't keep a history of contacts.


---

# Send newsletters through Braze

Source: https://docs.tryletterhead.com/integrations/send-newsletters-through-braze/

> You can now connect Braze as your sending provider to publish newsletters through it and use Braze's personalization fields and conditional content blocks.

## Overview

You can now use Braze as your newsletter sending provider. Once connected, you can publish newsletters through your Braze workspace and take advantage of Braze's personalization and delivery features.

## Connect Braze as your sending provider

1. Go to your sending settings
2. Select Braze as your sending provider
3. Connect your Braze workspace

Once connected, Braze will appear alongside your [other sending providers](https://docs.tryletterhead.com/integrations/integrations-overview/).

## Use Braze features in your newsletters

When a newsletter is set to send through Braze, the composer adapts to work with Braze's capabilities:

**Personalization**: Insert reader details using the custom fields from your Braze workspace. Any field you've defined in Braze can be used to personalize your newsletter content.

**Conditional content**: Show or hide content blocks based on what Braze knows about each reader. You can create different experiences for different segments using Braze's data.

**Segment targeting**: Choose which Braze segment a newsletter goes to. The segments you've set up in your Braze workspace appear when you select your audience, so you can send an issue to a specific segment instead of your entire audience.

**Content Blocks**: Add a Content Block from your Braze workspace, such as a legal disclaimer, footer, or sponsor slot. Pick it by name from a list and preview it in the newsletter while you write. Braze inserts the block when it sends, so any changes you make in Braze are reflected in what your readers receive.

## Next steps

Once your workspace is connected, you can start creating newsletters that use Braze's personalization syntax and delivery features just like you would with any other sending provider in Letterhead.


---

# Working in Integrations

Source: https://docs.tryletterhead.com/integrations/integrations-overview/

> What each Letterhead integration does: sending through an ESP, CRM audience sync (including Salesforce), Stripe, Shopify, OptinMonster, CitySpark, Zapier, Slack, WordPress and AI tools — and, for anything not built in, whether to reach for Zapier, the API, or webhooks.

Letterhead connects to the tools you already use — your email service provider, CRM, payment platform, and workspace apps. This page covers everything you can do in the **Integrations** area, what each connection does and doesn't do, and — for anything not on that list — the three ways to connect Letterhead to another tool yourself.

:::tip
Curious what Penpal can help with? [See how Penpal works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Email service providers (sending)

Create newsletters in Letterhead while sending through **Braze**, **Iterable**, or **Mailchimp**. Letterhead builds the email; your ESP delivers it.

- **What it does:** connect an ESP per channel, choose a provider per template, set a separate **from address** for Iterable, and use Iterable **data feeds** for per-recipient dynamic content — including [personalized images](https://docs.tryletterhead.com/integrations/personalize-images-with-iterable-data-feeds/).
- **What it doesn't do:** manage your ESP's own audience settings or billing — those stay in Braze/Iterable/Mailchimp.
- Letterhead monitors provider connections and flags broken ones so you can fix them — but if a connection issue pauses an Automation Series, resuming it afterward is a manual step you take once the connection is healthy again. Newsletters sent natively through Mailchimp also appear in your channel with performance metrics automatically — no manual import step needed.

### What can Iterable data feeds do?

Connect your Iterable data feeds to a channel once and that dynamic content flows into every newsletter you publish from it — no re-wiring the feed on each send. Any image block can use a data-feed expression instead of a static uploaded image, so each recipient's email renders a different image at send time, resolved per recipient by the ESP — and the image's link can be a feed expression too, sending each reader to a different destination. Data feeds may need to be enabled for your account — contact support. See [Connect Iterable data feeds to your channel](https://docs.tryletterhead.com/integrations/connect-iterable-data-feeds-to-your-channel/).

The separate Iterable "from" address is optional and must be on a domain verified in Iterable; leaving it blank means the reply address doubles as the sender, as before.

## CRM audience sync

Keep contacts synchronized between your CRM and Letterhead at the company level, for **HubSpot**, **Mailchimp**, and **Salesforce**. See [Company-level CRM audience sync](https://docs.tryletterhead.com/integrations/company-level-crm-audience-sync-integration/) for how each one connects and what syncs.

## Stripe

Connect **Stripe** from your company integrations settings to bring purchase data into Letterhead. Once connected, Stripe purchase events appear in each contact's activity feed — showing purchase date, amount, and source, with the actual product they bought named rather than only the amount — so you can see who has bought alongside their email engagement history. See [Stripe](https://docs.tryletterhead.com/integrations/stripe/).

- **Customer import:** switch on customer import and Letterhead pulls your existing Stripe customers into your audience as contacts, then keeps the list current by adding new customers automatically as they appear in Stripe. Imported contacts are tagged so you can find and segment them, and anyone already in your audience is left untouched. This may need to be enabled for your account — contact support. See [Connect Letterhead to Stripe](https://docs.tryletterhead.com/integrations/stripe/).
- **Product sync:** turn on "Sync Products" and the things you sell flow into your curation pool as ready-to-use content blocks — each carrying its name, description, image, and price — with the catalog kept current automatically as products are added, changed, or retired. See [Add Stripe products to newsletters as content blocks](https://docs.tryletterhead.com/dynamic-content/add-stripe-products-to-newsletters-as-content-blocks/).

## Shopify

Connect your **Shopify** store from your company integrations settings by entering your store domain and choosing **Connect with Shopify**.

- **Product sync:** turn on "Sync Products" and the things you sell flow into your curation pool as ready-to-use content blocks — each carrying its name, description, photo, and price, and linking readers straight to that product in your store. Your catalog stays current on its own as products are added, repriced, or retired. See [Connect Letterhead to Shopify](https://docs.tryletterhead.com/integrations/shopify/).
- **Purchasers as contacts:** switch on "Add purchasers as contacts" and buyers from new orders who aren't already in your audience are added, so their purchases aren't lost. Orders placed before you switched it on aren't imported.

## OptinMonster

Connect **OptinMonster** to route leads captured through your OptinMonster popup, slide-in, and inline forms straight into your Letterhead channels as subscribers — no manual imports. Each connection you create is one webhook URL tied to a channel set, so you can run several connections to send different OptinMonster campaigns to different channels. See [Connect OptinMonster to capture signup leads](https://docs.tryletterhead.com/integrations/connect-optinmonster-to-capture-signup-leads/).

## CitySpark

Connect **CitySpark** with your API key to pull local events into your curation pool as ready-to-use content — choose which channels they flow into, then use them like any other curated content. CitySpark is early access — look for the early-access badge on its card in Integrations.

## Zapier

Connect **Zapier** with a company-level API key to automate audience work from any Zap: add or update contacts, manage tags, and push articles into your Curations library. You'll need a [Zapier account](https://zapier.com/learn/zapier-quick-start-guide/), and the tool you want to connect has to [work with Zapier](https://zapier.com/apps) too. Letterhead is what a Zap *does* rather than what starts it, so the first step is always an event somewhere else.

### What can Zapier do with my company audience?

Working against your whole company audience rather than a single channel, a Zap can add or update a contact — setting their name and your own custom fields, with contacts matched by email so the same step adds or updates — and apply or remove tags. The "Add or Update Contact" action also accepts an optional Subscriptions line-item field, so you can set a contact's status on one or more of your channels (Not Subscribed, Subscribed, or Unsubscribed) in the same step, without a separate action. Existing Zaps built on the older per-newsletter actions keep running exactly as they are, on the version they were built with, and don't need touching; new Zaps get the company-level actions and a company-level API key. Company-audience access may need to be enabled for your account — contact support. See [Letterhead + Zapier](https://docs.tryletterhead.com/integrations/zapier/).

## Slack

Get notifications about your newsletters in a Slack channel of your choice.

## WordPress

Use the Letterhead WordPress plugin to embed subscribe forms or newsletter content on your site. When you curate posts from your WordPress site, the details each post carries can travel with it: any custom field you've set up for your company fills automatically from the matching field on your post, and from the plugin's settings you can map any WordPress field — a custom field, an Advanced Custom Fields, Meta Box, or Pods field, a category or tag, or a built-in detail like the title or publish date — to a Letterhead custom field. On a multisite network you can set this up for each site. See [Map WordPress custom fields to Letterhead](https://docs.tryletterhead.com/dynamic-content/map-wordpress-custom-fields-to-letterhead/).

## AI tools (MCP)

Letterhead exposes an **MCP server**, so AI tools like Claude can query your channels, letters, and performance metrics. Add Letterhead as a custom connector and sign in with OAuth. See [Connect AI tools via MCP](https://docs.tryletterhead.com/integrations/connect-ai-tools-mcp/).

### What can a connected AI assistant do?

With an AI client such as Claude Desktop connected, you can ask the assistant to: draft a complete newsletter from a plain-language description — rendered in your channel's visual identity (brand colors, fonts, logo, and the correct unsubscribe footer), saved as a draft with a direct link to open it in the composer, and deletable from the conversation if it isn't right; check a draft's title and status or revise its subject line and preview text; manage your promotions — list them and their schedules, reschedule, pause or reactivate, or edit headline, content, and link (on for every customer); set and retarget performance goals; schedule, edit, or cancel recurring metric reports; check which automations are running, paused, or have errored; pull a company-wide rollup of how your whole audience is performing across every channel; browse your company's cross-channel curated content; and report how your transactional emails are performing, grouped by tag (transactional email may need to be enabled for your account — contact support).

