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✉️ 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 Letters

From there, you can:

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
  •  rounds to nearest 2 decimal places
  •  formats a number into a %

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

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 Letters

  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. Example:
    =IF(final_increase = 0, "", "Default Template")

  • Reward Letter Email Subject
    Set the subject line when emailing letters.

  • Reward Letter Email Body
    Personalize the message sent when emailing letters.

  • Reward Letter File Name
    Customize the filename for record-keeping or reimport.

🚀 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:

  • Gray icon = Not yet generated

  • Black icon = Generated

  • Green icon = Sent to employee

Admins can also go to Exports > Reward Letter Export to see a summary of all sent and unsent letters.

💬 Need Help?

If you need help customizing templates, troubleshooting placeholders, or refining delivery rules, reach out to our team at support@getpequity.com — we’re here to help!