At my previous job, we had monthly spreadsheets that downloaded information from our database. From those spreadsheets, we performed a mail merge from excel to word.

The hard part was building the mail merge letter template. You had to use the exact spreadsheet that would be used to complete the mail merge, to build the template. Unfortunately, they never trained me on this step.

But once the template was built, it was used each month to issue our renewal letters. Save this mail merged file at this point, to have as your master letter file.

The next step was to "print" them as a PDF file, which saved them as individual files from the entire master mail merge file, you don't actually print them. But, someone needs to set up the "PDF Printer" on the treasurers computer, along with a yearly folder to hold the files.

Now, you have your individual letters to send electronically to your members as needed.

The hardest part of the process is setting up the template, to select from the correct columns on the spreadsheed.