How To Create Email Templates

Team Polymail

Sending emails as a business can be, well, stressful. 

You may find yourself typing the same general information over and over throughout the day -- you may find you always compose new email messages with the same email marketing schpiel with a couple tweaks to help make for responsive emails, all while hoping you didn't made a mistake. 

To make matters worse, you’re often not the only one sending emails for the company, so it's unlikely that formatting, headers, or signatures will be uniform as people email clients. 

Using Templates For Your Team

Working as a team can be vital for the success of many businesses. Communication, even internally when using comments with Polymail, can become quite time consuming. You don’t want the need for explaining what needs to be within an email. 

Creating templates can save time, money, and create a standardized voice for the company. Best of all, Polymail makes it easy to customize emails -- no need for HTML email templates or HTML code knowledge. Polymail's email editor and template builder is intuitive in functionality to make it easier than ever to make customization doable by anyone right in their own email hub. 

Saving Time

We’ve all heard the saying that time equals money, but what does that really mean? 

Depending on the workflow, you could be spending up to 28% of the work day reading and responding to emails. In the idea of time equals money, this means hours of your day is spent sitting at a desk.

Of course, emails need to be sent. This is the primary method for communication for many businesses both internally and externally. 

Templates allow you to write common emails once, spending a little more time proofreading once, that way when you send the emails later you can save time and move to the next task. 

Standardized Voices

Each member of your team has a different written voice, and while some of the differences may be small, creating a standardized method of writing can save you time, money, and the worries associated with company voice and message layout. 

It’s important to have a stable company voice and style, as this is ultimately your representation and branding to the email recipient. 

Templates streamlines the standardization of a company voice, allowing messages to be sent the same every time. 

Reduce Your Potential Errors

We’re all human, and mistakes happen. Mistakes found within a sent email can be a bit embarrassing. The simple reality is, you may not have time to review every single word when writing or responding to emails. Templates allow you to write your message one time, give it an in-depth review, and ensure that your wording and information is correct.

When sharing an email with your team, it allows more eyes to see the same message and potentially catch any errors. 


Templates are about more than just wording, it’s about the visual representation of the company. 

Each company will have a series of designs that should be used in every email, such as a logo, color scheme, and general layout. Email templates allow you to create a series of email design templates to be used by your team that follow this company design profile. 

It’s important to stay consistent, since this creates instant visual recognition of your brand and the impression potential of the email. Allowing for uniform appearance and design to remain consistent across your team will create a heightened feeling of professionalism when dealing with customers, vendors, and other businesses. 

Creating Templates

It’s important to set some time aside to make your templates. You’re going to want them to be very precise and accurate, since they will often be sent to various recipients. 

While looking at Polymail, you will see a series of options along the side known as your Sidebar. Click the Templates tab within your sidebar. 

A blue box will appear, click where it says + Create New Template.

Be sure to Create A Unique Filename that will be easy to recognize when looking through a list. 

The Subject will appear as the subject of the email to the recipients. Subjects should be catchy or attention grabbing to receive clicks

Begin writing, be sure to be clear and concise, creating an easy to read message. You don’t want your emails to fall within the 84% of emails considered spam, many mislabeled.

To insert customized information known as placeholders, such as a name, place tags within {{_____}} ensuring you don’t add any spaces such as {{FirstName}}. If you would like to place two separate pieces of personable information, split them with an underline such as {{FirstName_LastName}}.

Placeholders can be customized to match your needs, allowing you to insert information such as name, dates, prices, or other information specific to the recipient's profile. 

Once you’re finished writing your template, be sure to proofread it thoroughly. You’re creating this template to save time later, and should avoid needing heavy proofreading when you’re sending emails.

Sharing Your Templates

Now that you have created a custom template, it’s time to decide who needs this template. Since you are the creator, only you can see or use this template. 

Once you have clicked into the template, at the very top it will show who has access within your team. New templates should state that This Template Is Private To You, and can be shared by clicking the blue text stating Share With Polymail. 

It’s important to remember that your team is able to make changes to this template once shared. 

Be sure that at the top of your template, you now see it has been Shared By _(you)_ To Polymail. Keep in mind that once a template has been shared, it cannot be unshared. 

Using Your Templates

When you’re ready to use your templates, simply open a new draft email and be sure to have a recipient selected. At the bottom left, you will see the templates icon. Clicking this will bring up a list of all saved and available templates that could be used. 

Click your template filename

Your email will automatically fill with the template, and your placeholders will be highlighted telling you exactly what information is needed, such as FirstName. Using the tab key, you will be able to go from placeholder to placeholder, with information pulled from the recipients profile being displayed. Simply click the correct information for it to be instantly inserted. 

At this point, feel free to change or alter details of your email to match your given situation. This will not have effects on your templates, with research showing personalized emails are preferred in all industries. 

Using Sequences For Automation

Similar to placeholders, sequences use predetermined information that can be auto-filled into an email for mass sending. These are a multi message outreach toward potential customers, such as automated emails when someone makes a purchase, subscribes, downloads content, or other clickable action.

Most commonly used for promotional emails to customers, sequences require the mailing lists be organized into specific information and each customer receives a consumer profile. 

Information such as name, date, or item purchased can be placed into a template for a customizable email option, making your company more personable. 


While creating templates does take a bit of time, the benefits and time saved can help your team move forward and put your efforts towards other more important matters of the business. 

Emails have been known to become a stressful area of the workplace, so let Polymail help you take control of your email and team communication needs so you can save time and money on your day-to-day operations. 


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