When drafting a newsletter from a plain-language description, the assistant sources content from your curations — and can pull fresh articles from the web when the pool is thin — and writes in your channel's established voice.

## Connecting anything else

Everything above is built in and needs no code. Beyond them there are three ways to wire Letterhead into another tool, from no-code to fully custom:

1. **Zapier** — no code required (above)
2. **API** — requires a developer
3. **Webhooks** — may require a developer

### API

An API lets developers sync data between platforms — a new contact entered in your CRM auto-populating into Letterhead, say. It's the most versatile


---

# What's new — week of Aug 10, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-08-10-whats-new/

> 5 updates shipped during the week of Aug 10, 2026.

This week brought centralized brand management, more automation triggers ready to go, and easier ways to share what you're seeing with support.

## Newsletters

* Start an automation from a date, a subscriber's status change, a tag, or newly curated content — all four triggers now appear in the automation builder from the start, with nothing extra to switch on.

## Curations

* Present a curated article's "Read more" invitation as [a plain text link instead of a button](https://docs.tryletterhead.com/newsletters/curation-block/#style-the-call-to-action) — the link style suits roundups where a column of buttons would shout, and keeps emails lighter.

## Teams

* Manage your brand kits from a central company-level screen under company settings, where you can browse, search, filter, create, duplicate, and delete kits without hunting through individual channel settings, and the full editor includes a live email preview alongside Brand Voice and Social Profiles tabs.

## Promotions

* Filter your promotions manager by ad type and placement zone, alongside the channel, promoter, and status filters you already have — both new filters round-trip through the URL so a filtered view survives a refresh and can be shared as a link.

## Support

* Show support what you're seeing — capture a screenshot straight into the chat with the camera button beside the paperclip, which sends what's on your screen in one tap without saving a file first.


---

# What's new — week of Aug 17, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-08-17-whats-new/

> 5 updates shipped during the week of Aug 17, 2026.

This week's changes brought powerful new ways to personalize your newsletters, connect with HubSpot, and streamline your content workflow.

## Audience

* [Connect your HubSpot account](https://docs.tryletterhead.com/category/integrations/) to sync your contacts into Letterhead, with each HubSpot list appearing as a tag you can use to build segments, and engagement data from your sends flowing back to HubSpot contact fields automatically.

## Newsletters

* Show a block to only certain readers by setting conditions based on tags or segments, so different people see different content in the same send without building separate editions.
* Turn on decorative heading lines for an entire newsletter at once from your text styles, rather than switching them on one heading block at a time.

## Curations

* Choose a story's image from your company gallery instead of uploading it again when adding stories to your library by hand.
* Pick curated content from your whole company's pool when working at the company level, with a filter to narrow by the site a story came from.


---

# What's new — week of Aug 24, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-08-24-whats-new/

> 11 updates shipped during the week of Aug 24, 2026.

Here's what shipped this week.

## Newsletters

* Paste a YouTube link into a video block and the video's title comes with it — switch on **Import title** and the name fills automatically the moment you paste, ready to edit or clear, and you can drag to place the title above or below the thumbnail.
* Paste a Markdown document into a Markdown block and it becomes editable content: headings, paragraphs, images, lists, links, and formatting all arrive as native blocks you can keep working on.
* Build a newsletter template by writing or pasting your own HTML — the editor shows it rendered exactly as it will send, drop in merge tags where you want curated content or promotions to fill, and the template reopens in the same code view whenever you want to edit it.
* Import a Google Docs draft and choose to keep its fonts and colors instead of restyling it to match your template — a font the composer doesn't offer falls back to the template's own, and it's a per-import choice rather than a saved setting.
* Narrow your editions list to the dates you published — pick a start and end date to show only the editions published between them, or set it over the coming weeks to see what is already scheduled to go out.

## Curations

* Fill your curation library from any JSON API: register the feed once, map its fields to yours (reaching nested values where you need them), add a bearer token if the API requires one, and items flow in on the same schedule as RSS.
* Set the spacing between the pieces of a curated story card — headline, excerpt, author, button — with a Component Gap control, separate from the existing gap between a story's image and its text.

## Audience

* A sent newsletter's report gains an **Opens by hour** card showing the three days after send as a day-by-hour grid with the busiest moment called out, and on the schedule step a line under the date field names the peak opening time for the audience you've picked, drawn from the last ten newsletters sent to it — both views appear only for newsletters Letterhead sends itself, not those sent through a connected provider.

## Block Library

* Share a saved block with exactly the newsletters that need it: from your company block library pick which newsletters get the block, and their teams find it waiting in their own library, marked as shared from the company and ready to drop in.

## Automations

* Search your company's automations list by pasting an automation's ID — the search box now matches the automation's name, its template, its channel, and its ID, and every automation shows that ID beneath its name so you can copy and paste it.

## Agents

* Ask the assistant why a link looks different once your newsletter is delivered — it reads the letter's own data to explain the link color and style saved on the newsletter itself, any formatting you applied to that specific text, and how both combine in the final email.


---

# What's new — week of Aug 3, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-08-03-whats-new/

> 6 updates shipped during the week of Aug 3, 2026.

Here's what shipped this week in Letterhead.

## Newsletters

* When a story can't wait for your next scheduled send, you can now send your newsletter right away with a [Send Now action in the composer](https://docs.tryletterhead.com/newsletters/scheduling-newsletter/#send-now-for-breaking-news) — no need to pick a date and time, and it still carries the day's promotions even though you never set a send date.
* Readers of any private newsletter you send can now click "View in browser" and read that edition on the web — the same one-click open your public newsletters have always offered, while the page stays unlisted and out of search results.
* When you base a channel's Brand Voice on your recent editions, you now choose them from a single dropdown that opens to a checkable list — the same control you use everywhere else in the Brand Kit editor, instead of a tall always-open list.

## Media

* The [company-wide image gallery](https://docs.tryletterhead.com/newsletters/company-image-gallery/) is now on for everyone: every image your team uploads while building newsletters is collected in one searchable gallery, so you can reuse a picture you've already used instead of uploading it again.

## Team Settings

* A [Brand Kits section under company settings](https://docs.tryletterhead.com/settings/managing-brand-kits/) lets you browse, search, filter, create, duplicate, and delete brand kits in one place, so your team can manage design assets centrally instead of hunting through individual channel settings.
* When a newsletter's brand kit has a Brand Voice assigned, the composer's AI Text panel shows which voice is applied before you generate, so you know whose voice AI drafting will use.

## Support

* When you close the in-app support chat, the conversation now wraps up cleanly, and if the support team replies after you've stepped away, Letterhead tells you right in the app — with a way to jump straight back into the conversation.


---

# What's new — week of Aug 31, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-08-31-whats-new/

> 2 updates shipped during the week of Aug 31, 2026.

This week we shipped polish across the assistant and templates.

## Agents

- Penpal remembers whether you closed its chat panel, so if you dismiss it during one session it stays closed the next time you visit.

## Newsletters

- Tag your company newsletter templates and filter the template library down to a tag — you can now tag shared templates, see those tags in the grid and list views, and filter the library to show only templates carrying the tags you choose.


---

# What's new — week of Jul 13, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-07-13-whats-new/

> 6 updates shipped during the week of Jul 13, 2026.

This week we shipped improvements to newsletter templates and sending, promotion insights, and audience segmentation.

## Newsletters
- You can now choose which email provider a [new template](https://docs.tryletterhead.com/newsletters/create-edit-and-activate-deactivate-a-template/) sends through.
- Newsletters you send through Mailchimp are now tracked in Letterhead automatically.
- If a newsletter's audience segment has been deleted, the send is safely blocked and the newsletter [returns to draft](https://docs.tryletterhead.com/newsletters/what-do-letterhead-statuses-mean/) instead of failing.

## Promotions
- You can now [see which of your promotions are performing best](https://docs.tryletterhead.com/promotions/promotions-insights/).
- [Managing your promotions through Letterhead's AI assistant](https://docs.tryletterhead.com/promotions/manage-promotions-with-letterheads-ai-assistant/) is now available to everyone.

## Audience
- You can now [build a segment around a rolling time window](https://docs.tryletterhead.com/audience/user-tags-and-segments/) — like everyone who opened in the last 30 days.


---

# What's new — week of Jul 20, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-07-20-whats-new/

> 13 updates shipped during the week of Jul 20, 2026.

This week we shipped improvements across newsletters, audience segmentation, curations, analytics, automations, promotions, support, and the AI assistant.

## Newsletters
- Content Check now includes an Email Weight breakdown showing how much each part of your letter adds to its size, broken out by category.
- The composer and preview now highlight blocks with invalid merge tags, so you catch mistakes before you send.
- You can preview an unpublished letter through its test-send link.
- Fixed call-to-action button styling on letters imported from Google Docs.

## Audience
- Segment fields now include an "is empty" filter.
- You can edit your signup and subscribe-form pages with the new page and form builder.

