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Template Reference

Shortcode Reference

Every shortcode available for use in your email templates — organized by category with examples.

1. Mark Details 2. Dates 3. Client & Contact 4. Pluralization 5. Links & References 6. Formatting & Layout Tips 🌍 Country Codes ↗ ⚙ Patent Codes ↗
Tip — case-insensitive matching: Shortcodes work in any case — {MARK}, {Mark}, and {mark} all substitute the same value. The system also auto-capitalizes the first letter when a lowercase shortcode appears at the start of a sentence (so {goods_services_label} at start of line becomes "Goods").
How shortcodes work: Type any shortcode directly into your email template body or subject line. When you generate emails, IP Workflow Suite replaces each shortcode with the actual data from that deadline card. Shortcodes are case-sensitive and must include the curly braces exactly as shown. If a shortcode's source field is blank, it renders as blank — no error text.
1. Mark Details 32 shortcodes
Information about the trademark(s) on the deadline card. For combined emails (multiple marks, same owner and deadline), shortcodes marked Multi output data for all marks in the group.
ShortcodeOutput & Notes
{MARKS_DETAILS} Multi
Full mark block for every mark in the email — one per line group: Mark Name / Serial No. / Registration No. / Class - Goods & Services. This is the primary mark listing shortcode for email bodies.
ACME BRAND
Serial No. 98123456
Reg. No. 7654321
Class 25 - Clothing, namely shirts and pants
{MARKS_LIST} Multi
Comma-separated list of mark names only. Best for subject lines or inline references.
ACME BRAND, ACME SPORT, ACME HOME
{GOODS_SERVICES_ALL} Multi New
Goods & services for all marks — one per line. Adapts automatically:
Single mark: Class 25 - Clothing, namely shirts and pants
Combined email:
ACME BRAND — Class 25 - Clothing, namely shirts and pants
ACME SPORT — Class 9 - Computer software
{MARK}
Name of the first (or only) mark.
ACME BRAND
{SERIAL}
USPTO serial number or EUIPO application number of the first mark.
98123456
{REG_NO} New
Registration number of the first mark. Available when returned by lookup or entered manually. Blank for pending applications.
7654321
{CLASS}
International class number(s) for the first mark.
25
{GOODS_SERVICES}
Goods and services description for the first mark only. Use {GOODS_SERVICES_ALL} for combined emails.
Clothing, namely shirts and pants
{GOODS_SERVICES_LABEL}
Pluralization-aware label — "good or service" (singular) or "goods or services" (plural). Auto-adjusts based on mark count.
{OWNER}
Mark owner name as returned by lookup or entered manually.
Acme Corporation
{IP_OFFICE}
IP office for the first mark — USPTO, EUIPO, or other.
USPTO
{COUNTRY} New
Country name in noun form, auto-detected from the mark's IP Office. Use in templates like "your {COUNTRY} trademark application."
For CIPO marks: Canada
For USPTO: United States
For EUIPO: European Union
For INPI France: France
For IP Australia: Australia
{COUNTRY_ADJ} New
Country adjective form, auto-detected from the mark's IP Office. Perfect for natural-sounding template language: "your Canadian trademark" or "your French registration."
For CIPO marks: Canadian
For USPTO: U.S.
For EUIPO: E.U.
For INPI France: French
For IP Australia: Australian
For NIPO: Norwegian
{IP_OFFICE_FULL} New
Full official name of the IP office, auto-detected. Use in formal letters: "filed with the {IP_OFFICE_FULL}."
For CIPO: Canadian Intellectual Property Office
For USPTO: United States Patent and Trademark Office
For INPI France: Institut National de la Propriété Industrielle
{DOCKET_NO} New
Your internal docket / reference number for the matter, from the Docket / Reference No. field on the deadline card. Use in subject lines and bodies to reference your file number.
TM-2026-0142
{FILE_NO} New
Alias of {DOCKET_NO} — outputs the same Docket / Reference No. value. Use whichever label reads best in your template.
TM-2026-0142
{MATTER_NO} New
Alias of {DOCKET_NO} — same Docket / Reference No. value (also populated for patent matters).
TM-2026-0142
{DESIGN_MARK_NOTE}
For design marks: inserts a reminder to attach the mark image before sending. For word marks: renders as blank — completely invisible in the email. Place at the end of the email body so it only appears when needed.
Design mark output: [DESIGN MARK — Please attach or insert the mark image before sending this email]
{TSDR_LINK}
Clickable "View on USPTO TSDR" hyperlink in the Outlook email, linking directly to the mark's TSDR record. USPTO marks with a serial number only — blank for EUIPO marks.
{APPLICATION_S}
Pluralization-aware label — "application" (1 mark) or "applications" (2+ marks).
{MARK_S}
Pluralization-aware — "mark" (1 mark) or "marks" (2+ marks).
{FILING_BASIS} {BASIS} {FILED_USE} New
Filing basis of the first mark (e.g., Section 1(a) use-based, 1(b) intent-to-use, 44(e), 66(a)). All three names are aliases for the same value.
1(a) - Use in Commerce
{OWNER_ADDRESS} New
Mailing address of record for the owner of the first mark, when returned by lookup or entered manually.
123 Main St, Wilmington, DE 19801
{LEGAL_ENTITY_TYPE} New
Legal entity type of the owner (e.g., Corporation, LLC, Individual).
Limited Liability Company
{STATE_COUNTRY_ORGANIZED} New
State or country under whose laws the owner entity is organized.
Delaware
{EXTENSIONS_USED} New
Number of Statement-of-Use extension requests used so far (numeric). Blank if none recorded.
2
{EXTENSION_ORDINAL} New
The extensions-used count as an ordinal — handy for phrasing like "your 3rd extension." Blank if none.
3rd
{DOCKET_NO} {FILE_NO} {MATTER_NO} New
Your internal docket / matter / file number for the first mark. All three names are aliases for the same value.
TM-2026-0142
2. Dates 29 shortcodes
All dates output in formatted Month DD, YYYY style (e.g. January 15, 2026). If the source date is not available, the shortcode renders blank.
ShortcodeOutput & Notes
{DEADLINE_DATE}
The action deadline date — the primary date shown on the deadline card. For grace period matters, this is the grace period end date (not the official statutory deadline).
January 15, 2026
{DEADLINE_TYPE}
The action type / deadline label assigned to the card (the purple pill). Use to name the action in the email body or subject.
{DEADLINE_TYPE} → Section 8/15 Affidavit Due
{DAYS_OUT}
Number of calendar days until the deadline date from today. Use in sentences like "…due in {DAYS_OUT} days…" Outputs "TBD" if no deadline date is set.
45
{FILING_DATE}
USPTO application filing date for the first mark.
March 12, 2022
{NOA_DATE} New
Notice of Allowance (NOA) issue date. Available when entered manually or mapped from your docket upload. Used in SOU, ETU, and extension templates to reference when the NOA was issued.
June 4, 2025
{PUBLICATION_DATE} New
Date the mark was published for opposition in the Official Gazette. Auto-populated when USPTO TSDR data is available. Useful in pre-publication confirmations and opposition tracking.
March 12, 2025
{OPPOSITION_DEADLINE} New
Initial 30-day opposition deadline. Auto-calculated as Publication Date + 30 days. Renders blank if no publication date is set.
April 11, 2025
