---
title: "Capital Calls & Distributions: Initiating, Reviewing, and Publishing"
description: Learn how to create, review, and send capital call and distribution notices to LPs using ark’s integrated mailings tool. This guide covers initiating a mailing, uploading transactions, applying merge fields, and publishing final communications.
---

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# Capital Calls & Distributions: Initiating, Reviewing, and Publishing

This guide walks you through preparing, reviewing, and sending capital call and distribution notices using ark’s integrated mailings tool.

---

#### **Jump to a Section**

- [What You’ll Learn](https://connect.arkpes.com/knowledge/capital-calls-distributions-initiating-reviewing-and-publishing#what)
- [Who Can Use This Feature](https://connect.arkpes.com/knowledge/capital-calls-distributions-initiating-reviewing-and-publishing#who)
- [Before You Begin](https://connect.arkpes.com/knowledge/capital-calls-distributions-initiating-reviewing-and-publishing#before)
- [Step-by-Step: Creating a Capital Call or Distribution](https://connect.arkpes.com/knowledge/capital-calls-distributions-initiating-reviewing-and-publishing#step1)
- [Step-by-Step: Adding Transactions & Merge Fields](https://connect.arkpes.com/knowledge/capital-calls-distributions-initiating-reviewing-and-publishing#step2)
- [Step-by-Step: Reviewing and Publishing the Mailing](https://connect.arkpes.com/knowledge/capital-calls-distributions-initiating-reviewing-and-publishing#step3)
- [Best Practices](https://connect.arkpes.com/knowledge/capital-calls-distributions-initiating-reviewing-and-publishing#best)
- [FAQ](https://connect.arkpes.com/knowledge/capital-calls-distributions-initiating-reviewing-and-publishing#faq)
- [Next Steps](https://connect.arkpes.com/knowledge/capital-calls-distributions-initiating-reviewing-and-publishing#next)

---

#### **What You’ll Learn**

By the end of this guide, you’ll be able to:

- Set up and configure mailings for capital calls and distributions
- Upload and merge custom transaction data into notices and emails
- Review and publish capital call and distribution batches to investor contacts

---

#### **Who Can Use This Feature**

This feature is available to:

- Ark Client Admin users
- Basic Admin users with fund access

---

#### **Before You Begin**

<iframe style="position: absolute; top: 0px; left: 0px; width: 100%; height: 100%; border: none;" src="https://www.loom.com/embed/17c5da1a521d402dbfe07c9852b4c470?hide_owner=true&amp;hide_share=true&amp;hide_title=true&amp;hideEmbedTopBar=true" width="680" height="340" frameborder="0" allowfullscreen></iframe>

Make sure the following steps are completed before initiating the mailing, more details can be found in the [Preparing Capital Calls & Distributions: Mailings Templates & Folder Setup](https://connect.arkpes.com/knowledge/preparing-capital-calls-distributions-mailings-templates-folder-setup?hsLang=en-us) guide.

- Confirm all investor contacts are **ACTIVE** (Pending and Inactive contacts will not receive emails).
- Ensure **Capital Call** and **Distribution** folders are created and permissioned in the **Document Repository**.
- Verify any **CC emails** are set up under the **Client Configuration** or request Ark support to add them.
- Prepare the three required mailing templates:
  
    1. Word document for the notice (with merge fields)
    2. Word document for the email body (with merge fields)
    3. CSV file with transactions and any custom merge fields

---

#### **Step-by-Step: Creating a Capital Call or Distribution**

<iframe style="position: absolute; top: 0px; left: 0px; width: 100%; height: 100%; border: none;" src="https://www.loom.com/embed/b251c0d6d97447e09b6efc6d02cd0b25?hide_owner=true&amp;hide_share=true&amp;hide_title=true&amp;hideEmbedTopBar=true" width="680" height="340" frameborder="0" allowfullscreen></iframe>