## Curations
- Curation content cards now have a unified, consistent look.

## Analytics
- Newsletter analytics now show which audience segment each edition was sent to.

## Automations
- You can export a journey's Send Email step metrics, including as a PDF.

## Promotions
- Fixed mobile ad-image sizing.

## Support
- The in-app support chat now hands off more smoothly between the AI assistant and the support team, with return prompts and clear chat-status indicators.

## AI assistant
- A connected AI assistant can now surface your notification feed through a new MCP tool.
- Fixed the assistant's get-draft tool so it reads draft email bodies.


---

# What's new — week of Jul 27, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-07-27-whats-new/

> 8 updates shipped during the week of Jul 27, 2026.

This week we shipped improvements to composer, sending, audience, curations, and integrations.

## Newsletters
- YouTube video blocks now support customizable play buttons.
- You can choose which builder to use when starting a newsletter from scratch.
- Editor sessions no longer expire while you're mid-edit.

## Sending
- Send Now now shows real-time send status and jumps you straight to the edition's metrics when it finishes.

## Audience
- Your subscriber import history is now always available.
- Fixed Iterable list member counts that were showing as zero in segments.

## Curations
- Restored the RSS Feeds tab on the company custom fields page.

## Integrations
- New JSON data feeds.


---

# What's new — week of Jul 6, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-07-06-whats-new/

> 4 updates shipped during the week of Jul 6, 2026.

This week we shipped improvements to contact profiles, WordPress integration, and ad placement.

## Teams
- The account menu in the top-right corner now shows your profile photo instead of just your initials.

## Audience
- Each contact's profile now displays the IP address Letterhead saw for their most recent open or click, and shows the specific address for every open and click in [their activity history](https://docs.tryletterhead.com/audience/audience-profile-activity-log/).

## Curations
- Custom fields from your WordPress posts now automatically fill matching custom fields in Letterhead when you curate content, and you can [map any WordPress field to any Letterhead custom field](https://docs.tryletterhead.com/dynamic-content/map-wordpress-custom-fields-to-letterhead/) from the plugin settings.

## Promotions
- You can now [paste HTML directly into a newsletter promotion](https://docs.tryletterhead.com/promotions/how-to-use-html-promotions/), including Google Ad Manager ad tags, and it will render correctly in your sent newsletter.


---

# What's new — week of Jun 29, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-06-29-whats-new/

> 24 updates shipped during the week of Jun 29, 2026.

This week we shipped improvements across newsletters, automations, audience tools, and analytics.

## Newsletters
- You can now [set an image's link to draw from a connected data feed](https://docs.tryletterhead.com/dynamic-content/personalize-image-links-with-feed-data/), so each recipient sees a personalized destination when they click.
- Bluesky joins the social networks you can add to your channel or brand kit's [social profile settings](https://docs.tryletterhead.com/newsletters/social-profiles/), appearing wherever your social links show up in your newsletters.

## Automations
- A [running automation now displays live counts at each step](https://docs.tryletterhead.com/automations/view-automation-performance-metrics-on-the-workflow-canvas/): how many subscribers are waiting in a delay, how many took each branch, how many journeys have been created and completed, and the total enrollment and completion numbers.
- You can [view which subscribers are currently at — or have already passed through — any step](https://docs.tryletterhead.com/automations/view-automation-performance-metrics-on-the-workflow-canvas/) in a running automation.
- Each email step in a running automation now shows [aggregated performance](https://docs.tryletterhead.com/automations/view-automation-performance-metrics-on-the-workflow-canvas/): sends, deliveries, bounces, and the links readers clicked most across every run of the journey.
- You can [branch an automation based on a subscriber's profile details, tags](https://docs.tryletterhead.com/automations/split-an-automation-by-subscriber-attributes/), [recent newsletter engagement, or specific link clicks](https://docs.tryletterhead.com/automations/branch-a-simple-series-automation/#branch-by-engagement), and [nest conditional branches inside one another](https://docs.tryletterhead.com/automations/branch-a-simple-series-automation/#nest-branches-for-multi-level-logic) at any depth.
- You can [add a tag-assignment step to any automation](https://docs.tryletterhead.com/automations/add-tag-assignment-steps-to-any-automation/), regardless of what triggers it, and the step shows how many subscribers it has tagged.
- When an automation reacts to newsletter clicks, you can now [narrow the trigger or condition to specific links](https://docs.tryletterhead.com/automations/branch-a-simple-series-automation/#narrow-clicks-to-specific-links) from the newsletters in scope.
- Emails sent from an automation series now include an ["Unsubscribe from this journey" link](https://docs.tryletterhead.com/automations/journey-specific-unsubscribe-links-in-automation-emails/) that removes a reader only from that running journey, leaving their newsletter subscription intact.
- A running automation now [displays its full configuration](https://docs.tryletterhead.com/automations/view-automation-performance-metrics-on-the-workflow-canvas/) — the newsletters and links it watches, and the criteria on each branch — without opening it for editing.
- You receive an in-app notification and email digest when your [Analyze agent](https://docs.tryletterhead.com/ai-agents/analyze-agent/) finishes reviewing a newsletter.

## Audience
- Every [signup page and subscribe form you host is now gathered in one list](https://docs.tryletterhead.com/audience/manage-all-your-signup-pages-and-subscribe-forms/), each with a live preview, embed snippet, and inline editor to adjust sections, typeface, colors, and which newsletters each section subscribes people to.
- Answers readers provide in extra fields when subscribing through your signup form now [save directly to their contact record](https://docs.tryletterhead.com/audience/save-signup-form-responses-to-contact-records/).
- You can [chart how any saved segment engages over time](https://docs.tryletterhead.com/dashboards/track-engagement-over-time-for-any-audience-segment/) — opens, clicks, and click-to-open plotted daily against your whole-audience baseline — and because each reader's sign-up source is captured automatically, you can segment and analyze by where readers came from.
- Through the API, you can [retrieve how much your newsletters' audiences overlap](https://docs.tryletterhead.com/api/retrieve-newsletter-audience-overlap-data-via-api/), including shared subscriber counts for every pair and a focused breakdown of combined unique reach for any two to five newsletters.

## Curations
- Your curations now open on a [single company-wide dashboard](https://docs.tryletterhead.com/dynamic-content/adding-rss-feeds-in-letterhead/#manage-all-your-feeds-in-one-place) that gathers the content sources feeding every newsletter, so you can see each source alongside the newsletters it feeds, add new sources, recheck quiet ones, and remove unused ones from one place.

## Promotions
- You can [mark a company promotion to auto-inject into every send](https://docs.tryletterhead.com/promotions/how-to-use-auto-inject-for-promotions-in-newsletters/), choosing where it lands or letting it take the default spot, so it appears in the preview and delivered email without manual placement each time.
- When an AI client such as Claude Desktop is connected to Letterhead's MCP server, you can [manage your promotions in conversation](https://docs.tryletterhead.com/ai-agents/manage-promotions-with-the-ai-assistant/): list them and their schedules, reschedule, pause, reactivate, or edit their headline, content, and link.

## Analytics
- You can [ask the AI assistant how your transactional emails are performing](https://docs.tryletterhead.com/transactional-email/view-performance-metrics-for-transactional-emails/#prefer-to-just-ask) and it reports send counts and engagement rates grouped by tag over any date window.
- When an AI client such as Claude Desktop is [connected to Letterhead's MCP server](https://docs.tryletterhead.com/integrations/connect-ai-tools-mcp/), you can ask the assistant to set and retarget performance goals, [schedule recurring metric reports](https://docs.tryletterhead.com/reports/how-to-export-reports-in-letterhead/#schedule-a-recurring-report) to email daily, weekly, or monthly to chosen recipients, check which automations are running or paused, pull a company-wide audience performance rollup, and browse your company's cross-channel curated content.


---

# What's new — week of June 22, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-06-22-whats-new/

> 16 updates shipped during the week of Jun 22, 2026.

Here's what's new in Letterhead this week.

## Audience & contacts

* See the actual Stripe product a contact bought in [their activity history](https://docs.tryletterhead.com/audience/audience-profile-activity-log/), not just the purchase amount.
* [Filter your contacts list](https://docs.tryletterhead.com/audience/view-edit-audience-member/) to people with no tags applied, so you can find and act on untagged contacts.
* Filter your contacts list by when contacts were added.
* See [every newsletter a contact is suppressed from, and why](https://docs.tryletterhead.com/audience/view-suppression-status-and-reasons-on-a-contact-profile/), right on their profile.

## Curations

* [Sync the products you sell on Stripe into your curation pool](https://docs.tryletterhead.com/dynamic-content/add-stripe-products-to-newsletters-as-content-blocks/) as ready-to-use content blocks.
* [Move the image in a curation block to any position](https://docs.tryletterhead.com/newsletters/curation-block/#move-the-image) while composing.
* [Apply bold, italic, and underline to text inside a curation block](https://docs.tryletterhead.com/newsletters/curation-block/#format-text).

## Newsletters

* See the current local time in your newsletter's sending timezone [while scheduling](https://docs.tryletterhead.com/newsletters/scheduling-newsletter/).
* Give a custom name to a [company template](https://docs.tryletterhead.com/settings/company-level-templates/) when you clone it.

## Analytics

* [Track how any saved segment, or your whole audience, engages over time](https://docs.tryletterhead.com/dashboards/track-engagement-over-time-for-any-audience-segment/) across a date range you choose.

