# Email templates

> Write your inquiry replies, gallery delivery notes and payment nudges once as email templates in CoreHue, then drop them into any email or client message.

Source: https://help.corehue.co/docs/templates/email-templates/

Every time you send an invoice, proposal, contract, questionnaire or gallery, you write a short covering message. Email templates mean you write it once, in your own voice, and reuse it whenever you like.

Find them under **Templates → Emails**.

## Creating an email template

1. Go to **Templates → Emails** and choose **New template**.
2. Give it a name at the top so you can find it later. Left blank, it's saved as "Untitled email template".
3. Add a **Subject (optional)** and a **Message (optional)**.
4. Choose **Save template**.

The editor shows your message on the left and a live preview of the branded email your client receives on the right. On a narrow screen, switch between **Editor** and **Preview**. Nothing saves on its own, and CoreHue checks before you leave with unsaved changes.

## When to leave the subject blank

- **With a subject**, using the template sets the subject line too. Good for things you start, like sending a gallery.
- **Without a subject**, it fills in the message and leaves the subject alone. Good for replies, where you want your standard text in the thread you're already in.

## Filling in names and details

Open **Variables** in the toolbar to add details that fill in when you send:

| Variable | What it becomes |
| --- | --- |
| **Client's first name** | Each recipient's own first name |
| **Business name** | Your business name |
| **Business email** | Your business email |
| **Today's date** | The date you send it |
| **Current year** | This year |

In the editor, variables show as grey tags, since there's no recipient yet. Nothing fills in a booking date, an amount or a venue, so type those yourself after dropping the template in. See [Filling in client details automatically](/docs/getting-started/smart-fields).

## Where you can use them

Every template is offered in every composer: sending proposals, contracts, questionnaires, invoices, receipts, bookings and galleries, the reminder composer, and Messages.

- In a send composer, choose **Use template** under the message box.
- In Messages, open the templates icon in the composer toolbar.

Picking one fills the composer and leaves everything editable. **Manage templates** at the bottom of the menu jumps to your library. See [Sending a message to a client](/docs/messages/sending-a-message).

## Ready-made templates

New accounts start with up to eight, matched to your kind of photography. Add more any time with **Add from CoreHue**, which opens 32 ready-made templates, including:

- Reply to a new inquiry, Availability confirmed, and Declining an inquiry (fully booked, or not a fit).
- Booking next steps, Proposal sent, Contract and retainer reminder, Payment reminder and Final balance due.
- Session confirmed, Gallery is ready, Thank you and referral request, and Review request.
- Specialist notes for weddings, newborns, boudoir, events, commercial, food, fashion, real estate and sports.

Some starters use capitalized blanks like [DATE] or [PLACE] where something specific belongs. Nothing fills those in. They're reminders to type something before you send.

> **Make them sound like you**
Rewrite each template in your own voice. A note that sounds like software defeats the point of sending a personal message.

## Managing your templates

Each row's ⋯ menu has **Edit**, **Duplicate** and **Delete**. Rename a template inside the editor. A duplicate keeps the original name with "(copy)" added, which makes it easy to build a wedding version of your standard inquiry reply.

## Frequently asked questions

### Can I use one email template for galleries and invoices?

Yes. CoreHue email templates aren't tied to a document type. Every template shows up in every composer.

### Why didn't my client's booking date fill in?

Email templates fill in your client's first name, your business name and email, today's date and the current year. Anything else, like a booking date or amount, you type after dropping the template in.

### What happens if my client has no name on file?

The **Client's first name** variable becomes "there", so your greeting reads "Hi there" instead of leaving a gap.

### Which email templates are worth having?

Save an email template for anything you've typed more than twice. Usually that's an inquiry reply, a gallery delivery note, a payment nudge and a pre-session note.