<iframe loading="lazy" class="sl-demo" src="https://app.storylane.io/demo/ktyzhtucek6x?embed=inline" name="sl-embed" allow="fullscreen" allowfullscreen style="position:absolute;top:0;left:0;width:100%!important;height:100%!important;border:1px solid rgba(63,95,172,0.35);box-shadow: 0px 0px 18px rgba(26, 19, 72, 0.15);border-radius:10px;box-sizing:border-box;"></iframe>

1. Go to the **Capital Calls or Distributions** tab under **Mailings** in the Admin Portal.
2. Click **+ Start New Capital Call/Distribution**.
3. Enter a **Name** for the mailing (this displays on the LP portal).
4. Select the **Fund** associated with the call/distribution.
5. Assign one or more **Reviewers** (users who must approve the batch before sending).
6. Upload the **Notice Template** and **Email Template**.
7. Click **Save**, then **Continue to Add Transactions**.

---

#### **Step-by-Step: Adding Transactions & Merge Fields**

<iframe style="position: absolute; top: 0px; left: 0px; width: 100%; height: 100%; border: none;" src="https://www.loom.com/embed/6254005566034161b41b3c2db96c99f8?hide_owner=true&amp;hide_share=true&amp;hide_title=true&amp;hideEmbedTopBar=true" width="680" height="340" frameborder="0" allowfullscreen></iframe>

1. Click **+ Add New Transaction** in the Transactions step.
2. Choose one of the following options:
   
     - **Add Single Transaction**: Manually input individual entries.
     - **Upload From Template**: Upload a .CSV with all transactions and custom fields.
3. Once uploaded, review transactions using the **View** button.
4. Click **Save and Continue** to generate notice PDFs - one per transaction - into the unpublished document folder.

**Note:** Document filenames will follow this format:  
`Fund Name - Investor Name - Capital_Call/Distribution Date`

---

#### **Step-by-Step: Reviewing and Publishing the Mailing**

<iframe style="position: absolute; top: 0px; left: 0px; width: 100%; height: 100%; border: none;" src="https://www.loom.com/embed/85d012913ad249dc8f63246ca4dbae1c?hide_owner=true&amp;hide_share=true&amp;hide_title=true&amp;hideEmbedTopBar=true" width="680" height="340" frameborder="0" allowfullscreen></iframe>

 

1. Go to the **Review Documents** tab.
2. Preview notices, recipient lists, and email text.
3. Approve at least one document in the batch to proceed.
4. Once documents are approved:
   
     - Click **Submit for Review** (if you're the preparer).
     - Reviewers must approve at least one document to enable publishing.
5. Click **Publish and Email** to:![publish](https://connect.arkpes.com/hs-fs/hubfs/publish.png?width=670&height=380&name=publish.png)
   
     - Publish the final notices to the document repository.
     - Send emails to all active investor contacts.

---

#### **Best Practices**

- Run a test batch with dummy fund/investor/contact records to confirm template setup.
- Use merge fields like `<investor_name>`, `<commitment>`, and `<document_link>` for dynamic personalization.
- Upload only active investors with properly permissioned contacts to avoid delivery errors.
- Avoid placing contacts in both the main role and CC role for a notice - they’ll receive duplicate entries.

---

#### **FAQ**

**Q: Can I edit a batch after submission but before publishing?**  
Yes. The original preparer can make changes by returning to any step in the process. Once changed, these will need to be reviewed again.

**Q: What if some documents don’t generate?**  
Ensure those investors have contacts with the correct **Capital Call** or **Distribution** role in active status.

**Q: Can I include percentages or text in notices?**  
Yes. Use additional custom fields in the CSV upload and reference them with merge tags in the notice template.

---

#### **Next Steps**

- Review the [Preparing Capital Calls & Distributions: Mailings Templates & Folder Setup](https://connect.arkpes.com/knowledge/preparing-capital-calls-distributions-mailings-templates-folder-setup?hsLang=en-us) guide for template formatting.
- Track email delivery under **Reports \> Email Delivery Audit**.
- For questions or support, reach out to **[support@arkpes.com](mailto:support@arkpes.com)**.

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