How to Customize Email Templates

Personalize subject lines, messages, and fields for professional branded emails #

Customizing email templates in FORMEPIC transforms generic notifications into personalized, branded communications that reflect your organization’s voice and style. Every aspect of your emails—from subject lines to message content—can be tailored with dynamic field insertion, rich text formatting, and your unique branding. This level of customization ensures that whether you’re sending instant notifications, automated thank-yous, or scheduled digests, every email maintains professional quality and delivers exactly the information recipients need.

The true power of FORMEPIC’s email customization lies in its intelligent field insertion system. Instead of static, one-size-fits-all messages, you can create dynamic emails that adapt to each submission. Insert form field values directly into subject lines and messages, and watch as generic templates become personalized communications that address recipients by name, reference their specific requests, and include submission-specific details. Combined with comprehensive rich text formatting tools, you have everything needed to create emails that look and feel professionally crafted.

Beyond basic customization, FORMEPIC’s template system supports advanced scenarios like statistical placeholders for digest emails, multi-recipient configurations, file attachments for autoresponders, and careful attention to email deliverability best practices. This guide walks you through every customization option available, helping you create email templates that engage recipients, convey professionalism, and drive the actions you need.

Accessing Email Template Customization #

Step 1: Open Your Form in Builder

1. Navigate to your Dashboard
2. Click on the form, poll, quiz, or survey you want to customize
3. The Builder interface opens

Step 2: Navigate to Email Settings

1. In the Builder, locate the Email tab in the settings panel
2. Click to open the Email Settings panel
3. You’ll see three tabs: Notifications, Autoresponders, and Digests

Step 3: Select Email Type

1. Choose which email type you want to customize
2. Each type has its own independent template
3. You can customize all three types for the same form

Step 4: Enable the Email Type

1. Toggle the Enable switch on for the email type
2. This activates customization options
3. You can disable without losing customization

Core Template Fields #

Every email template includes these fundamental customization fields:

From Name (Required) #

The name that appears as the sender in recipients’ inboxes.

Best Practices:

• Use your organization or brand name
• Be consistent across all email types
• Keep it recognizable and professional

Examples:

• “FORMEPIC Team”
• “Customer Support”
• “Acme Corporation”
• “Event Registration”

What Recipients See:

From: Customer Support <support@company.com>

From Email (Required) #

The email address the message comes from.

Requirements:

• Must be an email address you own
• Must be verified with your email provider
• Should match your domain for credibility

Best Practices:

• Use role-based addresses (support@, hello@, notifications@)
• Match your From Name context
• Use consistent addresses across communications

Examples:

• support@company.com
• notifications@formepic.com
• hello@yourdomain.com
• noreply@company.com (use sparingly)

Verification:
Most email providers require verification before allowing sending. Check your provider’s documentation for verification steps.

Reply-To Email (Optional) #

Where replies to your email should be directed.

When to Use:

• When you want replies to go to a different address than the From Email
• To consolidate replies into a monitored inbox
• To route responses to appropriate departments

Examples:

• From Email: notifications@company.com
• Reply-To Email: support@company.com

Benefit:
Recipients can reply naturally while responses are routed to the correct team or system.

Subject Line (Required) #

The email subject line that appears in recipients’ inboxes.

Best Practices:

• Keep under 50 characters for mobile visibility
• Front-load important information
• Use dynamic field insertion for personalization
• Be clear and specific
• Avoid spam trigger words

Static Examples:

• “Thank you for your submission”
• “New Contact Form Submission”
• “Weekly Activity Digest”

Dynamic Examples:

• “Thank you {Name} for your submission!”
• “New submission from {Company Name}”
• “Order Confirmation – #{Order Number}”
• “Weekly Digest – {Form Title}”

Message Content (Required) #

The body content of your email.

Available Features:

• Rich text formatting
• Dynamic field insertion
• HTML-based styling
• Multi-paragraph layout
• Links and lists

Minimum Requirement:
Cannot be empty or contain only blank lines. Must have meaningful content.

Dynamic Field Insertion #

The most powerful customization feature—insert form field values directly into templates.

How Field Insertion Works #

Step 1: Position Your Cursor
Click in the subject line or message content where you want the field value to appear.

Step 2: Click Insert Field
Look for the Insert Field button next to the subject or message field. Click it to open the field selector.

Step 3: Select the Field
Choose from the dropdown list of available fields:

• All fields you’ve added to your form
• Special form-level fields ({Form Title}, etc.)
• Statistical placeholders (digest emails only)

Step 4: Field Badge Appears
A colored badge is inserted: {Field Name}

Step 5: Automatic Replacement
When the email sends, the badge is replaced with the actual submitted value for that field.

