Why it matters
Message templates help you compose and send professional, standardized emails quickly. You can include personalized variables to automatically fill in contact details, making outreach more efficient and accurate.
Key Concepts
Message Template: A reusable pre-written message that can be used for SMS or email.
Email Channel: The email address or domain you select when composing a new message.
Message Variables: Dynamic fields that automatically populate with information such as contact name or company.
Step-by-Step: Use a Message Template in an Email
Start a new message.
Click the pencil icon at the top of the Inbox to create a new message.
Select the email channel.
From the dropdown at the top of the “Start a New Message” window, select the email channel you want to send from.
Enter the recipient’s email address.
Add the contact’s email address in the recipient field.
Add a subject line.
Type the subject of your email in the Subject field.
Insert a message template.
In the message editor at the bottom, click the Templates button.
Search for or select the message template you want to use.
Once selected, the template will automatically populate in the message editor.
If the template includes variables (e.g., contact name, company), they will auto-fill with the correct data.
Review and send.
Edit your message if needed, verify that all variables have populated correctly, and click Send.
Note on Existing Conversations
If you are replying within an existing conversation and choose to use a message template, you cannot add or edit a subject line.
Follow-up emails sent from within a conversation are treated as separate messages, but will not include a subject line.
Templates function the same way as they do for SMS, including variable support.
Tips and Best Practices
Use message templates for frequently sent emails to save time.
Always check that variables have populated correctly before sending.
Add context in follow-up emails, since subject lines are not included in replies.
Keep templates concise and in line with your organization’s tone.
Troubleshooting
Issue | Possible Cause | Fix |
Subject line missing | Sending from an existing conversation | Start a new message to include a subject line. |
Variables not populating | Missing contact data | Verify all variable fields are complete for the contact. |
Template not appearing | Wrong channel selected | Ensure you’re sending through the email channel. |
Related Guides
Using a Message Template in an SMS
Using Message Variables in the Editor
Template Permissions for Message Templates in Whippy
Sending an Email in Whippy