SimplyMerit provides multiple methods for distributing Salary, Bonus, Equity, and Total Rewards letters, allowing administrators to export letters in bulk, route them through managers, or send them directly to employees once approvals are complete.
Letters are distributed from:
Configuration → Standard Exports
Within Standard Exports, letters are organized by type using the following tabs:
Total Rewards Letters
Salary Letters
Bonus Letters
Equity Letters
Each tab follows the same distribution structure, with behavior varying slightly depending on the letter type.
Before You Distribute Letters
Before letters can be generated or sent:
All managers must be in an approved state in the application. This can be done in bulk on Configuration → Manager Activity.
Move SimplyMerit into view-only mode on Configuration → System Control → Lock SimplyMerit for Changes.
Configure PDF file naming conventions on Configuration → System Control → Manage Letters. Please contact SimplyMerit Support if you need help adjusting the file name variables.
Letter templates must be configured and saved under Configuration → Letters.
Employees excluded in the code (for example, via exclusion logic) will not receive letters, regardless of distribution method.
- Verify who will receive email notifications that the letters are ready. This is managed on the Configuration → Communications screen.
Distribution Methods
For each letter type, SimplyMerit supports three distribution methods:
Export all letters (admin download)
Send letters to managers
Send letters directly to employees
Each method is outlined below.
1. Export All Letters (Admin Download)
Location:
Standard Exports → (Letter Type) → All [Letter Type] Letters
This option allows administrators to generate a ZIP file containing individual PDF letters for all eligible employees.
Key Details
One PDF is generated per employee.
PDFs are bundled into a single ZIP file.
No emails are sent to managers or employees.
Commonly used for internal review, auditing, or offline distribution.
Export History
After an export completes, SimplyMerit displays:
Recipient name
Export date/time
Status (Succeeded / Failed)
Download link (“Save to Computer”)
Multiple exports can be run as needed.
2. Send Letters to Managers
Location:
Standard Exports → (Letter Type) → Send [Letter Type] Letters to Managers
This method makes the letters available to managers in SimplyMerit for their respective teams.
How It Works
SimplyMerit sends an email notification to each manager announcing the letters are ready to be downloaded from the application.
The email contains a link back to SimplyMerit.
Manager Experience
If the manager is already logged in, the ZIP file containing their team’s letters downloads automatically.
If not logged in, the manager is redirected to the login page.
After logging in, managers can download letters from their My Team planning screen as shown below.
Important Notes
Ensure "send_emails" is set to "yes" so managers will receive notifications that the letters are ready
Letters are not sent as email attachments to managers.
Managers cannot view letters outside their reporting hierarchy.
- Ensure email addresses are correct for managers (via a Basic Employee Data export under Standard Exports) before sending letters to managers
3. Send Letters Directly to Employees
Location:
Standard Exports → (Letter Type) → Send [Letter Type] Letters Directly to Employees
This method emails letters directly to employees as PDF attachments.
Key Details
Letters are sent as PDF attachments.
Emails are only sent to employees whose adjustments are approved.
Letters can be sent in batches, based on approval status.
Each employee receives only their own letter.
Letter-Type Notes
Ensure "send_emails" is set to "yes" so employees will receive their letter emails
Salary, Bonus, and Equity letters follow standard approval-based batching.
Total Rewards Letters follow the logic defined in the Total Rewards letter syntax, including conditional sections and inclusion rules.
IMPORTANT! Letters often contain sensitive compensation details. If someone other than the intended recipient as access to the recipient's inbox, they would then have access to the sensitive compensation details. This is common with assistants who have access to their executive's inbox.
Letter-Type Differences
While distribution mechanics are consistent, each letter type has specific considerations:
Salary Letters
Reflect merit, promotion, and other salary adjustments.
Often reviewed by managers before employee delivery.
Bonus Letters
Distributed independently of salary letters.
Governed by bonus-specific approval logic.
Equity Letters
Generated only for employees with approved equity grants.
Grant types shown are limited to those imported into SimplyMerit.
Total Rewards Letters
Available only when Enhanced Letters is enabled.
May include salary, bonus, equity, and benefits content in a single statement.
Template selection and preview options are available when enabled.
Letter Structure and Distribution Options
SimplyMerit supports two primary approaches for structuring and distributing employee letters. The approach used is determined by how the letter templates are designed and how the organization chooses to communicate adjustments.
Single Consolidated Letter (Most Common)
All adjustment details can be delivered within a single letter—typically the Salary letter—using conditional logic in the template. In this model:
One PDF is generated per employee
Logic within the letter determines whether sections such as promotion, lump sum, bonus, or equity are shown or hidden
Content is dynamically displayed based on each employee’s data (for example, only showing bonus language if a bonus exists)
Distribution occurs through a single letter type while still tailoring content at the individual employee level
This approach is commonly used to simplify distribution while still maintaining personalized, data-driven messaging.
Separate Letters by Adjustment Type
Alternatively, adjustments can be split into distinct letters, each generated and distributed independently. In this model:
Separate PDFs are produced for Salary, Bonus, Equity, and/or Total Rewards
Each letter type has its own template and distribution workflow
Letters are sent using the corresponding Salary Letters, Bonus Letters, Equity Letters, or Total Rewards Letters distribution options
Employees may receive multiple PDFs depending on which adjustment types apply to them
This approach is often preferred when organizations want clearer separation between compensation components or different delivery timing by adjustment type.
Both approaches are fully supported within SimplyMerit. The correct setup depends on internal communication preferences, approval workflows, and how compensation information should be presented to employees.
Visibility and Access
Admins can view and initiate all exports.
Managers can access letters for their teams.
Anyone reviewing a manager’s worksheet, as well as anyone above that manager in the reporting hierarchy, can see distribution activity.
Employees can only access letters sent directly to them.
Typical Distribution Flow
Configure letter templates under Configuration → Letters
Approve all employee adjustments
Export letters for internal review (optional)
Send letters to managers (optional)
Send letters directly to employees (optional)
Comments
0 comments
Please sign in to leave a comment.