---
title: Printing an appointment letter in Helix
description: "The Appointment Letter in Helix is a printable document that confirms a patient’s booking details. It can be given to patients as proof of appointment and may include important information such as doctor name, date/time, service, clinic location, and more.\n\nYou can choose to print a default format or use a custom-designed template with your clinic’s branding and preferred layout."
---
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August 8, 2025
# Printing an appointment letter in Helix
## The Appointment Letter in Helix is a printable document that confirms a patient’s booking details. It can be given to patients as proof of appointment and may include important information such as doctor name, date/time, service, clinic location, and more.
### 🧭 Overview
Before you can print appointment letters, your clinic must choose whether to:
1. Use the **default Helix letter format**
2. Upload and assign **custom templates** (PDF format with placeholders)
Once set up, letters can be printed directly from the Calendar when viewing a booked appointment.
### 📝 Configuration Guide
#### **A. Choose Default Template Mode**
📍 Path: **Control Panel → System Settings → Branch Settings**
1. Scroll to the **Appointments and Scheduling** section.
2. Find the option: **Use Appointment Letter Templates**
3. Choose:
- **OFF** → Use Helix’s default letter format
- **ON** → Use custom templates (uploaded by your team)
#### **B. Upload a Custom Appointment Letter Template (if ON)**
📍 Path: **Control Panel → Templates → Document Templates**
1. Click **+ Add** (top right)
2. In the pop-up:
- **Name** your template (e.g., “Dermatology Letter”)
- Select which **branches** it applies to
- Upload your **PDF template**
3. Once uploaded:
- A preview appears
- Use the green arrows to navigate if the PDF has multiple pages
**Add Placeholders to the Template**
Placeholders are smart fields that automatically fill in details like patient name, appointment time, or doctor name.
1. From the dropdown list, select a placeholder (e.g., “Patient Name”, Doctor's Name, etc)
2. Click the spot in the template where it should appear
3. To create a **new placeholder**:
- Type the name into the dropdown
- Click **Add Item**, then place it
4. Click **Undo** to remove the last placement if needed
5. Click **Add** to save the template
🟢 Log out and back in to activate the new template
### **Print the Appointment Letter**
📍 Path: **Calendar → Click on a booked appointment**
1. Click the **“Print Appointment Letter”** icon
2. Depending on setup:
- If **default mode** is active → letter prints immediately
- If using **custom templates** → a dropdown appears
3. Choose the desired template
4. Helix fills in all placeholders and generates the printable letter
### ❗Common Issues & Fixes
| **Issue** | **Cause** | **Resolution** |
| --- | --- | --- |
| Can’t see custom templates | Not uploaded or not assigned to branch | Go to **Control Panel → Templates → Document Templates** and verify |
| Placeholders show as blank | Not placed properly on the template | Edit the template and re-insert the placeholder in the correct location |
| Wrong template used | Default template is active | Switch ON the Use Templates option in Branch Settings |
### ✅ Pro Tips
- Use **custom templates** to include clinic logo, disclaimers, or instructions
- Create different templates for departments (e.g., Dental, Surgery, Pediatrics)
- Always preview placeholders before finalizing a template
- Use **placeholders** for consistent and error-free letters
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- [Templates](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#templates)
- [System Settings](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#system-settings)
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