From 54d25a085daabeac14d45a40c10f1fa7d1ba7e6a Mon Sep 17 00:00:00 2001 From: stacey-budd Date: Wed, 20 May 2026 14:51:29 +0000 Subject: [PATCH 1/6] Uploading a letter iteration --- .../pages/using-nhs-notify/upload-a-letter.md | 200 ++++++------------ 1 file changed, 64 insertions(+), 136 deletions(-) diff --git a/docs/pages/using-nhs-notify/upload-a-letter.md b/docs/pages/using-nhs-notify/upload-a-letter.md index 2abfb38..8979fc5 100644 --- a/docs/pages/using-nhs-notify/upload-a-letter.md +++ b/docs/pages/using-nhs-notify/upload-a-letter.md @@ -3,154 +3,109 @@ # To modify the layout, see https://jekyllrb.com/docs/themes/#overriding-theme-defaults layout: page -title: Upload a letter +title: Uploading a letter parent: Using NHS Notify nav_order: 4 permalink: /using-nhs-notify/upload-a-letter section: Writing a message --- -Upload a Microsoft Word version of your letter and we'll print and post it for you. +Upload a Microsoft Word version of your letter and we’ll print and post it for you. -{% include components/inset-text.html - text='You do not need to convert your letter template files to PDF. You can upload your file in Microsoft Word format.' -%} - -1. [Download a blank Word letter template](#download-a-blank-word-letter-template). -2. Add your letter content to the blank template. -3. [Format your letter template](#formatting-your-letter-template). -4. Add any personalisation fields by using single curly brackets with d. at the start. Find out more about [personalisation]({% link pages/using-nhs-notify/personalisation.md %}). -5. [Name your letter template](#naming-your-letter-template). -6. Upload your final letter template by submitting a Service Now request (opens in a new tab). You can include multiple letter templates. -7. We'll send you digital proofs so you can [approve your messages]({% link pages/using-nhs-notify/approve-your-messages.md %}). +1. Download a blank Word letter template. +2. Download the correct [fonts for letter templates](https://notify.nhs.uk/using-nhs-notify/formatting/letter-fonts). +3. Add your letter content to the blank template. +4. Add [formatting](https://notify.nhs.uk/using-nhs-notify/formatting). +5. Add [personalisation](https://notify.nhs.uk/using-nhs-notify/personalisation) fields by using single curly brackets with d. at the start. For example, {d. appointmentDate}. -Your letter template must meet our letter specification. The page size and layout is A4 portrait (210mm x 297mm). +## How to upload your letter template -{% include components/details.html -heading='How to raise a Service Now request for letter templates' -text='Follow these steps to ensure your request reaches the NHS Notify team: +How you upload your template depends on whether: -1. Go to Service Now (opens in a new tab). -2. Sign in with your NHS.net account, or register for a Portal account. -3. Select the Submit a case tile. In the Categories menu, select Contact us. Then select the Contact us tile. -4. In the Description field, include the email address you want the proofs sent to and the same information as the [name of your letter template](#naming-your-letter-template). -5. For the service, select NHS Notify from the drop-down list. -6. For the service offering, select NHS Notify - letter from the drop-down list. -7. Attach your Word letter templates directly to the request. - ' - %} - -## Download a blank Word letter template - -Download the relevant blank letter template to set up your letter: - -- [standard letter template]({% link assets/worddocs/letter-template-nhs-notify.docx %}) -- [large print letter template]({% link assets/worddocs/letter-template-nhs-notify-large-print.docx %}) -- [other language letter template]({% link assets/worddocs/letter-template-nhs-notify-other-language.docx %}) -- [other language (right-aligned) letter template]({% link assets/worddocs/letter-template-nhs-notify-other-language-right-aligned.docx %}) -- [parent or guardian letter template]({% link assets/worddocs/letter-template-nhs-notify-parent-or-guardian.docx %}) - -You'll need the desktop Microsoft Word app. - -Save the template then add your message content. - -## Formatting your letter template - -Do not change the page margins in the letter template. It has the correct layout for printing. - -Organise your letter content using the styles in the template. - -If you're copying and pasting text from another document, paste it without any formatting. Then [apply the styles](https://support.microsoft.com/en-gb/office/apply-styles-f8b96097-4d25-4fac-8200-6139c8093109) in the template. - -You can also use [Microsoft Word's format painter](https://support.microsoft.com/en-gb/office/use-the-format-painter-4bb415a9-d4e4-42b7-b579-170adc594e40) to copy the formatting of the styles and apply it to your text. +- you use the ServiceNow letter request process +- we've invited you to