## AI assistant

* Draft a newsletter from a plain-language description using a [connected AI assistant](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
* Ask your AI assistant to read a draft back and revise its subject line or preview text.
* AI-drafted newsletters now use your channel's full visual identity, link straight to the editor, and can be deleted right from the conversation.

## Integrations

* [Set a contact's subscription status on one or more channels from a single Zapier step](https://docs.tryletterhead.com/integrations/zapier/).
* Connect [Zapier](https://docs.tryletterhead.com/integrations/zapier/) to your company audience with a company-level API key to add, update, and tag contacts from any Zap.

## Teams

* [Manage your full company settings when you share Letterhead with other companies](https://docs.tryletterhead.com/settings/manage-company-settings-in-a-shared-letterhead-account/).


---

# What's new — week of Oct 12, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-10-12-whats-new/

> 10 updates shipped during the week of Oct 12, 2026.

This note is held as a draft. It repeats several updates from the week of Oct 5 note, and the two need to be published separately or merged before it goes live.

Here are this week's product updates for Letterhead publishers.

## Newsletters

- Applying a brand kit to a newsletter or template you've already built now restyles every block, not just buttons — block backgrounds, borders, padding, text and heading fonts and colors, links, curated content, images, buttons, and promotions all update to match your kit in one step.
- In beta for some accounts, you can fine-tune the letter spacing of text in your newsletter, down to each part of a story card, from -1 to 5 pixels between characters.
- Letterhead now checks your newsletter's [accessibility](https://docs.tryletterhead.com/newsletters/accessibility-check/) as part of preflight, catching issues like missing alt text, low contrast, skipped heading levels, and unclear link labels.

## Curations

- A curation block's settings now show only the filters your block actually uses, instead of listing every available filter.

## Audience

- Clicks now count as engagement, so readers who click but never register an open stay out of Ghosts and are included when you send to Everyone but Ghosts.
- New subscribers get 30 days before they can be counted as Ghosts — for their first 30 days on a newsletter, someone who hasn't engaged yet counts as Casual rather than a Ghost.
- When you [import contacts](https://docs.tryletterhead.com/audience/csv-upload/), spreadsheet columns that don't match any contact field can now be kept as custom fields, with suggested types and example values shown for you to choose from.
- You can now perform bulk actions on the Contacts table — filter your audience, select rows, and delete contacts, change subscription status, remove tags, or set custom fields all at once.

## Agents

- Penpal can now tag, segment, update, subscribe, or delete contacts in bulk, with confirmation and counts before each action.
- Penpal can now see your notifications and summarize them when you ask what you missed.


---

# What's new — week of Oct 5, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-10-05-whats-new/

> 22 updates shipped during the week of Oct 5, 2026.

This week we shipped tools for managing contacts at scale, better ways to compare segments and understand your readers, stronger deliverability and accessibility checks, and more design control for your newsletters.

## Audience

- Perform bulk actions on the Contacts table: filter your audience, select rows or "Select all matching", then delete, set a newsletter subscription status, remove a tag, or update a custom field — all with a count and confirmation before anything changes.
- Build a segment from one criteria picker, with exclusions alongside your rules: every rule (tags, fields, location, or another segment) now comes from a single "Add criteria" menu, and you can leave people out by adding a "Segment is not" rule next to the rest.
- [Build an audience segment around a rolling date window](https://docs.tryletterhead.com/audience/user-tags-and-segments/#building-a-segment-around-a-rolling-time-window) on any date field: use "in the last" or "not in the last" a number of days, so a segment like "renewal date in the last 30 days" stays current on its own.
- Readers can [unsubscribe from everything you send in one step](https://docs.tryletterhead.com/audience/what-happens-when-someone-unsubscribes-from-your-newsletter/#leaving-everything-in-one-step): a new "Unsubscribe from everything" option on the email preferences page lets someone leave every newsletter you send them through Letterhead at once.

## Newsletters

- [Letterhead now checks your newsletter's accessibility](https://docs.tryletterhead.com/newsletters/accessibility-check/) as part of preflight: the Content Check panel flags images with no alt text, buttons that are only an image, headings that skip a level, low-contrast text, and links that don't say where they go.
- [Resend an edition to the readers who didn't open it](https://docs.tryletterhead.com/newsletters/resend-to-non-openers/), with a new subject line: pick a sent edition, write a fresh subject line, and schedule a resend that goes only to people who haven't opened the original yet.
- Start a drag-and-drop template from a newsletter you already send: upload a saved email file and Letterhead builds an editable template from it, reading it in your browser if you sent it with Letterhead or laying it out with AI if it came from another platform.
- Start a brand kit's styles from a newsletter you already send: upload a saved email file and the kit fills in page backgrounds, fonts, headings, buttons, and spacing from it for you to review before saving.
- Drop one of your Braze Content Blocks into a newsletter: if you send through Braze, add a Content Block (like a legal disclaimer or sponsor slot) by name and see what it looks like right in the composer.
- Preview a newsletter as a reader in a chosen audience segment before you schedule it: a "Preview as" picker on the preview step shows the edition the way a reader in that segment would receive it, with any blocks they wouldn't get marked with a placeholder.
- See how many people are on the Iterable list you're about to send to: when a newsletter sends through Iterable, the schedule screen shows the list size and refreshes it about once an hour.

## Curations

- If it's turned on for your account, run one story you picked from your library in full, and get exactly that story in the email: choose Full content as the layout for a hand-picked story and your readers see the complete article, not just its headline and excerpt.
- Better curation block filtering: the settings panel now shows only the filters your block actually uses, rather than listing every option whether you use it or not.

## Analytics

- Compare several audience segments side by side, over time and newsletter by newsletter: pick multiple saved segments and see their opens, clicks, click-to-open, or bounces on one chart, or compare reader groups (Loyalists, New & Engaged, Casual, Fading, Ghosts) newsletter by newsletter on the Dashboard's Audience tab.
- See whether each transactional email was sent, refused, delivered, or bounced: look up a send by its ID and see its status and reason, and the Transactionals page shows how many sends per tag were refused.

## Integrations

- Connect Google Postmaster and see how Gmail rates your sending, inside Letterhead: link Google Postmaster Tools from your integration settings and see Gmail's spam-complaint rate, domain reputation, authentication pass rates, delivery errors, and a day-over-day spam-rate trend, with a plain-language next step for anything at risk.

## Teams

- Find an email connection by name or by the newsletters it sends: a search box on your company's sending settings finds connections by name, provider, or the newsletters they send, and you can narrow by provider or active/disabled status.
- Hear about a scheduled newsletter that couldn't be sent in your notifications, and choose how: when a scheduled send fails (missing audience, unsubscribe link, or Iterable list), the alert arrives in your notification center as well as by email, with a new "Newsletter Not Sent" setting to control where it reaches you.
- Service incidents and maintenance appear as notices inside Letterhead: when there's an incident or scheduled maintenance, a notice appears inside the app, coloured by severity, with a link to the full status page.

## Penpal

- Penpal can now tag, segment, update, subscribe, or delete contacts in bulk: ask Penpal to tag a cohort (like 100 Gmail contacts for warm-up day 1), build a segment from a tag, set up a warm-up schedule, remove a tag, set or clear a field, or change subscription status — each action shows a count first and requires confirmation, up to 5,000 contacts at a time.
- Penpal can now see your notifications and summarize them: ask what you missed and Penpal sums up your recent alerts, read and unread, right in the chat.

## Platform

- Type the Konami code anywhere in Letterhead for a burst of confetti: on any page, type up, up, down, down, left, right, left, right, B, A for a few seconds of confetti (keys typed into fields or the composer are ignored, and it stays off for anyone who asks for reduced motion).


---

# What's new — week of Sep 14, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-09-14-whats-new/

> 9 updates shipped during the week of Sep 14, 2026.

We've shipped a handful of improvements to help you personalise newsletters, manage reporting, and work more smoothly with the tools you already use.

## Integrations

- Connect Salesforce to bring its contacts into your company audience — matched by email address, so you can build and send newsletters to the audience you already trust without migrating off the system you keep it in.
- Send your newsletters through Braze by connecting your workspace from your sending settings, so you can publish through it alongside every other provider Letterhead supports.

## Newsletters

- Personalise a newsletter by picking a reader's own details from your Braze fields, searching them by name and setting a fallback for anyone the detail is missing for — in the body, subject line, and preview text.
- Show or hide any block depending on what Braze knows about the person reading it, when a newsletter is going out through Braze.
- Style your newsletter button's text bold, italic, or underline — pick any combination from the button's settings, and your choice shows in the editor and in the delivered email.
- Set how much space sits between the paragraphs in your newsletter under **TEXT** in your newsletter's styles, and it applies to the whole newsletter at once — including in company templates.
- Handle a merge tag as one solid piece in the composer, so a backspace removes the whole tag rather than a bracket at a time and a tag can no longer be half-deleted into something that quietly fails to fill in.

## Audience

- Send to everyone still engaged on your channel in one pick with a new system segment, "Everyone but Ghosts" — the exact complement of your Ghosts segment, instead of assembling it by hand from four separate engagement buckets. Rolling out to select accounts.

