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Use your own salutation form in your e-mails

Julia Walther Updated by Julia Walther

This is a special form of addressing certain guests. It can be used as information to use a special form of address for certain guests only, which differs from the 'standard rules of address'. 

What is your own letter salutation?

The attribute "Own letter salutation" is created with a freely chosen form of salutation for certain guests. You can decide when this rule applies by selecting "contains", "does not contain", "corresponds", "begins with" or "ends with". Thus you can generate an automatic salutation based on the attributes stored in the guest if, for example, terms such as Chancellor or Minister are stored, the salutation would then read Dear Chancellor.

This salutation is then stored within the attribute "Own letter salutation".

If no guest information is available for this attribute, i.e. the attribute remains empty, the regular salutation rules are checked and used step by step.

If this attribute should be filled in for your guests, the complete information will be used as salutation form in the standard configuration of the salutation. All other salutation rules are then neither checked nor used. 

Use of the "Own letter salutation"

Using your own letter salutation is ideal for a small group of guests. For example, if persons with special titles, such as counts, high politicians or other important persons are to be invited to an event, these guests can be addressed individually using their own letter salutation. For these guests you can create a separate salutation for each individual person.

There is also the possibility to use your own letter salutation in certain cases, which applies to all your guests:

  • contains
  • does not contain
  • corresponds to
  • begins with
  • ends with


You want to address all guests who are employees of a certain company in a certain way. So select "contains" and write the name of the company in the field next to it.

does not contain

You can thus set that your own letter salutation is used if neither "Mr" nor "Ms" was selected in the salutation field.

corresponds to

Every guest who has entered "Graf" under "Title" will be addressed with your own salutation.

starts with/ends with can be used in some special cases. 

The "Own letter salutation" has first priority. This means that for each guest, Sweap first checks whether the criteria for using the "Own Letter Salutation" for that guest are met. Only if these criteria are not met will the other stored salutation rules take effect in sequence.However, you can also adjust the priority according to which the system proceeds using simple drag and drop.

Configuration of the "Own letter salutation

Make sure that when you create a salutation for a letter, remember the punctuation marks.


We are planning an event where a prince named Anton Enel Prince of Berlin is expected to attend. Only for this guest we would like to use a "Own letter salutation". For all other invited guests, the attribute remains empty. 

For a change of the own letter salutation we go to Guests and Attributes.

Now the own letter salutation is also displayed within the list of all attributes.

To change it, simply click on "Own letter salutation" or on the pencil symbol. The following window will open:

Now can

  • the name of the attribute changed
  • the type is defined (for example text or number)
  • set the visibility in the app
  • Values of the attribute used 

will be.

For our sample event, we know that a prince is invited. Therefore we leave the attribute as text field and go to the guest overview of the person.

In the guest overview we enter the complete salutation title, name and punctuation marks in the field "Own letter salutation":

Own letter salutation and import from an Excel table

Filling out your own letter salutation and the import function of Sweap can be combined. Simply insert a column "Own letter salutation" into your Excel spreadsheet, which is automatically recognized by the system during the import process and used as the letter salutation.

How did we do?

Create guest salutation with our salutation assistent