✉️ Creating, Customizing, and Sending Reward Letters in Pequity

Reward Letters in Pequity let you clearly communicate pay decisions — whether you’re still planning, ready to share, or just drafting ahead. This guide walks through how to create a reward letter template, bring in compensation placeholders, format values, and control delivery — all from within your comp cycle.

🔧 Step 1: Upload or Create a Template

To get started, head to:
Settings > Reward Letter Templates

From there, you can upload any DOCX file that matches your brand and tone.

We recommend creating your letter using Word, Pages, or Google Docs. Templates support text, placeholders, images, and conditional logic — so you can match your brand while scaling across roles and regions.

🧩 Step 2: Use Placeholders from Your Comp Cycle

Templates pull data from your comp cycle using placeholders. To see available values:

• Click into Settings > Reward Letter Templates for your respective Comp Cycle Pequity

• Select Placeholders to browse the available fields

Examples:

✅ Make sure your placeholder names match the columns in your cycle. If the column changes (e.g., a new job title), update the template accordingly.

💲 Step 3: Format Numeric Values

Pequity supports flexible formatting for numerical and date fields. Below is a short guide to adding custom formatting to your Reward Letter template. 

You can find our full list of formatting functions and formulas here:

Reward Letter Formatting Guide

Quick formatting guide:

• adds comma and 2 decimal places
•  formats a number into a % with 2 decimal places

This gives you control over how values like raises and equity grants appear, even when comp cycle data varies in precision.

🔁 Step 4: Add Conditional Logic (Optional)

You can conditionally show or hide parts of the letter — perfect for tailoring messages based on promotions, bonuses, or title changes.

Example:

You can apply this logic to:

• Text

• Images

• Full paragraphs

This helps reduce the number of templates you need (e.g., no need for separate promo/non-promo letters).

📤 Step 5: Upload & Assign Templates

Once your DOCX template is ready:

1. Upload it in Settings > Reward Letter Templates

2. Give it a clear name (e.g., “2025 US Promo Letter”)

3. Assign it to employees via the Workbook

In the Edit Columns view, you’ll see new reward letter-related fields:

• Reward Letter Template Name
  Assign templates individually or via formulas. Ensure that the values match the names of the templates that have been uploaded. Example:
  =IF(@final_increase = 0, "", "2025 US Promo Letter")

• Reward Letter Email Subject
  Set the subject line when emailing letters. The default email subject is "Your [Cycle Name] reward letter from [company] is ready!"

• Reward Letter Email Body
  Personalize the message sent when emailing letters. The default email body is "Download the attached pdf to view your latest reward letter."

• Reward Letter File Name
  Customize the filename for record-keeping or reimport. The default file name is "[EID] [Cycle Name] - Reward Letter". Example: =@co_employee_id & " - " & @first_name & " " & @last_name & " - 2025 Promotion Cycle"

✏️ (Optional Step) Advanced Email Settings

You can customize reward letter emails with advanced options to better suit your organization’s needs.

• Adding CC’d Email Addresses

  • Assign specific email addresses to be CC’d on all reward letters that are sent.

  • Once configured, these recipients will automatically receive a copy of every reward letter email.
  • How to Add CC’d Email Addresses
    1. Go to Settings > Reward Letter Templates tab.
    2. Locate the CC Email Addresses field.
    3. Enter the email addresses you want to CC. Separate multiple addresses with commas (e.g., manager@company.com, hr@company.com).
    4. Save your changes by clicking on the Save Email Settings. All reward letters sent will now automatically include these CC recipients.

• Updating Banner Images

  • Personalize the banner image in your reward letter emails to reflect your brand. If you don’t upload a custom banner, the system will use the default banner image provided below:
    

  • How to Update the Banner Image

    1. Go to Settings > Reward Letter  Templates tab.
    2. Find the Email Banner Image upload section.
    3. Choose your image file.
       • Supported formats: .jpg, .jpeg, .png
       • Maximum file size: 5.24 MB
       • Recommended dimensions: 600px × 127px

    4. Drop the file and save your changes. The new banner will appear in all reward letter emails.

🚀 Step 6: Generate, Send, and Track

From the Workbook, you can:

• Generate letters individually or in bulk

• Download or email them directly to employees

Pequity tracks each letter's status:

• Green icon = Sent to the email address assigned to the email field

• Gray icon = Letter not yet generated/ no available letter

• Blue icon = Letter has been generated/ there is an available letter

Admins can also navigate to the cycle's Settings page > Exports tab > Sent Reward Letters option to export a list of all employees whose reward letters have been successfully sent via email.

Lastly, to identify any outstanding unsent letters, users can use the filter next to the search bar and select "Employees w/ Unsent Reward Letters."

💬 Need Help?

If you need help troubleshooting placeholders, or generating letters, reach out to our team by creating a Support ticket — we’re here to help!