use the **Upload a letter template** feature in your NHS Notify account {% include components/inset-text.html - text="Keep the comments and pre-formatted text in the template until you've finished adding your message content. They'll help you to apply the styles." - classes='nhsuk-u-margin-top-2' + text='It can take up to 2 days for letters to be dispatched once you’ve uploaded them. Find out more about [delivery times](https://notify.nhs.uk/using-nhs-notify/delivery-times).' %} +### If you use the ServiceNow request process -Find out how to use: - -- [font and font size](#font-and-font-size) -- [personalisation](#personalisation) -- [headings](#headings) -- [paragraphs and body text](#paragraphs-and-body-text) -- [page breaks](#page-breaks) -- [links and URLs](#links-and-urls) -- [bullet points](#bullet-points) -- [images](#images) -- [QR codes](#qr-codes) - -You can also find out about content you should not edit, including the: +Name your letter template clearly so it’s easy to identify, and include: -- [address field](#address-field) -- [NHS logo](#nhs-logo) -- [NHS number](#nhs-number) -- [date](#date) -- [page count](#page-count) - -## Font and font size - -The font size for standard letters is 12 points. The font size for large print is 16 points. - -NHS Notify prints letters in the font Noto Sans. +- service name +- campaign, cohort or topic of your message +- language used, including English +- accessible format or standard format used +- message channel (letter) +- version number -### Downloading your font +For example: -You must download and use Noto Sans as the font for all of your letters, including [letters in other languages]({% link pages/using-nhs-notify/letters-in-other-languages.md %}). If you're sending letters in other languages that use different character sets, download Noto Sans in those languages. +{% include components/inset-text.html + text='vaccinations_under-16_english_standard_letter_v1' +%} -Go to Noto Sans on Google Fonts (opens in a new tab) and choose the languages you need by selecting 'Get font'. Then select 'Download all' to download Noto Sans to your device as a zip file. +Upload your final letter template by submitting [a ServiceNow request (opens in a new tab)](https://nhsdigitallive.service-now.com/csm). You can include multiple letter templates. -Noto Sans is a free font. +We’ll send you digital proofs so you [can approve your messages](https://notify.nhs.uk/using-nhs-notify/approve-your-messages). {% include components/details.html -heading='Downloading Noto Sans for Windows' +heading='How to raise a Service Now request for letter templates' text=' -1. Right click the zip file and select ‘Extract all’. -2. Open the file. Open each folder. Select all of the TrueType font files, right click and select ‘Install’. -3. If the folder contains a sub-folder called ‘static’, open this. -4. Select all of the TrueType font files in this folder. Right click and select ‘Install’. +1. Go to Service Now (opens in a new tab). +2. Sign in with your NHS.net account, or register for a Portal account. +3. In the Description field, include the email address you want the proofs sent to and the name of your letter template. +4. For the service, select NHS Notify from the drop-down list. +5. For the service offering, select NHS Notify - letter from the drop-down list. +6. Attach your Word letter templates directly to the request. ' %} -{% include components/details.html -heading='Downloading Noto Sans for Mac' -text=' -Follow the install fonts guidance (opens in a new tab). Make sure you install the static fonts. +### If you can upload letters using your account -Read Google’s guidance on installing fonts (opens in a new tab) for more information.' -%} +1. Log in to NHS Notify and go to **Templates**. Select **New template**. Choose **Letter** as your template type and select **Continue**. +2. Give your template a name and choose which campaign it’s for. +3. Choose your file and select **Upload letter template file**. +4. Choose your **Printing and postage**. +5. View the **Letter preview**. Check how your personalisation fields appear using short and long example data. -## Personalisation +When you’re ready to approve your letter, select **Approve template**. You can now use this letter in your message plans. -[Learn how to use personalisation]({% link pages/using-nhs-notify/personalisation.md %}). +## Download a blank Word letter template -## Headings +Download a new template each time you create a letter to ensure you’re using the latest version: -Use the style 'Heading 2, NHS letter heading' in the template for headings. +- [standard English letter template (DOCX 85KB)]({% link assets/worddocs/letter-template-nhs-notify.docx %}) +- [large print English letter template (DOCX 84KB)]({% link assets/worddocs/letter-template-nhs-notify-large-print.docx %}) +- [other languages letter template (DOCX 87KB)]({% link assets/worddocs/letter-template-nhs-notify-other-language.docx %}) +- [other languages (right-aligned) letter template (DOCX 87KB)]({% link assets/worddocs/letter-template-nhs-notify-other-language-right-aligned.docx %}) +- [parent or guardian English letter template (DOCX 83KB)]({% link assets/worddocs/letter-template-nhs-notify-parent-or-guardian.docx %}) -Headings are in bold. They are not in italics or underlined. +You’ll need the desktop Microsoft Word app. -Use the main heading to summarise what your letter is about. +If you need [accessible formats](https://notify.nhs.uk/using-nhs-notify/accessible-formats), set them up using the standard English letter template. -Use headings to break your content up and to help recipients find what they need. +Find out more about [letters in other languages](https://notify.nhs.uk/using-nhs-notify/letters-in-other-languages). -## Paragraphs and body text +## Formatting your letter template -Use the style 'Normal' in the template for body text. +Keep the comments and pre-formatted text in the template until you’ve finished adding your message content. They’ll help you to apply the styles. -Paragraphs can be split across 2 pages. +Organise your letter content using the styles in the template. If you’re copying and pasting text from another document, paste it without any formatting and apply the styles in the template. Find out how to [customise or create new styles (Microsoft website)](https://support.microsoft.com/en-gb/office/customize-or-create-new-styles-d38d6e47-f6fc-48eb-a607-1eb120dec563). -If you do not want a paragraph to run over different pages, add a page break before the paragraph. +You can also use [Microsoft Word's format painter](https://support.microsoft.com/en-gb/office/use-the-format-painter-4bb415a9-d4e4-42b7-b579-170adc594e40) to copy the formatting of the styles and apply it to your text. -## Page breaks +{% include components/inset-text.html + text="Do not change the page margins in the letter template, your letter may not print correctly." + classes='nhsuk-u-margin-top-2' +%} -Select 'Insert', 'Pages' then 'Page break' in Microsoft Word to add a page break. +Find out more about [formatting](https://notify.nhs.uk/using-nhs-notify/formatting) your letter templates. ## Links and URLs -Use the style 'Hyperlink' in the template for links. +Use the style **Hyperlink** in the template for links. Links in letters are in bold to make them stand out. Do not use underlined text or italics. @@ -158,17 +113,6 @@ Do not split links across different pages. Add a page break before the paragraph Learn more about [links and URLs]({% link pages/using-nhs-notify/links-and-urls.md %}). -## Bullet points - -Use the style 'List paragraph' in the template for bullet points. - -You can use bullet points to make your text easier to read. Make sure that: - -- you use a lead-in line -- the bullets make sense running on from the lead-in line -- you use lower case at the start of the bullet -- there are no commas, full stops or semicolons at the end of bullets - ## Images Images must be black and white. Position them within the same page margins as the text. @@ -196,7 +140,7 @@ The address is a personalisation field and is set automatically. The recipient's name is always included as the first line of the address. -If your letter is about a child, use the [parent or guardian letter template](#download-a-blank-word-letter-template). This template includes 'Parent or guardian of' in the first line of the address. +If your letter is about a child, use the parent or guardian letter template. This template includes 'Parent or guardian of' in the first line of the address. ### NHS logo @@ -210,7 +154,9 @@ It's a personalisation field and is set automatically. ### Date -The date that will be printed is the date when the letter is dispatched. It's set automatically. +The date that will be printed is the date when the letter is dispatched. + +It's set automatically. It appears above the body content of the letter and is right aligned. @@ -224,21 +170,3 @@ The page count shows the current page number and the total number of pages. For %} It updates automatically. - -### Naming your letter template - -Name your letter template clearly so that it's easy to identify. Make sure you include the following details: - -- organisation or service name -- cohort or topic of your message -- language used, including English -- accessible format or standard format used -- message channel - letter -- version number - -For example: - -{% include components/inset-text.html - text='vaccinations_under-16_english_standard_letter_v1' - classes='nhsuk-u-margin-top-2' -%} From 7293ab7fee969d13e4e5b1dde02f9869ae1d4394 Mon Sep 17 00:00:00 2001 From: stacey-budd Date: Thu, 21 May 2026 09:30:41 +0000 Subject: [PATCH 2/6] Updates