Email templates: Make your communication personal and professional
In Handsal you can tailor the messages your customers and partners receive so they match your company's tone and style. By using merge fields (variables), the system can automatically insert information such as names, dates and titles, ensuring a professional look every time.
What is a template group?
When you choose or create a template, it consists by default of a group of three emails that ensure a common thread through the signing process:
- Signing Request: The first invitation, where the recipient is asked to sign.
- Rejection Mail: The message sent if a party declines to sign the document.
- Completed Mail: The confirmation to all parties when the document is fully signed.
Use merge fields for automation
To make your emails dynamic, you can insert specific codes (variables) that the system automatically fills with the correct data. Here are the main ones you can use:
Signature & Documents
- {{signingParty.Name}}: The recipient's full name (e.g. Anders Hansen).
- {{signCase.Title}}: The title of the document or case (e.g. Lease 2025).
- {{signingParty.SigningRole}}: The role of the recipient, e.g. "Signer".
- {{signCase.ExpiryDate}}: When the signing deadline expires.
- {{cancellation.Reason}}: The reason, if a case is cancelled.
Organisation invitations
- {{inviter.Name}}: The name of the person sending the invitation.
- {{invitation.Role}}: The role assigned to the new user (e.g. Administrator).
- {{invitation.ExpiresAt}}: When the invitation link expires.
Milestones & Reminders
- {{milestone.EventType}}: The type of event, e.g. "Contract expiry".
- {{milestone.EventDate}}: The date of the event.
- {{milestone.Note}}: Your personal note attached to the milestone.
Tip from Handsal
Make your templates even more personal by including contact details for your support at the bottom. Remember that you can always use Live Preview to see exactly how the variables will look before you save your template.