Available Fields for Insertion #

Form Fields:
Any field you’ve created in your form can be inserted:

• Text fields (Name, Company, Address)
• Email fields
• Number fields
• Selection fields (Dropdown, Radio, Checkbox)
• Payment fields (Amount, Method)
• Date fields
• And all other field types

Form-Level Fields:
Special fields provided by FORMEPIC:

• {Form Title} – The name of your form
• {Time Period} – Date range covered (digest emails)

Statistical Placeholders (Digest Emails Only):

• [Number] – Numeric statistics (viewers, completions, etc.)
• [Percentage] – Rate calculations (completion rate, abandon rate)

Field Insertion Examples #

Subject Line Personalization:

Static: Thank you for your submission
Dynamic: Thank you {Name} for your submission!

Message Personalization:

Hi {Name},

Thank you for submitting your {Form Title} form. We have received your request for {Product Name} and will process it within 24 hours.

Order Details:
- Order Number: {Order Number}
- Amount: {Payment Amount}
- Payment Method: {Payment Method}

If you have any questions, please contact us at support@company.com.

Best regards,
{Company Name} Team

Notification Email:

New submission received:

Contact Information:
- Name: {Full Name}
- Email: {Email Address}
- Phone: {Phone Number}
- Company: {Company Name}

Message:
{Message Content}

Form: {Form Title}
Submitted: [Timestamp]

Payment Field Insertion #

Payment fields (Stripe, PayPal) have special formatting:

Available Values:

• {Payment Amount} – The total paid
• {Payment Method} – Card brand or payment type
• {Order Number} – Transaction identifier (if configured)

Example:

Payment of {Payment Amount} via {Payment Method} has been processed successfully.

Result:

Payment of $49.99 via Visa has been processed successfully.

Multiple Field Insertion #

Insert as many fields as needed in any combination:

Subject: {Form Title} - New submission from {Name}

Hello Team,

New {Form Title} submission:

- Name: {Name}
- Email: {Email}
- Phone: {Phone}
- Company: {Company}
- Product: {Product Name}
- Quantity: {Quantity}
- Comments: {Comments}

Please follow up within 24 hours.

Rich Text Formatting #

The message editor provides comprehensive formatting tools for professional emails.

Text Styling #

Bold – Emphasize important information

<strong>Important:</strong> Please respond within 24 hours.

Italic – Add subtle emphasis or style

<em>Thank you for choosing FORMEPIC</em>

Underline – Highlight key points (use sparingly)

<u>Action Required</u>

Strikethrough – Show changes or corrections

<s>$99</s> Now $49!

Headers and Structure #

Use headers to organize content and create visual hierarchy:

Heading 1 – Main email title

<h1>Welcome to FORMEPIC!</h1>

Heading 2 – Section headers

<h2>Order Details</h2>

Heading 3 – Subsections

<h3>Shipping Information</h3>

Lists #

Bulleted Lists – Unordered information

What happens next:
* We'll review your submission
* You'll receive confirmation within 24 hours
* Our team will contact you to schedule next steps

Numbered Lists – Sequential steps

How to get started:
1. Download the attached guide
2. Review the instructions
3. Complete the onboarding form
4. Schedule your orientation call

Links #

Make text clickable with hyperlinks:

Toolbar Method:

1. Select text to link
2. Click link button in toolbar
3. Enter URL
4. Click Apply

Example:

Visit your <a href="https://formepic.com/dashboard">dashboard</a> for more details.

Best Practices:

• Use descriptive link text (not “click here”)
• Link to relevant resources or next steps
• Verify links work before saving

Text Alignment #

Left Align – Standard for most content

Center Align – Headers, calls-to-action

Right Align – Dates, signatures (rare)

Justify – Long paragraphs (use sparingly)

Colors #

Text Color – Change text color for emphasis

<span style="color: #007bff;">Important notification</span>

Background Color – Highlight text with background

<span style="background-color: #fff3cd;">Action Required</span>

Best Practices:

• Use colors sparingly for maximum impact
• Ensure sufficient contrast for readability
• Match your brand colors
• Test how colors appear in different email clients

Paragraph Spacing #

The editor automatically manages paragraph spacing, but you can:

• Press Enter once for new paragraph
• Press Shift+Enter for single line break
• Use spacing for visual breathing room

Email Type-Specific Customization #

Different email types offer unique customization options:

Notification Email Customization #

Recipient Field:
Enter one or multiple email addresses (comma-separated):

john@company.com, sarah@company.com, alerts@company.com

Content Strategy:

• Include all critical submission details
• Make information easily scannable
• Add context about what to do next
• Link to dashboard for full details

Example Template:

Subject: New {Form Title} - {Name}

New submission received:

Contact Info:
- Name: {Name}
- Email: {Email}
- Phone: {Phone}

Details:
- {Field 1}: {Value 1}
- {Field 2}: {Value 2}

View full submission: [Dashboard Link]

Autoresponder Email Customization #

Email Field Selection:
Choose which email field from your form receives the autoresponder. Only submissions with values in this field will receive emails.