{OPPOSITION_EXTENSION_30} New
Opposition deadline after first 30-day extension. Auto-calculated as Publication Date + 60 days.
May 11, 2025
{OPPOSITION_EXTENSION_60} New
Opposition deadline after second 60-day extension. Auto-calculated as Publication Date + 90 days.
June 10, 2025
{OPPOSITION_FINAL} New
Maximum opposition deadline with consent extensions. Auto-calculated as Publication Date + 180 days. The latest possible date a notice of opposition can be filed.
September 8, 2025
{FIRST_USE_DATE} New
First Use Anywhere date — when the mark was first used anywhere in connection with the goods/services. Auto-populated from USPTO TSDR when available; otherwise enter manually via Edit dialog. Used in SOU and Section 8 affidavit templates.
January 15, 2020
{FIRST_USE_IN_COMMERCE_DATE} New
First Use in Commerce date — when the mark was first used in interstate commerce. Auto-populated from USPTO TSDR when available; otherwise enter manually via Edit dialog. Critical for SOU specimens and Section 8 affidavits.
February 1, 2020
{DISCLAIMER} New
The disclaimer statement from the registration (e.g., "No claim is made to the exclusive right to use 'BAR' apart from the mark as shown."). Auto-populated from USPTO TSDR when available; otherwise enter manually via Edit dialog.
No claim is made to the exclusive right to use "BAR" apart from the mark as shown.
{COLOR_CLAIM} New
Color claim statement for design marks where color is part of the mark. Auto-populated from USPTO TSDR when available; otherwise enter manually via Edit dialog.
The colors red, white, and blue are claimed as a feature of the mark.
{REG_DATE} New
Registration date of the first mark. Available when returned by USPTO/EUIPO lookup or entered manually. Particularly useful in Section 8/15 and Renewal templates.
December 10, 2019
{REG5_DATE} New
Registration date + 5 years. Auto-calculated from the card's registration date. Use in registration confirmation letters to show the Section 8/15 Affidavit of Use window start date.
December 10, 2024
{REG6_DATE} New
Section 8/15 filing window closes — 6 years after registration. Use with {REG5_DATE} to show the full window (e.g., "between {REG5_DATE} and {REG6_DATE}"). Auto-calculated from Registration Date.
June 14, 2030
{REG5_GRACE} New
Registration date + 5 years + 6 months. Auto-calculated from the card's registration date. Use in registration confirmation letters to show the Section 8/15 grace period end date.
June 10, 2025
{REG9_DATE} New
Renewal window opens — 9 years after registration. Use with {REG10_DATE} to show the full renewal window (e.g., "between {REG9_DATE} and {REG10_DATE}"). Auto-calculated from Registration Date.
June 14, 2033
{REG10_DATE} New
Registration date + 10 years. Auto-calculated from the card's registration date. Use in registration confirmation letters to show the Section 8/9 Renewal due date.
December 10, 2029
{REG10_GRACE} New
Registration date + 10 years + 6 months. Auto-calculated from the card's registration date. Use in registration confirmation letters to show the Renewal grace period end date.
June 10, 2030
{DEADLINE_WINDOW_OPEN} New
UNIVERSAL window-opening date — calculated as Deadline Date minus 1 year. Works for ANY renewal cycle (Section 8/15, 1st renewal, 2nd renewal, 3rd renewal, etc.) since each window opens 1 year before its deadline. Pair with {DEADLINE_DATE} to express the filing window in any cycle.
June 14, 2034 (for a deadline of June 14, 2035)
{DEADLINE_GRACE_END} New
UNIVERSAL grace period end date — calculated as Deadline Date plus 6 months. Works for any renewal cycle. Use this to communicate the absolute final date (with grace fees) by which a filing must be made.
December 14, 2035 (for a deadline of June 14, 2035)
{NEXT_RENEWAL_DATE} New
SMART shortcode that returns the NEXT renewal deadline. Logic: if the current deadline is Section 8/15 (Affidavit), returns Registration Date + 10 years. If the current deadline is a renewal, returns Current Deadline + 10 years. Works for any renewal cycle — perfect for Notice of Acceptance templates that need to mention the next future renewal date.
For Section 8/15 acceptance (mark reg 2025): June 14, 2035
For year-10 renewal acceptance: June 14, 2045
For year-20 renewal acceptance: June 14, 2055
{OFFICIAL_DEADLINE} New
The official statutory deadline — same data as {OFFICIAL_DUE} but uses either the manually-entered "Official Deadline" field OR the imported "Official Due Date" field, whichever is populated. Recommended for cross-source compatibility.
March 15, 2026
{OFFICIAL_DUE}
The official statutory due date from your docket system — distinct from {DEADLINE_DATE}. Use when you want to quote the legal deadline separately from your internal reminder date, or when in the grace period to reference the original official deadline. Equivalent to {OFFICIAL_DEADLINE}.
{PRIORITY_DEADLINE}
Filing date + 6 months — the Paris Convention priority deadline for foreign filings. Used in filing report and international opportunity templates.
September 12, 2022
{SOU_DUE_DATE} New
Statement of Use due date for the first mark (the current SOU / extension deadline).
March 15, 2026
{SOU_FINAL_DATE} New
Final Statement of Use deadline after all permitted extensions (36 months from the Notice of Allowance).
March 15, 2028
3. Client, Contact & Firm 5 shortcodes
Personalize emails with the recipient's name (from your Contacts directory) and your own firm details (from firm settings — Team Edition). Firm shortcodes are ideal for email signatures.
ShortcodeOutput & Notes
{CLIENT_NAME}
Contact name from your Contacts directory, matched to the mark owner. Falls back to the owner name if no contact record is found. Use in salutations.
Dear {CLIENT_NAME}, → Dear Jane Smith,
{FIRM_NAME}
Your firm's name, pulled from firm settings. Use in signatures and closings.
Best regards,\n{FIRM_NAME} → Best regards,\nA Step Above Legal Solutions
{ATTORNEY_NAME}
The assigned attorney's name from firm settings. Use when an email should reference the supervising or responsible attorney.
Please contact {ATTORNEY_NAME} with any questions.
{FIRM_EMAIL}
Your firm's contact email address from firm settings.
{FIRM_EMAIL} → info@astepabovelegal.com
{FIRM_PHONE}
Your firm's phone number from firm settings.
{FIRM_PHONE} → (555) 123-4567
4. Pluralization 12 shortcodes
All pluralization shortcodes use the same trigger — the number of marks in the email. One mark = singular. Two or more marks in a combined email = plural. These work automatically — no setup required. Use them to write one template that reads naturally for both single and combined emails.
ShortcodeSingular (1 mark)Plural (2+ marks)
{THIS_MARK}this trademarkthese trademarks
{THE_MARK_S}the trademarkthe trademarks
{MARK_S}markmarks
{APPLICATION_S}applicationapplications
{IS_ARE}isare
{HAS_HAVE} Newhashave
{WAS_WERE} Newwaswere
{IT_HAS_THEY_HAVE} Newit hasthey have
{COVERS_COVER} Newcoverscover
{IT_THEM}itthem
{ITS_THEIR}itstheir
{GOODS_SERVICES_LABEL}good or servicegoods or services
Example using pluralization shortcodes together:
"This is a reminder that {THE_MARK_S} identified below {HAS_HAVE} a Section 8/15 filing due on {DEADLINE_DATE}. {THE_MARK_S} {COVERS_COVER} the following {GOODS_SERVICES_LABEL}…"

