How to personalize Handwrytten notes at scale using dynamic fields

If you send handwritten cards for business—maybe for customer outreach, thank-yous, or holiday campaigns—you know the pain: writing each message by hand just doesn’t scale. That’s where Handwrytten comes in. It lets you send “handwritten” cards in bulk, but with a twist: you can personalize each note with dynamic fields, so your messages don’t sound like they came from a robot.

This guide cuts through the fluff and shows you exactly how to use dynamic fields to personalize your Handwrytten notes for dozens, hundreds, or thousands of recipients. If you run sales, customer success, marketing, or even just a busy Etsy shop, this is for you.

Let’s get practical.

What Are Dynamic Fields, and Why Should You Care?

Dynamic fields are basically placeholders—little bits of code like {{first_name}} or {{company}} inside your note. When you send out a batch, Handwrytten swaps these fields with the actual info from your spreadsheet or integration.

Why bother? Because “Dear Sarah, thanks for your order” beats “Dear valued customer” every time. Personalized notes get opened, read, and remembered. But writing 500 of them by hand? Not happening.

What’s the catch? If your data’s messy, or if you get too clever with personalization, things can go sideways—think “Dear {{first_name}}” showing up as “Dear ,” or awkward messages if your fields don’t fit the context.

Step 1: Get Your Data in Shape

Personalization is only as good as your data. Garbage in, garbage out. Before you even log into Handwrytten, do this:

  • Export your list—whether it’s customers, leads, donors, whatever—into a spreadsheet (CSV is usually fine).
  • Include columns for every bit of info you want to personalize: first_name, last_name, company, maybe even favorite_product or referral_source.
  • Check for gaps and weird entries. Blank names, ALL CAPS, typos, and weird formatting will show up in your notes. Fix them now, not later.
  • Keep it simple. Don’t overcomplicate. Most people only need 2-3 fields. More than that, and your message starts to feel stitched together.

Pro tip: If you’re pulling from a CRM or e-commerce tool, export a list of just what you need. You don’t need every field from Salesforce.

Step 2: Write Your Note Template (But Don’t Get Cute)

Now, write your note. Think about what you’d actually want to receive in the mail. Avoid stuffing in every dynamic field just because you can.

Example (good):

Hi {{first_name}},

Thanks for your recent order with {{company}}. I hope you love your new {{product_name}}! If you have any questions, just reach out.

Best, Megan

Example (bad):

Dear {{first_name}} {{last_name}}, valued customer at {{company}} who purchased {{product_name}} from us on {{order_date}}, thank you for your purchase!

See the difference? One feels human, the other screams “mail merge.” Use fields to add a personal touch, not to fill space.

What works: - First name and maybe company or product - Mentioning a recent action (“your order,” “joining our event”) - A brief, friendly sign-off

What to avoid: - Overusing fields (it gets obvious) - Trying to fake a relationship you don’t have (“It’s been so long since we last spoke, {{first_name}}!”) - Complex conditional logic (Handwrytten doesn’t do “if this, say that” without outside automation)

Step 3: Upload Your List and Map Fields

Once your template’s ready, it’s time to bring your list into Handwrytten.

  1. Go to the bulk send or campaign section. (The UI changes sometimes, but look for “Send in bulk” or “Upload CSV.”)
  2. Upload your CSV. Make sure your columns match the fields in your template exactly. first_name in your note? You need a first_name column.
  3. Map the fields. Handwrytten will ask you to confirm which column matches which field. Double-check—if you mix up first_name and company, you’ll end up with “Hi WidgetCorp,” instead of “Hi Sarah.”

Headache alert: If you have blank fields, Handwrytten won’t magically fill them in. You’ll get awkward messages (“Hi ,”). Either fill in the blanks or adjust your template to work even if a field is missing.

Step 4: Test Before You Hit Send

Don’t trust software with your reputation. Always preview a few notes.

  • Preview samples in Handwrytten. There’s usually a way to see what your note will look like for a few recipients.
  • Send yourself a test card. It’s worth the few bucks to see the real thing. You’ll spot awkward phrasing, typos, or formatting issues you missed on screen.
  • Check for edge cases. Look for names with special characters, long company names, or anything else that might break the layout.

Pro tip: If you’re sending thousands of notes, try a test batch of 10-20 first. Fix issues, then send to everyone else.

Step 5: Pick Your Handwriting and Card Design

Personalization isn’t just about the words. The style matters, too.

  • Choose a handwriting style that fits your brand. Some look more “real” than others. Avoid anything too perfect—real handwriting is a little messy.
  • Pick a card that makes sense. For business, keep it simple. For holidays or special events, try something seasonal.
  • Don’t overthink it. People remember the message, not the border color.

Step 6: Automate—But Carefully

If you’re sending notes regularly (like after every purchase), you can connect Handwrytten to your CRM or e-commerce platform using Zapier or built-in integrations. Here’s the honest truth:

When automation works: - You’ve got clean, reliable data. - Your message doesn’t need to change often. - You’re not sending anything too sensitive or high-touch.

When to avoid automation: - Your data is messy or inconsistent. - You want to tweak messages frequently. - You need to add a real human touch for VIPs.

Warning: Automation is great, but double-check your first few runs—mistakes multiply fast.

What to Ignore

  • Trying to sound too personal with generic data. “Hope the family is well, {{first_name}}!” is risky if you don’t actually know them.
  • Over-customizing every note. It’s tempting, but it’s not scalable. Stick to 1-2 key fields.
  • Hype about “AI personalization.” Handwrytten’s dynamic fields are simple—no AI magic. That’s a good thing: you’re in control.

Troubleshooting Common Problems

  • Fields not populating? Check your CSV headers and mapping. They must match your template exactly.
  • Weird spacing or line breaks? Preview the notes; sometimes long fields push text around.
  • Recipient didn’t get their note? Check the address in your data. Handwrytten can’t fix typos or missing ZIP codes.

If you mess up: Most people are forgiving. Send a follow-up if you really botch a batch.

Keep It Simple and Iterate

Personalizing Handwrytten notes with dynamic fields isn’t rocket science, but it’s easy to overthink. Start with a basic message and a couple of fields. Test, adjust, and repeat. The goal isn’t perfection—it’s sending something real that actually gets noticed.

Don’t let “scaling personalization” become another buzzword. Just make your notes a little better, one field at a time.