Attachment Support:
Add file attachments to deliver resources:

1. Click Add Attachment button
2. Upload file from computer
3. File appears in attachments list
4. Delete with X button if needed

Supported Files:
PDF, DOCX, XLSX, PNG, JPG, ZIP, and more

Content Strategy:

• Warm, welcoming tone
• Confirm what they submitted
• Set expectations for next steps
• Provide contact information
• Make attachments relevant

Example Template:

Subject: Thank you {Name}!

Hi {Name},

Thank you for submitting the {Form Title} form. We've received your information and will get back to you within 24 hours.

What happens next:
1. Our team reviews your submission
2. You'll receive a confirmation email
3. We'll contact you to schedule next steps

In the meantime, check out the attached guide for helpful information.

If you have any questions, reply to this email or contact us at support@company.com.

Best regards,
The FORMEPIC Team

[Attached: Getting Started Guide.pdf]

Digest Email Customization #

Frequency Settings:

• Daily – Time selection only
• Weekly – Day of week + time selection
• Monthly – Day of month + time selection

Recipient Field:
Enter one or multiple email addresses (comma-separated):

manager@company.com, team@company.com, stakeholders@company.com

Statistical Placeholders:
Use these special placeholders that auto-populate with data:

• Unique Viewers: [Number]
• Starters: [Number]
• Completions: [Number]
• Abandons: [Number]
• Completion Rate: [Percentage]%
• Abandon Rate: [Percentage]%
• Time Period: [Time Period]

Content Strategy:

• Provide high-level overview
• Include key statistics
• Link to dashboard for details
• Format for quick scanning

Example Template:

Subject: Weekly Digest - {Form Title}

Here is your weekly digest for {Form Title} covering [Time Period].

Summary Statistics:
* Unique Viewers: [Number]
* Form Starters: [Number]
* Completions: [Number]
* Abandons: [Number]
* Completion Rate: [Percentage]%

Performance Insights:
Your form completion rate is [Percentage]%, with [Number] new submissions this week.

View detailed analytics and individual responses in your dashboard:
[Dashboard Link]

Best regards,
FORMEPIC Reports

Template Best Practices #

Subject Line Optimization #

Length Guidelines:

• Mobile-Optimal: Under 40 characters
• Desktop-Optimal: Under 60 characters
• Maximum: 78 characters before truncation

Effective Patterns:

• Action-oriented: “Confirm your submission”
• Informational: “Your order #{Order Number}”
• Personalized: “{Name}, thanks for reaching out”
• Time-sensitive: “Action required: Review your application”

Avoid These:

• ALL CAPS
• Excessive punctuation!!!
• Spam trigger words (FREE, URGENT, ACT NOW)
• Misleading or clickbait phrasing

Message Content Optimization #

Structure:

1. Opening – Greeting and context
2. Body – Main information and details
3. Next Steps – Clear calls-to-action
4. Closing – Contact information and signature

Readability:

• Use short paragraphs (2-3 sentences)
• Break content with headers and lists
• Include white space for visual breathing room
• Front-load important information

Tone:

• Professional yet friendly
• Clear and concise
• Action-oriented
• Consistent with your brand voice

Mobile Optimization:

• Most emails are read on mobile devices
• Keep paragraphs short
• Use larger font sizes
• Make links easy to tap

Personalization Strategy #

High-Impact Personalizations:

• Recipient name in greeting
• Specific details about their submission
• Relevant next steps based on their responses
• Tailored recommendations or resources

Low-Value Personalizations:

• Generic field insertions that don’t add meaning
• Over-personalization that feels invasive
• Repeating information they already know

Balance:
Use field insertion strategically where it adds genuine value, not just because you can.

Email Provider Integration #

Selecting a Provider #

Email templates require a connected email provider:

1. In Email Settings, locate Email Provider Integration
2. Click dropdown to select from connected providers
3. If no providers available, click Add Integration
4. Choose provider type and enter credentials
5. Save and select for your email template

Provider Compatibility #

Attachment Support:
Most providers support autoresponder attachments:

• ✅ Resend, SendGrid, Mailgun, Postmark
• ✅ Brevo, Mailjet, Elastic Email
• ✅ Mailchimp Transactional
• ⚠️ SMTP (requires additional setup)
• ⚠️ Amazon SES (basic support)
• ❌ Google Workspace, Microsoft 365 (OAuth required)

Rich Formatting Support:
All supported providers handle HTML-formatted email content.