## Analytics

- Tell your recurring report emails apart at a glance — each report now names the company it covers, and the newsletter too when it covers just one, in both the subject line and the greeting. Manage the report right from that email with a "Manage this report" button that takes you straight to your Reports page, where you can pause or cancel it. Rolling out to select accounts.


---

# What's new — week of Sep 21, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-09-21-whats-new/

> 12 updates shipped during the week of Sep 21, 2026.

This week we shipped improvements to link checking, audience management, real-time collaboration, and integrations with Braze, Iterable, and OptinMonster.

## Newsletters

- If it's turned on for your account, catch broken links before you send: when you preview and schedule a newsletter, a new [Links check](https://docs.tryletterhead.com/category/content-check/) tests every link in your draft to find malformed addresses, missing protocols, broken destinations, slow sites, and pages that return errors, showing you exactly which link text needs fixing and what went wrong.
- Edit a newsletter or template together with your teammates at the same time, with changes appearing live for everyone and automatic saving — any member of your company can now open and edit a company template, not only administrators.
- See whether a newsletter's content is likely to be refused before you send it: a new [Bounce Risk check](https://docs.tryletterhead.com/category/content-check/) reads your draft the way mailbox providers do and warns you of wording or addresses that providers refuse outright, with Low, Elevated, or High ratings and specific guidance on what to change.

## Curations

- If it's turned on for your account, show a curation block's items oldest-first in the block settings, so an events feed leads with the soonest event instead of burying upcoming dates at the bottom.
- Change where a curated story's "Read more" button takes your readers: the Button URL field now lets you point it anywhere — a signup page, a related event, or a personalization token that resolves differently for each reader — while the headline and image still link to the story itself.

## Audience

- Sort your channel's audience by name, email, status, date added, or tags — sorting by tags groups together contacts who share a tag so you can scan them in one pass.
- Turn the readers who engaged with a newsletter into a [reusable audience segment](https://docs.tryletterhead.com/category/segments/) in one click: from an edition's results, create a segment of everyone who opened it, everyone who clicked a particular link, or everyone who picked a specific answer in a poll, and the segment refreshes each time you use it.
- Connect [OptinMonster](https://docs.tryletterhead.com/category/optinmonster/) to capture signup leads directly into your channels.

## Integrations

- Pick an [Iterable snippet](https://docs.tryletterhead.com/category/iterable/) from a searchable list of the snippets that actually exist in your connected project, instead of typing its name from memory — if a snippet name doesn't match anything in your project, you'll find out when you save rather than when a send breaks.
- Send your newsletters through [Braze](https://docs.tryletterhead.com/category/braze/): connect your Braze workspace from your sending settings and publish through it alongside every other provider, with support for Braze reader fields and conditional blocks.
- Personalise a newsletter by picking a reader's own details from your Braze fields in the body, subject line, and preview text, searching them by name and setting fallback values for anyone the detail is missing for.

## Agents

- Say yes to Penpal with one click instead of typing a reply: when Penpal offers to do one specific thing, a confirmation button now appears under the message so you can approve it and let Penpal continue.


---

# What's new — week of Sep 28, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-09-28-whats-new/

> 11 updates shipped during the week of Sep 28, 2026.

This week we've improved how you manage sensitive data, organize your templates, and connect with the platforms you already use.

## Audience

- Credit card numbers and other sensitive details are automatically removed from your contacts' custom fields, whether they arrive through signup forms, the API, Zapier, manual entry, spreadsheet imports, or connected tools, with a clear note explaining what was removed and when.
- Each of a newsletter's [built-in engagement segments](https://docs.tryletterhead.com/category/audience-segments/) now shows how many readers it holds, so you can size a group before sending to it.
- Every segment card, including built-in segments like Loyalists and Ghosts, now displays its ID in a copyable chip for use in your integrations, and integrations can also request the full list of built-in segments and IDs directly from Letterhead.

## Newsletters

- Your company now maintains one list of verified senders, where you can set each sender's From address, display name, and reply address, then choose which sender each newsletter uses by default and override it for individual editions.
- Saved filter views let you name and store any combination of filters on your templates list, then return to that view in one click instead of recreating the filters each visit.
- Newsletter templates can now be filtered by tags, matching what's already available on your company templates list.
- Company administrators can now edit their own newsletters' details, such as name and web address, directly from the Groups page (called Channels in the new navigation). [Learn more](https://docs.tryletterhead.com/newsletters/edit-newsletter-details-as-a-company-administrator/).
- Message Type IDs for Iterable newsletters are re-checked each time you open your settings, with warnings shown for IDs that no longer exist in your connected Iterable project, and settings now save even when Iterable is temporarily unreachable.
- Images added to your company gallery are automatically named after their source—curated stories or the site in their web address—so you can search and identify them more easily.
- Merge tags with fallbacks now display the fallback text directly on the chip in the composer, so "firstName or Reader" appears instead of just "firstName".

## Curations

- Connect your Shopify store and turn on "Sync Products" to feature the things you sell as ready-to-use content blocks in your newsletters, complete with name, description, photo, price, and a buy button that links directly to the product or variant in your store, with daily automatic updates to match changes in your catalog.

## Integrations

- Newsletters that send through Braze can now be sent to specific segments from your Braze workspace instead of the entire audience your Braze campaign was configured with.


---

# What's new — week of Sep 7, 2026

Source: https://docs.tryletterhead.com/release-notes/2026-09-07-whats-new/

> 3 updates shipped during the week of Sep 7, 2026.

This week we shipped a few features to help you manage newsletters and automations more efficiently.

## Newsletters

- Edit a poll attached to a draft newsletter or company template directly from the composer, fixing typos or reordering options without deleting and rebuilding it.
- Choose your newsletter's social card image from your company gallery instead of uploading it again.

## Automations

- Set exit goals on a Simple Series automation to pull subscribers out of the journey early when they meet conditions like changing status, getting tagged, or clicking a specific link.


---

# Cancel your account

Source: https://docs.tryletterhead.com/support/cancel-your-account/

> Cancel your Letterhead account and subscription by filling out the cancellation form with your name, email, account name, and reason. Requests are processed within 2–5 business days.

import CancellationForm from '../../../components/CancellationForm.astro';

To cancel your account and subscription, fill out the form below. We'll process your request within 2–5 business days and confirm by email.

<CancellationForm />

If you haven't heard back from us within 5 business days, email **[support@tryletterhead.com](mailto:support@tryletterhead.com?subject=Account%20cancellation)** with the subject **"Account cancellation"**, from the email address on your account with your account name and cancellation reason, in case we missed your submission.

Before you go: if you need a copy of your audience data, request an export first — see [How to Submit Data Requests](https://docs.tryletterhead.com/faq/how-to-manage-audience-data-requests-dsrs/). And if something isn't working for you, we'd love the chance to help — [contact support](https://docs.tryletterhead.com/support/contact-support/).


---

# Contact Support

Source: https://docs.tryletterhead.com/support/contact-support/

> Chat with Letterhead support directly in the app — our support assistant Penpal answers right away and a human teammate joins the same thread when needed — or email support@tryletterhead.com. We respond to email within one business day.

There are two ways to reach us: chat with support inside Letterhead, or email the team.

:::tip
Curious what Penpal can help with beyond support? [See how it works](https://docs.tryletterhead.com/ai-agents/ai-agents-overview/).
:::

## Chat in the app

Open the chat from the Letterhead header and choose **Customer Support**. Our support assistant **Penpal** replies right away, and when your question needs a person, a member of our team joins the *same* conversation — one continuous thread, no starting over.

A few things that make chat the fastest route:

- **Attach or paste a screenshot** directly into the conversation. The camera button beside the paperclip captures what's on your screen in one tap — your browser asks which screen, window, or tab to share before anything is captured. On a phone or tablet, the same button opens your camera. Click any image in the conversation to open it full size.
- **Step away freely** — you'll get a notification when we reply, and your past conversations stay available in the chat's history.

## Email us

**[support@tryletterhead.com](mailto:support@tryletterhead.com)**

We respond within one business day, 8:00 a.m.–8:00 p.m. EST, Monday–Friday (excluding holidays). Including your newsletter/account name and any screenshots or steps to reproduce helps us help you faster.

## Submit a request

We've retired the old ticket form — use the in-app chat or email **[support@tryletterhead.com](mailto:support@tryletterhead.com)** and we'll take it from there.

Looking to suggest an improvement instead? See [How can I request a new feature?](https://docs.tryletterhead.com/support/request-a-feature/)


---

# How can I request a new feature?

Source: https://docs.tryletterhead.com/support/request-a-feature/

> We invite you to submit your ideas for feature requests to our Product team.

We want to hear your ideas — a feature you'd like us to build to improve your experience with Letterhead.

## Submit a feature request

Email **[support@tryletterhead.com](mailto:support@tryletterhead.com?subject=Feature%20request)** with the subject **"Feature request"** and a short description of what you'd like and why it would help. Our product team reviews every request.

Want to try new features before everyone else? [Sign up for early access](https://docs.tryletterhead.com/support/early-access-new-features/).

We appreciate you taking the time to help us improve Letterhead.


---

# How Can I Sign Up to Get Early Access to Letterhead's New Features?

Source: https://docs.tryletterhead.com/support/early-access-new-features/

> Want early access to new features? Sign up as an Early Access tester!