to ServiceNow link and internal links --- .../pages/using-nhs-notify/upload-a-letter.md | 23 ++++++++++--------- 1 file changed, 12 insertions(+), 11 deletions(-) diff --git a/docs/pages/using-nhs-notify/upload-a-letter.md b/docs/pages/using-nhs-notify/upload-a-letter.md index 8979fc5..0b3d2f4 100644 --- a/docs/pages/using-nhs-notify/upload-a-letter.md +++ b/docs/pages/using-nhs-notify/upload-a-letter.md @@ -13,10 +13,10 @@ section: Writing a message Upload a Microsoft Word version of your letter and we’ll print and post it for you. 1. Download a blank Word letter template. -2. Download the correct [fonts for letter templates](https://notify.nhs.uk/using-nhs-notify/formatting/letter-fonts). +2. Download the correct [fonts for letter templates]({% link pages/using-nhs-notify/formatting/formatting-fonts.md %}). 3. Add your letter content to the blank template. -4. Add [formatting](https://notify.nhs.uk/using-nhs-notify/formatting). -5. Add [personalisation](https://notify.nhs.uk/using-nhs-notify/personalisation) fields by using single curly brackets with d. at the start. For example, {d. appointmentDate}. +4. Add [formatting]({% link pages/using-nhs-notify/formatting/formatting-overview.md %}). +5. Add [personalisation]({% link pages/using-nhs-notify/personalisation.md %}) fields by using single curly brackets with d. at the start. For example, {d. appointmentDate}. ## How to upload your letter template @@ -26,8 +26,9 @@ How you upload your template depends on whether: - we've invited you to use the **Upload a letter template** feature in your NHS Notify account {% include components/inset-text.html - text='It can take up to 2 days for letters to be dispatched once you’ve uploaded them. Find out more about [delivery times](https://notify.nhs.uk/using-nhs-notify/delivery-times).' + text='It can take up to 2 days for letters to be dispatched once you’ve uploaded them. Find out more about [delivery times]({% link pages/using-nhs-notify/delivery-times.md %}).' %} + ### If you use the ServiceNow request process Name your letter template clearly so it’s easy to identify, and include: @@ -45,15 +46,15 @@ For example: text='vaccinations_under-16_english_standard_letter_v1' %} -Upload your final letter template by submitting [a ServiceNow request (opens in a new tab)](https://nhsdigitallive.service-now.com/csm). You can include multiple letter templates. +Upload your final letter template by submitting ServiceNow request (opens in a new tab). You can include multiple letter templates. -We’ll send you digital proofs so you [can approve your messages](https://notify.nhs.uk/using-nhs-notify/approve-your-messages). +We’ll send you digital proofs so you [can approve your messages]({% link pages/using-nhs-notify/approve-your-messages.md %}). {% include components/details.html heading='How to raise a Service Now request for letter templates' text=' -1. Go to Service Now (opens in a new tab). +1. Go to Service Now (opens in a new tab). 2. Sign in with your NHS.net account, or register for a Portal account. 3. In the Description field, include the email address you want the proofs sent to and the name of your letter template. 4. For the service, select NHS Notify from the drop-down list. @@ -65,7 +66,7 @@ text=' ### If you can upload letters using your account 1. Log in to NHS Notify and go to **Templates**. Select **New template**. Choose **Letter** as your template type and select **Continue**. -2. Give your template a name and choose which campaign it’s for. +2. Name your template and choose which campaign it’s for. 3. Choose your file and select **Upload letter template file**. 4. Choose your **Printing and postage**. 5. View the **Letter preview**. Check how your personalisation fields appear using short and long example data. @@ -84,9 +85,9 @@ Download a new template each time you create a letter to ensure you’re using t You’ll need the desktop Microsoft Word app. -If you need [accessible formats](https://notify.nhs.uk/using-nhs-notify/accessible-formats), set them up using the standard English letter template. +If you need [accessible formats]({% link pages/using-nhs-notify/accessible-formats.md %}), set them up using the standard English letter template. -Find out more about [letters in other languages](https://notify.nhs.uk/using-nhs-notify/letters-in-other-languages). +Find out more about [letters in other languages]({% link pages/using-nhs-notify/letters-in-other-languages.md %}). ## Formatting your letter template @@ -101,7 +102,7 @@ You can also use [Microsoft Word's format painter](https://support.microsoft.com classes='nhsuk-u-margin-top-2' %} -Find out more about [formatting](https://notify.nhs.uk/using-nhs-notify/formatting) your letter templates. +Find out more about [formatting]({% link pages/using-nhs-notify/formatting/formatting-overview.md %}) your letter templates. ## Links and URLs From 88f80fb54be6ff71943a1df2d46e251912ccd4ef Mon Sep 17 00:00:00 2001 From: stacey-budd Date: Thu, 21 May 2026 09:58:33 +0000 Subject: [PATCH 3/6] Corrected ServiceNow in details component --- docs/pages/using-nhs-notify/upload-a-letter.