Overview
This article covers two personal-branding tools: email signatures and client letters.
Email signatures (Settings > Email Signatures) are the sign-offs added to emails you write in Broki. Each team member creates their own and picks a default.
Client letters are PDF letters, such as offer or pre-approval letters, built from your organization's Letter templates. You generate a letter from a mortgage file's Documents tab. It's signed with your own letter signature and can be emailed to the client. The current letter also appears in the client portal under Offer letters.
Also called: offer letters.
At a glance
At a glance, email signatures are personal, and a mortgage file keeps one current letter.
Each person creates email signatures in Settings > Email Signatures. Your default is added when you write an email in Broki.
Your letter signature is in Settings > Client Portal > Letter templates > Signature & contact.
Letter templates are shared. They fill in Client Name, Property Address, Date, and Additional Notes.
A file keeps one current letter. Generating another replaces it. The current letter also appears in the client portal under Offer letters.
Email signatures are added to emails you write. Client letters are PDFs generated from shared templates and signed with your letter signature.
Before you begin
Before you write emails or generate a letter, add the signature each one uses.
Everyone can open Settings > Email Signatures. Your signatures are private to you.
Letter templates are in Settings > Client Portal > Letter templates. You need the permission to manage files or the Company Settings permission to open Client Portal. Admins can open every tab.
Before you generate your first letter, add your letter signature and contact details on the same page (Signature & contact). Without them, letters have no signature.
To send a letter, the people on the file need email addresses.
Step-by-step instructions
These steps cover email signatures, your letter signature, letter templates, and generating or sending a letter.
Create an email signature
To create an email signature, paste or type it, optionally set it as the default, and save.
Open Settings.
Under My Account, select Email Signatures.
Select New signature.
Enter a Signature name, for example "Main signature".
In the Signature editor, paste your signature from Gmail or another email client (Ctrl+V), or type it. Pasting keeps formatting, images and links. Use the toolbar to format, or the code button to edit the HTML.
Optional: tick Set as default signature.
Check the Live preview, which shows the signature inside a sample email. Switch between Desktop and Mobile.
Select Save signature.
What happens: Broki shows "Signature created successfully!" and the signature appears under My signatures.
Manage your signatures
To manage your signatures, edit, set a default, copy the HTML, or delete a signature from My signatures.
In Email Signatures, select My signatures.
Select Edit to change a signature, then Update signature.
Select Set default to make it your default ("Default signature updated"). The default has a star.
Select the copy button to copy the signature's HTML, for use in another email program.
Select the delete button and confirm "Are you sure you want to delete this signature?"
Use a signature in an email
To use a signature in an email, write the email in Broki. Your default signature is added automatically.
When you write an email in Broki, your default signature is added automatically. Use the signature menu in the composer to choose a different one, or No signature.
Set up your letter signature
To set up your letter signature, upload or draw it under Letter templates, then save your contact details.
Open Settings > Client Portal.
Select Letter templates.
Under Signature & contact, select Upload to use an image (PNG or JPG, transparent background recommended, up to 10MB) or Draw to sign with your mouse or finger.
Select Save signature.
Fill in Full name, Title / position, Email and Phone, then select Save contact details. "These details appear on letters with your signature."
Create a letter template
To create a letter template, name it, insert the variables, preview, and save.
In Letter templates, select New Template, or Create template if you have none yet.
Enter a template name, for example "Offer Letter" or "Pre-Approval Letter".
Write the letter. Use the variable buttons to insert Client Name, Property Address, Date and Additional Notes. They're filled in when the letter is generated.
Select Show Preview to see the letter with sample data.
Select Save Template.
What happens: Broki shows "Template created successfully". Each template card shows Active or Inactive and has Edit, Duplicate, Activate/Deactivate and Delete buttons.
Generate a letter for a client
To generate a letter for a client, choose a template on the Documents tab and create the PDF. A new letter replaces the current one.
Open the mortgage file and go to the Documents tab.
Select Generate Letter.
Choose the Template.
Check Client Name(s) ("Auto-filled from mortgage file") and enter the Property Address, for example "123 Example Street, Vancouver, BC".
Optional: add Additional Notes (Optional).
Review the Preview, then select Generate PDF.
Before you continue: each file keeps one current letter. Generating a new letter replaces the existing one.
Each file keeps one current letter. Generating a letter again replaces the previous letter.
What happens: Broki shows "Letter generated successfully!". View Letter opens the PDF.
Send a letter
To send a letter, email the current letter to the people you select on the file.
Before you continue: this emails the letter to the people you select.
On the file's Documents tab, select Send Letter.
Check the letter under Select Letter.
Under Recipients, tick the people on the file to send it to. Add one more address in Additional Email (Optional) if needed.
Edit the Email Subject and Email Message. Use the variable picker to insert merge fields.
Select Send Letter.
What happens: Broki shows "Letter sent to N recipient(s)!". If some addresses fail, it lists them.