Want to try features before they're generally available? Join our early access program — help test what we're building and share feedback.

Features in early access are still being refined — limited releases that aren't generally available yet, so you may run into minor issues. Your feedback plays a key role in helping us improve them before a wider rollout. In the app and in this help center, these features are labeled **Early Access** (marked here with a 🧪 badge).

Once you're enrolled, early-access features show up directly in the app — for example, **Agents (Early Access)** in the navigation, or **Advanced (Early Access)** options in your channel's [Sending emails settings](https://docs.tryletterhead.com/get-started/account-settings-channel/).

## Request early access

Email **[support@tryletterhead.com](mailto:support@tryletterhead.com?subject=Early%20access%20—%20tester)** with the subject **"Early access"** and let us know which areas you'd like to help test. We'll add you to the program.

Have an idea rather than a testing request? [Request a feature](https://docs.tryletterhead.com/support/request-a-feature/) instead.


---

# Service status notices now appear inside Letterhead

Source: https://docs.tryletterhead.com/support/service-status-notices-now-appear-inside-letterhead/

> Service incidents and scheduled maintenance now appear as in-app notices, colour-coded by severity, with a link to the status page.

When Letterhead experiences an incident or has scheduled maintenance, you now see a notice inside the app while you work. Each notice is colour-coded by severity and includes a link to the full status page for details.

Notices stay visible until the incident is resolved, then close automatically. If you dismiss a notice, it stays hidden until the incident is next updated.


---

# As a subscriber, can I submit an article through Letterhead?

Source: https://docs.tryletterhead.com/faq/as-a-subscriber-can-i-add-article-in-our-newsletter/

> The best way to submit an article to the newsletter's author is to reply to the newsletter with your article submission.

At the moment, we do not have a feature that allows subscribers to submit articles to a newsletter through the app or via our support channels.

The best way to submit an article for curation is to email the author by **replying to the newsletter** you received. Replies go to the publication's reply address, which is monitored by the newsletter's team.

*Are you a newsletter publisher looking to collect content from readers? Point them at your reply address, or gather submissions with a form and pull them into your [Curations library](https://docs.tryletterhead.com/dynamic-content/curations-overview/).*


---

# Easter eggs

Source: https://docs.tryletterhead.com/faq/easter-eggs/

> Type the Konami code (up, up, down, down, left, right, left, right, B, A) in Letterhead when you're not typing in a field and confetti bursts across your screen. It's just for fun and changes nothing in your account.

This page collects the small surprises hidden in Letterhead for you to find.

## Konami code confetti

While you're signed in to Letterhead, type the Konami code on your keyboard:

**↑ ↑ ↓ ↓ ← → ← → B A**

That's the arrow keys up, up, down, down, left, right, left, right, then the letters B and A. A burst of
confetti fills your screen for a few seconds, then disappears. It's just for fun and doesn't change anything
in your account, your newsletters, or your audience.

- **It works on any page** of the app once you're signed in, as long as you aren't typing in a field.
- **It won't get in the way of your work.** Keys you press while typing in a text field, a search box, or
  the composer are ignored, so you can't set it off by accident while writing, and your typing behaves
  exactly as it always does. Click somewhere outside the field first, then type the code.
- **Caps Lock doesn't matter.** B and A work in upper or lower case.
- **An extra up arrow at the start is fine.** If you press up one time too many before the down arrows, just
  keep going.
- **It respects your motion settings.** If your computer is set to reduce motion when you open Letterhead,
  the confetti stays off.


---

# How to Clear Cache and Cookies

Source: https://docs.tryletterhead.com/faq/how-to-clear-cache-and-cookies/

> Learn how to clear your browser's cache and cookies to resolve loading issues and improve performance.

If Letterhead isn't loading correctly or is behaving unexpectedly, clearing your browser's cache and cookies often resolves the issue.

## Google Chrome (desktop)

1. **Open Google Chrome.**
2. **Access Settings:** click the three-dot menu icon in the top-right corner and select **Settings**.
3. **Navigate to Privacy and security** in the left-hand menu.
4. **Clear browsing data:** select **Delete browsing data**.
5. **Choose time range and data types:** pick the time range you want to clear, and make sure **Cookies and other site data** and **Cached images and files** are selected.
6. **Click Delete data** to confirm.

## Safari (macOS)

1. **Open Safari.**
2. **Access Settings:** click **Safari** in the menu bar and select **Settings**.
3. **Go to the Privacy tab.**
4. **Click Manage Website Data.**
5. **Remove All** to clear all cookies and website data — or select specific websites (such as `tryletterhead.com`) and click **Remove** to delete data just for those sites.

After clearing, reload Letterhead and log in again. Still stuck? [Contact support](https://docs.tryletterhead.com/support/contact-support/).


---

# How to Submit Data Requests

Source: https://docs.tryletterhead.com/faq/how-to-manage-audience-data-requests-dsrs/

> Depending on your role, data requests such as exporting, updating, or deleting subscriber information can be handled either directly within the app or through our Support team.

At Letterhead, we're committed to helping you manage audience data with transparency and privacy compliance. Whether you need to update a subscriber profile, export data, or permanently delete data for GDPR compliance, use the methods below.

## Who can use the self-service tools?

The direct management tools are available to users with **administrator** permissions (organization or channel administrators). If you're a standard user or an audience member, see section 3, **Submitting a data request via Support**.

## 1. Submit Data Request (general requests for admins)

Use this form to request data exports or deletions, or anything else that can't be completed through self-service — including update requests, which are filed under **Other**. Once submitted, our team reviews and completes the request on your behalf.

- **How to access:** click the **life saver icon** in the upper right-hand corner of the app.
- **Start request:** select **Submit Data Request** from the menu.
- **Complete the form:** select your request type (**Delete and anonymize**, **Export data**, or **Other**) and include the specific details or email addresses in the message field. There's no dedicated "Update" option — file an update request under **Other** and describe what needs to change.
- **Submit:** click **Submit**. Our team verifies the request and notifies you once the action is complete.
- **Timeline:** all requests are reviewed and completed within **30 days or less**.

## 2. Self-service profile actions (admins only)

For immediate changes to a specific record, open the **contact's profile** page and use the **More Options (three dots)** menu:

- **To remove data for a subscriber:** select **Remove user**. This anonymizes the record and permanently erases their identifying information from your channel (Right to Erasure).
- **To export data:** select **Export Data**. A comprehensive file containing their profile details and full engagement history is generated and emailed to you.
- **To edit info:** edit the fields directly on the profile page and save your changes.

## 3. Submitting a data request via Support (non-admins & audience members)

If you **don't have administrator permissions**, or if you are an **audience member of a newsletter**, submit your data request through our Support team. This includes requests to:

- Export personal data
- Update subscriber information
- Remove or delete data for privacy or GDPR compliance

**How to submit a request:** [contact support](https://docs.tryletterhead.com/support/contact-support/), and include:

- The email address associated with the data
- The type of request (Delete and anonymize, Export data, or Other — including update requests, which fall under Other)
- Any relevant context to help us process the request accurately

Once received, our Customer Experience team **reviews and verifies the request** and takes the appropriate action in accordance with applicable privacy regulations. All requests are handled within **30 days or less**, as required by GDPR and similar data protection laws.


---

# Tracking & UTM codes in Letterhead

Source: https://docs.tryletterhead.com/faq/tracking/

> Explains Letterhead's own click-tracking codes and how to add your own UTM parameters to every link in an edition, using static values or personalization tags for dynamic, per-reader values.

When you add a URL to your newsletter, regardless of the block used, we "wrap" it with additional information for tracking purposes. This is how Letterhead reports clicks and engagement metrics. Here's an example of how a link is transformed:

**Original link:**

`https://www.nytimes.com/2023/09/08/nyregion/donald-trump-civil-trial-date.html`

becomes a wrapped tracking link:

`https://a.post.lhd.link/muysif0rhq/?lh_aid=3584680&lh_cid=h10t1yw8qa`

When a subscriber follows the wrapped link, it takes them to the original destination with tracking parameters appended:

`https://www.nytimes.com/2023/09/08/nyregion/donald-trump-civil-trial-date.html?lh_aid=3584680&lh_cid=h10t1yw8qa&di=019e0b2d1b84ebc5ce0b6d2e8278d55e`

## What each tracking code means

- **lh_aid** — the user hash. It's unique per subscriber.
- **lh_cid** — a campaign id.
- **di** — a unique hash based on IP address and time of day.
- **lh_em** — (not in the example above) the subscriber's email address, included when the link points back to your own website.

## Why we don't use UTM parameters

We **don't use `utm`** parameters because we treat those as reserved for you. For example, if we used **utm_source** instead of **lh_cid**, you wouldn't be able to set your own utm_source. You can add your own — see below.

## Add your own UTM parameters

You can add UTM parameters (or any other link parameters) to every link in an edition, so your web analytics can tell which visits came from which newsletter.

1. Open the edition and go to the **Schedule** step. (You'll find the same setting when you configure a template, so every edition made from it starts with your parameters.)
2. In the sidebar, switch on **UTM Tracking**.
3. Enter a **Key** and a **Value** — for example, `utm_source` and `newsletter`.
4. Select **Add link parameter** for each additional pair, such as `utm_medium` and `utm_campaign`.