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/pages/using-nhs-notify/upload-a-letter.md b/docs/pages/using-nhs-notify/upload-a-letter.md index 0b3d2f4..bdccc81 100644 --- a/docs/pages/using-nhs-notify/upload-a-letter.md +++ b/docs/pages/using-nhs-notify/upload-a-letter.md @@ -51,10 +51,10 @@ Upload your final letter template by submitting Service Now (opens in a new tab). +1. Go to ServiceNow (opens in a new tab). 2. Sign in with your NHS.net account, or register for a Portal account. 3. In the Description field, include the email address you want the proofs sent to and the name of your letter template. 4. For the service, select NHS Notify from the drop-down list. From 63bc0070fb206ca797e62c652ea2800dbc56ce25 Mon Sep 17 00:00:00 2001 From: stacey-budd Date: Thu, 21 May 2026 12:34:05 +0000 Subject: [PATCH 4/6] Delivery times link update --- docs/pages/using-nhs-notify/upload-a-letter.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/pages/using-nhs-notify/upload-a-letter.md b/docs/pages/using-nhs-notify/upload-a-letter.md index bdccc81..47a9627 100644 --- a/docs/pages/using-nhs-notify/upload-a-letter.md +++ b/docs/pages/using-nhs-notify/upload-a-letter.md @@ -26,7 +26,7 @@ How you upload your template depends on whether: - we've invited you to use the **Upload a letter template** feature in your NHS Notify account {% include components/inset-text.html - text='It can take up to 2 days for letters to be dispatched once you’ve uploaded them. Find out more about [delivery times]({% link pages/using-nhs-notify/delivery-times.md %}).' + text='It can take up to 2 days for letters to be dispatched once you’ve uploaded them. Find out more about [delivery times](https://notify.nhs.uk/using-nhs-notify/delivery-times).' %} ### If you use the ServiceNow request process @@ -54,7 +54,7 @@ We’ll send you digital proofs so you [can approve your messages]({% link page heading='How to raise a ServiceNow request for letter templates' text=' -1. Go to ServiceNow (opens in a new tab). +1. Go to ServiceNow (opens in a new tab). 2. Sign in with your NHS.net account, or register for a Portal account. 3. In the Description field, include the email address you want the proofs sent to and the name of your letter template. 4. For the service, select NHS Notify from the drop-down list. From 0e35c680fca7a5e8996c4b5c2a842e9dabc235f6 Mon Sep 17 00:00:00 2001 From: stacey-budd Date: Thu, 21 May 2026 13:06:42 +0000 Subject: [PATCH 5/6] Added H2 and fixed ServiceNow link --- docs/pages/using-nhs-notify/upload-a-letter.md | 4 +++- 1 file changed, 3 insertions(+), 1 deletion(-) diff --git a/docs/pages/using-nhs-notify/upload-a-letter.md b/docs/pages/using-nhs-notify/upload-a-letter.md index 47a9627..f8fd33d 100644 --- a/docs/pages/using-nhs-notify/upload-a-letter.md +++ b/docs/pages/using-nhs-notify/upload-a-letter.md @@ -12,6 +12,8 @@ section: Writing a message Upload a Microsoft Word version of your letter and we’ll print and post it for you. +## Create your letter template + 1. Download a blank Word letter template. 2. Download the correct [fonts for letter templates]({% link pages/using-nhs-notify/formatting/formatting-fonts.md %}). 3. Add your letter content to the blank template. @@ -54,7 +56,7 @@ We’ll send you digital proofs so you [can approve your messages]({% link page heading='How to raise a ServiceNow request for letter templates' text=' -1. Go to ServiceNow (opens in a new tab). +1. Go to ServiceNow (opens in a new tab). 2. Sign in with your NHS.net account, or register for a Portal account. 3. In the Description field, include the email address you want the proofs sent to and the name of your letter template. 4. For the service, select NHS Notify from the drop-down list. From 57eab0f0a43b88e91f1996de71d2a3f6ed883ffe Mon Sep 17 00:00:00 2001 From: stacey-budd Date: Thu, 21 May 2026 13:48:29 +0000 Subject: [PATCH 6/6] H2 updated to How to create your letter template --- docs/pages/using-nhs-notify/upload-a-letter.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/pages/using-nhs-notify/upload-a-letter.md b/docs/pages/using-nhs-notify/upload-a-letter.md index f8fd33d..ea2e793 100644 --- a/docs/pages/using-nhs-notify/upload-a-letter.md +++ b/docs/pages/using-nhs-notify/upload-a-letter.md @@ -12,7 +12,7 @@ section: Writing a message Upload a Microsoft Word version of your letter and we’ll print and post it for you. -## Create your letter template +## How to create your letter template 1. Download a blank Word letter template. 2. Download the correct [fonts for letter templates]({% link pages/using-nhs-notify/formatting/formatting-fonts.md %}).