Using the Same Provider #

You can use the same email provider across all three email types (notifications, autoresponders, digests) or select different providers for each type based on your needs.

Testing Your Templates #

Before launching, always test your templates:

Test Email Feature:

1. Configure and save your template
2. Click Send Test Email button
3. Enter recipient email address
4. Click Send
5. Check inbox and spam folder
6. Verify formatting, field insertion, and links

What to Verify:

• ✓ Subject line displays correctly
• ✓ From Name and Email are correct
• ✓ Field insertions show proper values
• ✓ Formatting renders as expected
• ✓ Links work correctly
• ✓ Attachments deliver (autoresponders)
• ✓ Email doesn’t land in spam

Requirements #

To customize email templates:

1. Active form – Form must be created and saved
2. Connected email provider – At least one provider integration configured
3. Email field in form (for autoresponders) – Required for email delivery to respondents

Tips and Tricks #

Effective Field Insertion:

• Use {Name} in subject lines for personal touch
• Insert {Form Title} for context in multi-form workflows
• Reference {Order Number} or {Payment Amount} for confirmations
• Include {Company Name} in B2B communications

Template Reusability:

• Create a master template for common scenarios
• Copy successful templates between forms
• Maintain consistent branding across all templates
• Save complex formatting patterns for reuse

Mobile Optimization:

• Preview emails on mobile devices
• Keep content concise and scannable
• Use single-column layouts
• Make buttons/links large enough to tap

Deliverability:

• Use verified sender domains
• Avoid spam trigger words and excessive caps
• Include physical address if sending marketing emails
• Provide easy unsubscribe method (autoresponders)

Time-Saving Shortcuts:

• Use Insert Field button instead of typing manually
• Copy/paste formatted content between templates
• Save provider configuration for reuse across forms
• Test once, deploy to multiple email types

A/B Testing Ideas:

• Test different subject line formats
• Compare personalized vs. generic greetings
• Experiment with message length
• Try different call-to-action phrasing

Important Notes #

⚠️ Save Before Testing – You must save your template configuration before sending test emails.

⚠️ Field Insertion Syntax – Always use the Insert Field button. Manual typing won’t work and fields won’t be replaced.

⚠️ Attachment Size Limits – Most providers limit attachments to 10-25 MB. Check your provider’s limits.

⚠️ HTML Formatting – The rich text editor generates HTML. Complex formatting may render differently across email clients.

⚠️ Statistical Placeholders – Only work in digest emails. They won’t populate in notifications or autoresponders.

⚠️ Empty Fields – If a respondent doesn’t fill out an optional field, the placeholder will show as empty or “[Not Provided]”.

⚠️ Test Mode – Submissions in Test Mode don’t trigger emails. Toggle Test Mode off to enable email sending.

Common Issues & Troubleshooting #

Problem: Field values not showing in emails

• Solution: Use the Insert Field button instead of typing field names manually. Verify the field exists in your form and has a value in the submission.

Problem: Formatting looks broken in received emails

• Solution: Different email clients render HTML differently. Test in multiple email clients (Gmail, Outlook, Apple Mail). Simplify complex formatting for better compatibility.

Problem: Can’t insert certain fields

• Solution: Only fields that exist in your form appear in the Insert Field dropdown. Add the field to your form first, then it will be available for insertion.

Problem: Attachments not delivering

• Solution: Verify your email provider supports attachments. Check file size is within limits. Ensure files uploaded successfully before sending. Try a different provider if issues persist.

Problem: Subject line appears cut off

• Solution: Keep subject lines under 50 characters for mobile visibility. Email clients truncate long subject lines differently.

Problem: Emails going to spam

• Solution: Verify sender domain. Avoid spam trigger words. Don’t use excessive caps or punctuation. Ensure email provider domain is properly configured with SPF/DKIM records.

Problem: Can’t save template

• Solution: Verify all required fields are filled (From Name, From Email, Subject, Message). Check that email provider integration is selected. Ensure message content isn’t empty.

Problem: Test email button disabled

• Solution: Save your template first. Verify all required fields are completed. Check that an email provider is selected.

Problem: Statistical placeholders not working

• Solution: These only work in digest emails. Make sure you’re in the Digests tab, not Notifications or Autoresponders.

Problem: Want to use the same template across multiple forms

• Solution: FORMEPIC doesn’t have template sharing yet. You’ll need to manually copy the content from one form’s email settings to another.