✉️ 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:

• Use a Pequity starter template, or

• 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
•  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 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:

• Gray icon = Not yet generated

• Black icon = Generated

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

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!