Single mark renders as: "…the trademark identified below has a Section 8/15 filing due… The trademark covers the following good or service…"
Combined email renders as: "…the trademarks identified below have a Section 8/15 filing due… The trademarks cover the following goods or services…"
6. Formatting & Layout 4 conventions + 1 shortcode pair
Formatting conventions typed directly in the template editor, plus the INDENT shortcode pair for wrapping blocks of text with indented margins in the Outlook email.
Convention / ShortcodeOutput & Notes
**bold text**
Wrapping text in double asterisks renders as bold in the generated Outlook email. Type directly in the template body — no button needed.
**ACTION REQUIRED** → ACTION REQUIRED
_italic text_
Wrapping text in underscores renders as italic in the generated Outlook email. Type directly in the template body.
_please note_ → please note
Tab button
The Tab button in the template editor toolbar inserts 5 spaces at the cursor position — a single-point indent. Does not affect line wrapping. Good for indenting a word or creating space mid-sentence.
{INDENT} / {/INDENT} New
Wraps everything between the two tags in an indented block in the Outlook email — left margin indent with a subtle left border. All text inside wraps at the indented margin, not the left edge. Use the Indent button in the toolbar to wrap selected text automatically, or type the tags manually.
Template:
The trademark covers the following goods and services:
{INDENT}
{GOODS_SERVICES_ALL}
{/INDENT}

