How to Create Email or Letter Templates

Email or Letter Templates save time and ensure your team delivers a consistent message to prospects and customers.

Note: Your email signature is automatically applied to emails sent from the system. You do not need to add an email signature to email templates.

Use Case: In the real estate industry, agents often need to send follow-up emails to potential buyers. By using email templates, agents can quickly send personalized yet consistent messages, improving their response time and customer engagement.

Benefits:

1. Efficiency: Templates reduce the time spent drafting emails from scratch.

2. Consistency: Templates ensure all communications maintain a uniform tone and message.

In this article,

1. Email Templates

2. Letter Templates

3. Merge Fields

To Create Email Templates:

1. Select the "Admin" tab in the left navigation menu.

2. Locate the "Manage Templates" section on the admin screen (on the far right) and select the "Email Templates" link. Your page will refresh.

3. Scroll down and click the "Add New Email Template" button. You will select this to begin creating your template.

4. Add the name, description, subject, and body of your email template. Click Add Email Template to finish.

Once added, here's how your email templates will appear. You can edit or delete them using appropriate action icons.

To Create Letter Templates:

1. Select the "Admin" tab in the left navigation menu.

2. Locate the "Manage Templates" section on the admin screen (on the far right) and select the "Letter Templates" link. Your page will refresh.

3. Scroll down and click the "Add New Letter Template" button. You will select this to begin creating your template.

4. Add the template's name, description, and body. Click Add Letter Template to finish.

Once finished, letter templates will appear this way. You can edit or delete templates using appropriate icons. 

Using Merge Fields in Your Email Template

You can use both standard and custom merge fields in your email templates. Note their formatting requirements to ensure proper data merging.

Standard Data Fields and Their Merge Values

 

Important things to NOTE: 

• When using these merge values you must put double brackets on each side.  Example: {{first_name}}

• These values will still display as {{first_name}} and not "John" when you are sending your email, however, if the merge value is supported and entered properly it will display the correct data when the email is received by the contact.

 

Individual Contact Merge Fields

 

Field name in the contact record	Merge value to use
First Name	{{first_name}}
Last Name	{{last_name}}
Salutation	{{salutation_dear}}
Formal Name	{{salutation}}
Website	{{website}}
Address	{{home_address}}
Address 2	{{home_address2}}
City	{{home_city}}
State	{{home_state}}
Postal Code	{{home_postal_code}}
Country	{{home_country}}
Home Phone	{{phone}}

   

 

Business Contact Merge Fields

 

Field name in the contact record	Merge value to use
Business Name	{{business_name}}
Address	{{business_address}}
Address 2	{{business_address2}}
City	{{business_city}}
State	{{business_state}}
Postal Code	{{business_postal_code}}
Country	{{business_country}}

 

 

Please Note:  While Merge fields will appear with brackets before you send the email, they will display the actual data in that particular field of the contact record when the email is received by your contact.  For example: {{first_name}} will appear as {{first_name}} before you send the email, but if "John" is in the "first name" field, then "John" will display when your contact sees the email.  

Custom Data Fields and Their Merge Values

Custom data fields— You can create your own custom fields and use them in your template. Follow these steps to access the Custom Fields section of your account.

• Admin tab
• Customize Account link under the "Manage Account" section
• Choose the Custom Fields tab

To create the merge field for a custom field, you will use the same double bracket method, but make sure you have an underscore replacing spaces. 

And that's it! If you encounter any issues or have any questions, don't hesitate to reach out to our support team.