When the edition sends, each pair is added to the end of every link in it. Each key can only be used once, and neither keys nor values can contain spaces.

### Static values

A static value is the same for every reader and every link — `utm_source=newsletter`, `utm_medium=email`, `utm_campaign=weekly-roundup`. Stick to letters, numbers, hyphens, and underscores.

### Dynamic values

A value can also be a [personalization tag](https://docs.tryletterhead.com/audience/personalization-tags/), which is filled in for each reader as the email goes out. For example:

| Key | Value | What the link gets |
| --- | --- | --- |
| `utm_campaign` | `{{ campaignId }}` | An ID unique to this send |
| `utm_content` | `{{ channelSlug }}` | The channel the edition was sent from |
| `utm_term` | `{{ customID1 }}` | Whatever you store in that reader's Custom ID 1 field |

Use a tag on its own as the value, typed exactly as it appears in the [list of personalization tags](https://docs.tryletterhead.com/audience/personalization-tags/). If you send through Letterhead, the tag is checked as you type and flagged if it isn't one Letterhead recognizes. If you send through another email provider, such as Iterable, use that provider's own tag syntax instead — Letterhead passes it through untouched for your provider to fill in.

A few things to keep in mind:

- **Links that already contain a personalization tag are left as they are**, so a link you've personalized yourself won't get the UTM parameters added on top.
- **Avoid putting a reader's email address in a link.** Links get shared and forwarded, and the parameters show up in other people's analytics tools. Use an identifier you control, such as a Custom ID, instead.
- **A parameter with an empty key or value, or one with a space in it, stops the edition from scheduling** until you fix it — see [Why is the Preview & Schedule button greyed out?](https://docs.tryletterhead.com/newsletters/preview-schedule-button-disabled/).

*Curious why some antivirus tools flag wrapped links? See [Why does my antivirus give me a warning?](https://docs.tryletterhead.com/faq/when-i-try-to-access-one-of-the-links-on-your-news-page-i-get-a-warning-from-my-anti-virus/)*


---

# What Emojis Does Letterhead Support?

Source: https://docs.tryletterhead.com/faq/emojis/

> This question isn't specifically about whether Letterhead supports emojis, but more broadly about how emojis are supported across different email platforms.

While Letterhead supports all emojis, we've found that those from [Emoji 1.0](https://emojipedia.org/emoji-1.0/) tend to display most consistently across email clients.

You can copy and paste from [Emoji 1.0](https://emojipedia.org/emoji-1.0/) directly into your newsletter — in the subject line, preview text, or any text block.

**Please note:** Although these are generally the most reliable, there's no guarantee that every emoji will render correctly in all email clients. Send yourself a test to check how your emojis look in the inboxes your audience uses most.


---

# What Happens If a Global Ad Was Scheduled but No Newsletter Was Sent?

Source: https://docs.tryletterhead.com/faq/if-a-global-advertisement-was-planned-for-yesterday-but-the-newsletter-wasnt-distributed-will-it-be-automatically-included-in-todays-newsletter-our-practice-is-t-1694531430844/

> If a global promotion was scheduled for a day when no newsletter went out, it does not roll over automatically — you'll need to update its run date and re-approve it.

**Question:**
If a global advertisement was scheduled for yesterday but the newsletter wasn't sent out, will it automatically appear in today's newsletter? We only send one newsletter per day and don't use multiple lists or alternate editions.

**Answer:**
No — if a global promotion was scheduled for a specific day and no newsletter was sent, it will not automatically roll over into the next day's send, either through automation or manual insertion. The promotion is considered expired once the scheduled date has passed without being published.

To include the promotion in an upcoming newsletter, you'll need to:

1. **Update the scheduled run date** to a current or future date.
2. **Re-approve the promotion**, if needed.
3. **Ensure it's assigned to a newsletter.**

This process makes the ad re-eligible to run so it doesn't get skipped due to the original date lapse.

For more on how promotions are scheduled and placed, see [Working in Promotions](https://docs.tryletterhead.com/promotions/promotions-overview/).


---

# What Permissions Does the Channel Administrator Have?

Source: https://docs.tryletterhead.com/faq/what-permissions-does-the-channel-contributor-have/

> Understanding the Features and Limits of a Channel Administrator

**Channel administrators** have access to everything within the channel(s) they're assigned to, including newsletters, audience, automations, and settings. However, they **cannot access organization-level settings** like global reports or adding team members across channels — attempting to open the organization shows an error message.

Within their channel, they see **Analytics**, **Audience**, **Emails**, **Promotions**, **Reports**, and **Settings**.

## What can they access?

### Dashboard

Shows the last 30 days of audience growth for the assigned channel.

### Audience

Channel admins can fully manage contacts and audience organization:

- **Audience:** add, delete, and modify contacts; upload/export CSVs
- **Segments:** create and manage audience segments
- **Tags:** add, edit, or delete tags for better contact organization

See [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/).

### Emails

Full access to newsletter creation, automation, and content curation:

- **Emails:** create from scratch, use a template, or copy a past edition — see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/)
- **Automations:** set up, edit, activate, or delete newsletter automations — see [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/)
- **Curations:** manage the curations library and content blocks for curated sections — see [Working in Curations](https://docs.tryletterhead.com/dynamic-content/curations-overview/)
- **Templates:** create and customize reusable newsletter templates

### Channel Settings

Channel admins can configure all channel-level settings (but not organization-level settings). Channel Settings always shows General, Sending emails, and Pages; Integrations shows only for channels on Letterhead's own email service, and Forms shows only for accounts with the signup-form builder enabled:

- **General:** logo, description, timezone, website links, contact info, and social profiles
- **Sending emails:** sender details, sending domain, look and feel (fonts and colors), and archive visibility. Organization-enforced **Audience Policies** like Double Opt-in appear here but are changed by an organization administrator.
- **Integrations:** connect channel tools and embed subscribe forms — only shown for channels sending through Letterhead's own email service
- **Pages:** manage the channel's signup page and embedded form
- **Forms:** a separate signup form management section, available on some accounts alongside Pages

For details, see [Managing Your Channel Settings](https://docs.tryletterhead.com/get-started/account-settings-channel/).

## 🛑 Not included in channel admin access

- Access to **organization settings**
- Managing **other team members**
- Viewing **org-wide dashboards, audience, or promotions**

For the other roles, see [Organization Administrator permissions](https://docs.tryletterhead.com/faq/what-permissions-does-the-channel-administrator-have-1/) and [Content Contributor permissions](https://docs.tryletterhead.com/faq/content-contributor-role/).


---

# What Permissions Does the Content Contributor Have?

Source: https://docs.tryletterhead.com/faq/content-contributor-role/

> Understanding the Permissions and Features Available to Content Contributors

**Content contributors** have limited access within the specific channels they're assigned to. Their main responsibility is to help **create and manage newsletters and related content**, without access to audience data, channel settings, or organization-wide features.

They see only the channels assigned to them in the channel picker in the navigation.

Just getting started in this role? See the [Content Contributor Quick Start Guide](https://docs.tryletterhead.com/get-started/content-contributor-quick-start-guide/).

## What can they access?

Within each assigned channel, content contributors can view:

- **Dashboard**
- **Emails**
- **Archive**

### Dashboard access

Shows key metrics from the last 30 days for the channel, including delivery and promotion performance. This gives contributors visibility into how their content is performing without giving access to deeper analytics.

### Emails access

Content contributors can manage and build newsletter content using the following sections:

- **Emails:** create from scratch, use a template, or copy past newsletters — see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/)
- **Automations:** set up or edit automations for scheduling and engagement — see [Working in Automations](https://docs.tryletterhead.com/automations/automations-overview/)
- **Curations:** add and edit curated content blocks — see [Working in Curations](https://docs.tryletterhead.com/dynamic-content/curations-overview/)
- **Templates:** create and edit reusable templates for future newsletters

### Archive access

The **Archive** lets contributors see published newsletters and how they appear publicly. The page also includes a subscribe option for visitors.

## 🛑 What content contributors *can't* do

- Manage **audience data**, contacts, or segment/tag definitions — they don't have access to the Audience dashboard or analytics. They can still see and choose from existing audience segments when scheduling a newsletter send.
- Change **channel or email settings**
- View or manage **team permissions**
- See **organization-level dashboards or settings**

For the other roles, see [Channel Administrator permissions](https://docs.tryletterhead.com/faq/what-permissions-does-the-channel-contributor-have/) and [Organization Administrator permissions](https://docs.tryletterhead.com/faq/what-permissions-does-the-channel-administrator-have-1/).


---

# What Permissions Does the Organization Administrator Have?

Source: https://docs.tryletterhead.com/faq/what-permissions-does-the-channel-administrator-have-1/

> Organization Administrators have full access to all channels, organization-wide settings, and account-level tools.

Organization administrators can manage team members, create and monitor reports, set up integrations, configure sending domains, and oversee all content and audience-related activities across the platform.

They access both **organization-level settings** and **channel-level settings** for every channel in the account.

Just getting started in this role? See the [Organization Administrator Quick Start Guide](https://docs.tryletterhead.com/get-started/organization-administrator-quick-start-guide/).

