Before you create your email template, please ensure that your email settings have been established first.
Create a New Email Template
Navigate to Settings, click Configuration.
Select Acknowledgements & Documents.
Add a new template and complete the fields as follows:
Description
Enter a clear description. Include “Email” in the description so the template is easy to distinguish from postal letters or other acknowledgement types.
Document Sent by
Select Email.
Activity Type
Select Email Outbound.
This ensures the email activity is added to a constituent’s timeline when sending manually.
From Email Address
This must match the address configured in Email Server Settings.
From Name
Rules depend on your email provider:
Office 365 and Gmail: Custom From Names are not supported. Any name entered here is ignored and replaced with the sender name set in your own email client.
Other email systems: A custom From Name will appear to recipients.
Even for providers that override the From Name, you must still complete the field for the template to save and send correctly.
Email Subject
Enter the subject line that will appear in the recipient’s inbox.
Active
Set the acknowledgement to Active so it becomes available to select and send.
Add the Body of the Email
Use the Acknowledgement / Document Template editor to create the content of your email.
Insert placeholders as required—the editor functions the same way as the letter template editor.
Format text, add merge fields, and personalise content as needed.
Ensure the template reflects your branding and includes any necessary supporter information.