Practical examples and other ways to use it
These examples show pasting a Gmail signature, keeping two signatures, a pre-approval letter, and hiding seasonal templates.
Moving from Gmail. Copy your signature from Gmail settings, paste it into Signature editor, and set it as default. Logos and links come across.
Separate signatures for clients and partners. Create "Client signature" and "Partner signature" and switch between them in the composer.
Pre-approval letter. Create a "Pre-Approval Letter" template with Client Name, Property Address and Date, then generate it for Alex Sample once the pre-approval comes in.
Seasonal letter. Deactivate templates you only use part of the year so they don't clutter the Template list.
Common mistakes and how to avoid them
These mistakes cover generating a letter before you have a signature, losing the previous letter, mixing up the two signatures, and oversized images.
Generating a letter before adding your signature. The letter is created without one. Add your letter signature first, then generate the letter again.
Expecting an old letter to stay. Only the latest letter is kept per file. Download or send the old one before generating a new one.
Confusing the two signatures. Email signatures are for emails. The letter signature is a handwritten-style image for PDF letters. They're set up in different places.
Large images in an email signature. Very large pasted images can be clipped by some email programs. Check the Mobile preview.
Troubleshooting
Use this section when a signature will not save, there is no letter to send, sending fails, or the PDF has no signature.
"Please fix the following:" when saving an email signature
"Please fix the following:" when saving an email signature means the name or the signature content is missing.
Possible causes
Signature name is empty.
The Signature editor is empty ("Signature content is required").
Check first
Read the list under the message. It names each missing item.
To fix
Fill in the missing fields.
Select Save signature again.
Confirm it worked
Broki shows "Signature created successfully!".
Contact support if
The message appears with every field filled in.
"No Letters Available" when sending
"No Letters Available" when sending means this file does not have a generated letter yet.
Possible causes
No letter has been generated for this file yet.
Check first
Look for View Letter on the file's Documents tab.
To fix
Select Generate Letter and create the letter.
Select Send Letter again.
Confirm it worked
The letter appears under Select Letter.
Contact support if
You've generated a letter and it still doesn't appear.
"Sent to N, failed: ..." or "Failed to send letter"
"Sent to N, failed: ..." or "Failed to send letter" means one or more recipient addresses did not get the letter.
Possible causes
A recipient's email address is wrong.
Sending failed temporarily.
Check first
Compare the failed addresses with the contacts on the file.
To fix
Correct the email address on the contact.
Send the letter again, only to the people who didn't receive it.
Confirm it worked
Broki shows "Letter sent to N recipient(s)!".
Contact support if
Sending fails for valid addresses. Include the time and the file.
The letter has no signature
The letter has no signature when the person who generated it has not saved a letter signature.
Possible causes
You haven't saved a letter signature. Letters use the signature of the person who generates them.
Check first
Open Letter templates and look at Signature & contact. "No signature yet" means none is saved.
To fix
Upload or draw your signature and select Save signature.
Generate the letter again.
Confirm it worked
The new PDF shows your signature and contact details.
Contact support if
Your signature is saved and new letters still don't show it.
"A template with this name already exists. Please choose a different name."
"A template with this name already exists. Please choose a different name." means another letter template already uses that name.
Possible causes
Another letter template has the same name.
Check first
Look for an Inactive template with that name.
To fix
Rename the new template, or edit the existing one instead.
Confirm it worked
Broki shows "Template created successfully".
Contact support if
No template with that name is listed.
Tips and best practices
These tips help the right signature get used, and the PDF match what you previewed.
Keep one default signature. Brokers who switch often should name signatures clearly.
Use a transparent PNG for your letter signature. It looks cleaner on the letter than a photo of a signature on paper.
Write templates with Additional Notes. One template can cover many situations when the details go in the notes.
Preview before generating. The Preview in Generate Letter shows exactly what the PDF will say.
Limitations and important behavior
These limits describe personal email signatures, one letter per file, and the four letter variables.
New email signatures are created in the paste and rich-text editor. Signatures made with earlier designs can still be edited.
Email signatures are personal. Admins can't see or edit other people's signatures.
Each mortgage file has one current letter. Generating a new one deletes the previous letter.
Letters use the signature and contact details of the person who generates them.
Deleting your letter signature affects all future letters ("This will affect all future letters"). Letters already generated don't change.
Letter templates are shared by the whole organization.
Letter templates support four merge fields: Client Name, Property Address, Date and Additional Notes.
Frequently asked questions
These questions cover automated emails, letters in the portal, and editing a letter after it is generated.
Is my email signature added to automated emails? Your signature is added to emails you write in Broki. Campaign and template emails use the advisor details from Settings > Email Branding and your profile.
Can clients see letters in the portal? Yes. The current letter shows in the client portal under Offer letters.
How do I edit a letter after generating it? Change the details and generate it again. The new letter replaces the old one.
Related articles
These related articles cover the client portal, branding, documents, communications, templates, and profile.