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Mail Merge for Bulk Email

Mail merge allows you to send personalized emails to multiple homeowners at once.

Instead of sending a generic message like:

Dear Homeowner,

you can automatically personalize it like:

Dear John Smith,

Each recipient will see their own name, unit number, and property address.

What Is a Merge Field?

A merge field is a placeholder that you insert into an email template.
When the email is sent, RunHOA replaces the placeholder with real data from each owner’s record.

For example:

  • Typing x:name in your email template
  • Will automatically display the homeowner’s name in the sent email

RunHOA Predefined Merge Fields

Below are the standard merge fields available in RunHOA Email Blasts:

Owner Information

  • x:name – Owner’s full name
  • x:unitid – Unit/Lot Number
  • x:unitaddress – Property Address
  • x:address – Alternate owner address will be used if it exists and is enabled.
  • x:pname – Name of the HOA/Association
  • x:email – Primary email
  • x:phone – Primary phone number
  • x:2email – Secondary email
  • x:2phone – Secondary phone number

Example: HOA Violation Notice Using Merge Fields

Email Template (What You Type)

Dear x:name,This notice concerns your property listed below:Unit/Lot Number: x:unitid  
Property Address: x:unitaddress  Please review the details of the violation and correct the issue by 02/28/2026.If you have any questions, please contact the Board.Sincerely,  
x:pname

Email After Merge (What the Owner Receives)

Dear John Smith,This notice concerns your property listed below:Unit/Lot Number: Lot 24  
Property Address: 125 Oak Ridge Drive  Please review the details of the violation and correct the issue by 02/28/2026.If you have any questions, please contact the Board.Sincerely,  
Timberlake Estates HOA

Why Use Mail Merge?

Using merge fields:

  • Makes communication more professional
  • Improves response rates
  • Reduces confusion about which unit is being referenced
  • Eliminates manual editing errors
  • Saves time when emailing multiple owners

Tips for Best Results

  • Always spell merge fields exactly (example: x:unitid, not x:unitID)
  • Do not add extra spaces inside the merge field
  • Test by sending the email to yourself first

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