Renders in Outlook as: G&S list indented with left margin — visually distinct from surrounding paragraphs.
{TABLE} / {/TABLE} New
Renders the enclosed content as a clean HTML table in the Outlook email. Each row goes on its own line, with cells separated by the pipe character |. Supports any number of columns. Bold/italic markup and shortcodes work inside cells. First column gets extra right-padding for clean label/value formatting. Perfect for trademark status summaries, comparison tables, or any structured data block.
Template:
{TABLE}
**Registration Date:** | {REG_DATE}
**Eligibility to File Affidavit of Use:** | {REG5_DATE}
**Deadline to File Affidavit of Use:** | {REG6_DATE}
**Deadline to Renew Trademark:** | {NEXT_RENEWAL_DATE}
**Registration Number:** | {REG_NO}
{/TABLE}

Renders in Outlook as: A 2-column table with bold labels in the left column and resolved values in the right column.

💡 Tips for Writing Templates with Shortcodes

Use pluralization shortcodes for every template. Write one template that works for both single marks and combined emails — use {THE_MARK_S}, {HAS_HAVE}, {COVERS_COVER}, {IS_ARE} instead of hardcoding "the trademark has." The tool handles singular vs. plural automatically.

Subject lines support all shortcodes. {MARKS_LIST} works especially well: ACTION REQUIRED: Section 8/15 Affidavit Due – {MARKS_LIST}

Use {INDENT} / {/INDENT} for goods & services blocks. When listing G&S in a maintenance or renewal email, wrap {GOODS_SERVICES_ALL} in the indent tags so the list sits visually indented from the surrounding text. Use the Indent button in the toolbar to wrap selected text automatically.

Use the Tab button for single-point spacing. The Tab button inserts 5 spaces at the cursor — useful for mid-sentence spacing or a quick single indent without wrapping the whole paragraph.

For Section 8/15 and Renewal templates where you want to list what each mark covers, {GOODS_SERVICES_ALL} outputs just the mark name + G&S — cleaner than the full {MARKS_DETAILS} block when you've already listed the marks above.

Use {NOA_DATE} in SOU and ETU templates. Reference the NOA issue date directly: "…your Notice of Allowance issued on {NOA_DATE}…"

Missing data renders blank — not as an error. If {REG_NO} is blank because the mark hasn't been registered yet, it just disappears from the email. Always preview your email before downloading to catch any unexpected gaps.

Template Label must match Action Type exactly (including spacing and capitalization) for auto-matching to work on deadline cards. This is separate from shortcodes but equally important — a mismatch shows a red indicator on the card.
IP Workflow Suite — Trademark Deadline Management for IP Paralegals
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