Preferred Names in Templates

Updated: 2024-08-19

TaxCycle includes fields that allow you to easily adjust the client’s preferred name in templates. These fields help with situations where the legal name on file with the Canada Revenue Agency (CRA) does not match the chosen name the person uses day-to-day, including when the CRA doesn’t have a first name on record and requires leaving the first name field blank for EFILE acceptance.

The Engagement worksheet contains fields that determine the names used in templates. These fields take the information entered in the Title, First name, Last name and Preferred name fields on the Info worksheet and create the appropriate format for use in templates. 

If the format does not work for a particular client, you can override these fields and it will flow through to the letters without you ever needing to change or customize a template. 

Field Codes

Salutation (Client) {{CurrentClient.Engage.Engagement.CorrespondenceName}}
Used in English salutation snippets (CSalutation) when referring to the current client.

A separate set of fields determines the names for joint and family letters:

• Salutation {{CurrentClient.Engage.Engagement.CorrespondenceJointName}}
  Used in English salutation snippets (JSalutation) when referring to the current client and spouse together. 
• Client first name {{CurrentClient.Engage.Engagement.CorrespondenceClientName}}
  Used in the body of all templates that reference the client’s first name.
• Spouse first name {{CurrentClient.Engage.Engagement.CorrespondenceSpouseName}}
  Used in the body of all templates that reference the spouse’s first name.

Note that in French templates, the salutation line does not include a name at all. All salutations start with Bonjour.

Format

The name generally uses the following logic:

• If no title is entered: First name (Jeremy)
• If no title is entered but a preferred name is entered: Preferred name (Jerry)
• If a title is entered, regardless of the first name or preferred name entered: Title Last name (Mr. Cortain)
• If no title, first name or preferred name is entered: Last name (Cortain)

This adjusts for couples who have the same last name to avoid repeating the last name: Title. & Title. Last name (Mr. and Ms. Cortain).

Exceptions

• The client name above the address in the CSalutation snippet and the client name on invoice templates always shows the client’s first or preferred name, then the last name, whereas the salutation line (the name after Dear) only uses the last name if you enter a title or there is no first or preferred name entered.
  
• Signature lines use the client’s legal name.
• Email subjects use the preferred names, with the exception of signature email templates that go to TaxFolder, which use the signer’s legal name.
• In letters for deceased taxpayers (DLetter), the address and salutation generally use the legal name as it appears on the tax return, with the preferred name in parentheses when appropriate. If the spouse is referred to in the letter, it uses spouse first name field, above.
  
• In French templates, the salutation line does not include a name. Most salutations start with Bonjour.