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Preparing Capital Calls & Distributions: Mailings Templates & Folder Setup

This guide walks you through how to prepare the required templates and folder setup before launching a capital call or distribution mailing in ark.

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What You’ll Learn

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

  • Prepare properly formatted templates for capital call and distribution mailings

  • Create and permission document folders for capital call and distribution notices

  • Understand merge fields and how to structure transaction files

Who Can Use This Feature

This feature is available to:

  • Ark Client Admin users

  • Basic Admin users with fund access

 

Step-by-Step: Preparing the Mailings Templates

You’ll need three components before initiating a mailing batch:

1. Notice Template (Word Document)

Prepare a notice template with hardcoded language and supported merge fields.

Supported merge fields include:
  • <commitment>
  • <pre_paid_in_capital> - this is the total amount of paid in capital before considering the transaction that is currently being run.
  • <post_paid_in_capital> - this is the total amount of paid in capital after considering the transaction that is currently being run.
  • <pre_remaining> - this is the total remaining commitment before considering the transaction that is currently being run.
  • <post_remaining> this is the total remaining commitment after considering the transaction that is currently being run.
  • <fund_name>
  • <fund_address>
  • <investor_name>
  • <send_date>
  • <transaction_date>
  • <transaction_amount>
  • Additional merge fields can be created via your CSV upload and referenced as <custom_field_name> 
Example:

template body

2. Email Body Template (Word Document)

Prepare a plain Word document with email body content and any necessary merge fields.

Recommended tags:
  • <document_link> - this needs to be merged into the email language. Once users click this link and enter valid credentials, the document will automatically download to their device.
  • <portal_link>
Example:

email body

3. Transaction Upload CSV

This file contains the capital call or distribution transaction details.

Include required fields like:

  • fund_name

  • investor_name

  • transaction_amount

  • transaction_type

  • transaction_date

  • transaction_quarter

  • is_capital_call (Y) or is_distribution (Y)

You may also include custom columns (e.g., component breakdowns) as long as they are non-empty.

Note: Remove the uuid column before uploading to avoid system errors.

Example:

template

Step-by-Step: Setting Up Document Folders

To ensure that generated notices are stored and permissioned correctly:

  1. Navigate to the Documents tab in the Admin Portal.

  2. Create two folders: one for Capital Calls and one for Distributions.

  3. For each folder:

    • Assign the appropriate contact role (Capital Call, Capital Call CC, Distribution, or Distribution CC).

    • Confirm roles are permissioned under Teams > Roles.

  4. Use subfolders as needed, but ensure main folders are set correctly.

Missing folders or misconfigured permissions will result in mailing setup errors.

Best Practices

  • Always test your templates with a sample contact before sending.

  • Use clear, descriptive filenames for templates (e.g., Q2_2025_Distribution_Template.docx).

  • Validate your merge fields by previewing email content before sending.

  • Store reusable templates in a centralized shared folder for your team.

Next Steps