## Organization-level

Accessible at the top of the navigation dropdown, this level displays your organization's name or brand and allows global configuration and management across all channels.

### Dashboard

Shows **metrics across all channels** for the last 30 days, including both promotion and delivery performance. Metrics can be filtered by channel for a comprehensive view.

### Audience

Admins can view and manage contacts across all channels:

- Search and filter by **channel** and **status**
- Analyze audience performance globally

See [Working in Audience](https://docs.tryletterhead.com/audience/audience-overview/).

### Promotions

Create and manage **organization-wide promotions or campaigns** that run across multiple channels: launch new promotions or reuse saved ones, and monitor campaign performance across the organization. See [Working in Promotions](https://docs.tryletterhead.com/promotions/promotions-overview/).

### Reports

Generate detailed reports covering up to 6 months of performance metrics — select a date range, report type, and delivery method to track growth, engagement, and newsletter performance over time. See [Working in Reports](https://docs.tryletterhead.com/reports/reports-overview/).

### Organization Settings

Includes the following sections under the **Settings** tab at the organization level:

- **API Keys** — search, add, or delete keys for secure integrations. See [Generate & manage API keys](https://docs.tryletterhead.com/api/managing-api-keys/).
- **Integrations** — connect tools for events, payments, and more. See [Working in Integrations](https://docs.tryletterhead.com/integrations/integrations-overview/).
- **Newsletters** — set organization-enforced audience policies like **Double Opt-in**, and the sending domain.
- **Teams** — add, remove, or assign roles to teammates.
- **Webhooks** — add or manage [webhooks](https://docs.tryletterhead.com/api/webhooks/) for third-party integrations.

## Channel-level

In addition to organization settings, organization admins have **full access to every channel and its settings**.

### Dashboard

View channel-specific metrics from the last 30 days, including promotions and delivery.

### Audience

Full access to:

- **Audience** (add, delete, modify, import/export contacts)
- **Segments** (create and manage)
- **Tags** (organize and edit)

### Emails

Full access to:

- **Emails** (create from scratch or template, or copy old issues)
- **Automations** (set up, edit, and manage delivery rules)
- **Curations** (customize newsletter content blocks)
- **Templates** (design and reuse newsletter layouts)

### Settings

Full access to every channel settings section — **General**, **Sending emails**, **Integrations** (on channels using Letterhead's own email service), **Pages**, and, on some accounts, a separate **Forms** section — covering branding, sender details, look and feel, embedded forms, and signup pages. See [Managing Your Channel Settings](https://docs.tryletterhead.com/get-started/account-settings-channel/).

For the other roles, see [Channel Administrator permissions](https://docs.tryletterhead.com/faq/what-permissions-does-the-channel-contributor-have/) and [Content Contributor permissions](https://docs.tryletterhead.com/faq/content-contributor-role/).


---

# When are welcome letters triggered?

Source: https://docs.tryletterhead.com/faq/when-are-welcome-letters-triggered/

> This article outlines when welcome letters are triggered, and when they are not, so that you can set up your flows correctly. It also shows you how to trigger them via Zapier, if necessary.

[Welcome letters](https://docs.tryletterhead.com/automations/automation-triggers-overview/) allow you to send a specific email template to new subscribers who join your list.

This article outlines when welcome letters are triggered, and when they are not, so that you can set up your flows correctly. If you have questions about how to set up welcome letters, [contact our support team](https://docs.tryletterhead.com/support/contact-support/).

## Welcome letters are sent...

- When a subscriber confirms their subscription through the opt-in email sent by Letterhead, a welcome letter is sent.

**NOTE:** Welcome letters are **not sent** if a subscriber is imported directly into the status "Subscribed" — whether manually, through CSV upload, or through Zapier.

If you're adding or editing a subscriber by hand on the **Audience** page and set their status to "Subscribed," a **Send a welcome letter** checkbox appears so you can trigger it right there. Bulk CSV and Zapier imports don't have a per-row version of this yet — for those, you'd need to add the subscriber manually to trigger their welcome letter.

## How to trigger welcome letters via Zapier

1. In your [Zapier action](https://docs.tryletterhead.com/integrations/zapier/), add the contact with subscription status **"Not Subscribed."**
2. Set the **Opt-In** field to **"Yes."**
3. This combination results in the subscriber receiving an opt-in confirmation email from Letterhead.
4. Once the subscriber confirms their subscription via that email, they are automatically moved to status **"Subscribed"** and receive the channel's welcome letter(s).

## What if the subscriber doesn't confirm the opt-in email?

If the subscriber doesn't confirm the opt-in email, they remain in the **"Not Subscribed"** status and will **not receive the welcome letter** or any other emails. To engage them, consider following up manually or prompting them again to confirm their subscription.


---

# Why am I receiving DMARC Reports

Source: https://docs.tryletterhead.com/faq/why-am-i-receiving-dmarc-reports/

> DMARC reports are automatically generated by email providers to show how your emails are being checked for legitimacy and whether they pass security checks.

## What are DMARC reports

DMARC (Domain-based Message Authentication, Reporting & Conformance) is an email authentication protocol designed to protect your domain from unauthorized use. These reports are automatically generated by email providers to show how your emails are being checked for legitimacy and whether they pass security checks.

## Why are you receiving these reports now?

If you've recently set up or modified your DMARC policy — for example, while [configuring a custom sending domain](https://docs.tryletterhead.com/settings/sending-domain-configuration/) — that could be why you're now seeing these reports.

## What's in the DMARC report?

DMARC reports provide details on:

- **Email sources**: where your emails are being sent from.
- **Security checks (SPF & DKIM results)**: whether your emails pass authentication checks, ensuring they're coming from a legitimate source.
- **DMARC policy actions**: what happens to emails that fail authentication (delivered, quarantined, or rejected).

## What should you do?

- **✅ If most emails are passing the checks** — no further action is needed; your setup is working as expected.
- **⚠️ If some emails fail** — this could indicate an issue with your domain's authentication settings. See [Ensuring Successful Newsletter Delivery](https://docs.tryletterhead.com/api/successful-migration/) for how to verify DMARC, DKIM, and SPF.
- **🚨 If you see emails sent from places you don't recognize** — this may indicate spoofing attempts, meaning someone is trying to send emails using your domain. [Contact support](https://docs.tryletterhead.com/support/contact-support/) if you're unsure.


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# Why Can't I Include Attachments in My Newsletter?

Source: https://docs.tryletterhead.com/faq/why-cant-i-send-an-attachment-with-my-newsletter/

> Attachments are not allowed in Letterhead in order to safeguard the deliverability of your emails.

In most cases, viruses are sent through attachments, and as a result, spam detectors are much more likely to reject emails with attachments or send them directly to the spam folder. Additionally, attachments in newsletters can slow down the sending process and impact the deliverability of your newsletter.

Here are simple ways to send files to your subscribers instead:

1. **Host the file on your website** and include an external link or a download button in the body of your newsletter.
2. **Use external file hosting services** like Dropbox or Google Drive, and include a link or button in your newsletter for subscribers to download the file (make sure the sharing permissions are public!).

Both options work with the **hyperlink** function or a **URL block** in the composer — see [Working in Emails](https://docs.tryletterhead.com/newsletters/newsletters-overview/).


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# Why can't I upload an image to the image block?

Source: https://docs.tryletterhead.com/faq/why-cant-i-upload-an-image-to-the-image-block/

> Learn more about how the image block works.

**Answer:**

Some images have a file format the composer can't accept. The Letterhead **image block** accepts any standard image file type — including common formats like **JPEG**, **PNG**, **GIF**, **WebP**, **HEIF** (a common iPhone photo format), **TIFF**, **BMP**, and **AVIF** — with one exception: **SVG** files are not supported.

If what you're pasting is actually a web page or HTML snippet rather than an image file, the image block won't accept it and you'll get an error. When that happens, download the image itself to your computer from the website, then upload that file to Letterhead.

*Tip: if you send through Iterable, image blocks can also display [personalized images from data feeds](https://docs.tryletterhead.com/integrations/personalize-images-with-iterable-data-feeds/) instead of a static upload.*


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# Why does my antivirus give me a warning when I click on the links on the news page?

Source: https://docs.tryletterhead.com/faq/when-i-try-to-access-one-of-the-links-on-your-news-page-i-get-a-warning-from-my-anti-virus/

> Sometimes, antivirus programs flag our tracking links as risky because they use heuristics or behavior analysis to detect potential threats. These methods are not always accurate and can result in false positives.

Sometimes, antivirus programs flag our tracking links as risky because they use **heuristics** or **behavior analysis** to detect potential threats. These methods are not always accurate and can result in **false positives** — mistaking our legitimate links for malicious ones, even though they are not.

Letterhead wraps newsletter links for click tracking, which is why the link you see doesn't match the destination domain — see [Tracking & UTM codes in Letterhead](https://docs.tryletterhead.com/faq/tracking/) for how this works.

We are constantly working with antivirus vendors to whitelist our links and avoid these false alarms. This is a common issue that affects many email service providers and online marketers, so we appreciate you bringing it up — [contact support](https://docs.tryletterhead.com/support/contact-support/) if you'd like us to look at a specific warning.