Email Templates
Manage email templates for order confirmations, shipping notifications, and more
Email Templates
Email templates determine which automatic emails your customers receive – from order confirmations and shipping notifications to welcome messages. In this article, you will learn how to manage and customize these templates to suit your needs.
Overview
The Email Templates page shows all available templates in a list:
- Name - Name of the template (e.g., "Order Confirmation")
- Event - Which event triggers the email
- Subject - The subject line of the email
- Status - Active or inactive
- Layout - Which design layout is used
Available Email Events
Email templates can be configured for the following events:
Orders
| Event | Description | Typical Time |
|---|---|---|
| Order Confirmation | Confirmation after successful order | Immediately after order completion |
| Order in Progress | Info that the order is being processed | After status change |
| Shipping Confirmation | Notification with tracking information | After shipping |
| Order Completed | Confirmation of successful delivery | After completion |
| Order Cancelled | Information about cancellation | After cancellation |
Customers
| Event | Description | Typical Time |
|---|---|---|
| Welcome | Greeting new customers | After registration |
| Email Confirmation | Verification link for the email address | After registration |
| Password Reset | Link to reset password | After request |
| Invitation | Invitation to register in the shop | After invitation by admin |
Invoices
| Event | Description | Typical Time |
|---|---|---|
| Invoice Created | New invoice with PDF attachment | After invoice creation |
| Payment Reminder | Reminder for outstanding payment | After due date |
Edit Template
Click on a template to edit it:
Subject Line
The subject line is the first thing the recipient sees. Formulate it clearly and concisely:
- Good: "Your order #12345 has been shipped"
- Bad: "Update on your order"
You can use placeholders that are automatically filled with the correct data (e.g., order number, customer name).
Email Content
The main content of the email is edited as HTML. You can:
- Format text (bold, italic, headings)
- Insert links (e.g., to the order overview in the shop)
- Use placeholders for dynamic content
- Embed images (e.g., your logo)
Choose Layout
Choose a design layout for the email:
- Layouts determine the basic appearance (header, footer, color scheme)
- All emails should use the same layout for a consistent appearance
- The layout typically includes your logo and company colors
Reply-To Address
Specify which email address replies will be sent to:
- By default, the shop's contact email is used
- You can specify a different address (e.g., support@yourcompany.com)
- Make sure the address is checked regularly
Activate or Deactivate Template
- Active Templates - The email is sent automatically when the event occurs
- Inactive Templates - The email is not sent, even if the event occurs
Note: Only deactivate important templates like the order confirmation if you are sure that customers will receive this information through other means.
Best Practices
Professional Appearance
- Use your company logo in the email header
- Use your corporate colors in the layout
- Write in a friendly, professional tone
- Always include contact information
Legal Requirements
- Always include an imprint (this is usually already integrated into most layouts)
- Add an unsubscribe link for marketing emails
- Ensure the sender address is correct
Content Tips
- Keep emails short and concise
- Use clear calls to action (e.g., "Track Order")
- Test emails by placing a test order
- Check the display on different devices (desktop and mobile)
Frequently Asked Questions
Can I create my own email events? No, the available events are predefined. However, you can freely design the content of each template.
Are emails sent in the customer's language?
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