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Email Templates

Create reusable email templates with smart fields that auto-populate with transaction data. Write your common emails once, organize them by transaction stage and audience, and reuse them from messages, tasks, and automations.

Email templates can include subject lines, rich email bodies, smart fields, recipient rules, and document categories to auto-attach when the email sends.

My Templates and Shared templates​

The Email Templates page has two tabs:

  • My Templates - Templates your organization owns and can edit
  • Shared - DocJacket-provided templates you can copy into your organization

Shared templates are read-only. Use Copy to My Templates before changing the subject, body, attachments, or smart fields.

Creating an email template​

  1. Go to Templates > Email Templates in the sidebar
  2. Click New Template
  3. Enter the template name and category
  4. Choose the side, audience, stage, and tone if helpful
  5. Choose whether the template is internal only
  6. Set default recipient roles or recipient rules
  7. Write the subject line
  8. Write the email body with formatting and smart fields
  9. Select document categories to auto-attach if needed
  10. Preview or send a test email
  11. Save the template

Templates can be Active or Draft. Keep a template in draft while you are testing it, then activate it when it is ready for your team.

Organizing templates​

Use the filters on the Email Templates page to find the right template quickly:

  • Side: Buyer Side, Seller Side, or Both
  • Category
  • Active or Draft status
  • Audience
  • Stage
  • Tone
  • Search by name or description

Templates are grouped by stage, such as listing, under contract, inspection, appraisal, financing, pre-closing, closing, and post-closing.

Smart fields​

Smart fields are placeholders that get replaced with real transaction data. They use double-brace syntax:

  • {{buyer_name}}
  • {{seller_name}}
  • {{property_address}}
  • {{closing_date}}
  • {{purchase_price}}
  • {{agent_name}}
  • {{company_name}}

Smart fields work in the subject and body. For example:

EMD Receipt - {{property_address}}

Use the smart-field side panel or picker to insert fields at the cursor. See Smart Fields for the full field library and conditional syntax.

Recipient targeting​

Email templates can pre-fill recipients from contacts assigned to roles on the transaction.

Use Recipients by Role for common cases:

  • To: Buyer
  • Cc: Agent
  • Cc: Transaction Coordinator

Use Recipient rules when recipients need conditions. A rule can target To, Cc, or Bcc, use a merge-field source or quoted email address, and optionally include a condition such as role == "Dual".

Leave recipient rules blank if the role checkboxes are enough.

Auto-attach documents​

Use Auto-Attach Documents when a template should always include files from specific document categories.

For example:

  • A disclosure email can auto-attach disclosure documents
  • An inspection email can auto-attach inspection documents
  • A closing package email can auto-attach closing documents

DocJacket attaches matching documents from the transaction when the email is sent.

Preview and testing​

Use the Preview tab to render the template before sending. You can preview with sample data or select a transaction for a more realistic preview.

If the template uses conditional content, the preview tools let you test sample values such as buyer/seller side, earnest-money location, or whether an assistant is on the transaction.

Use Send Test to send a test email before activating a new or heavily edited template.

If a smart field is valid but the transaction does not have the data yet, the preview can show a missing-variable warning. If a field name is not recognized, fix the placeholder in the template.

AI email generator​

When creating or editing an organization-owned template, you can use the AI email generator to draft a starting point. Enter the email you need, choose a tone, generate a result, then apply it to the form and edit before saving.

Common templates to create​

Here are some templates most TCs find useful:

  • Welcome email — Introduction to the transaction process for new clients
  • Title company introduction — Connect the title company with all parties
  • Inspection scheduling — Coordinate inspection appointments
  • Status update — Weekly or key-date-based progress update
  • Closing reminder — Sent a few days before closing with final instructions
  • Post-closing thank you — A nice touch after the deal closes

Using templates with tasks​

Email templates become even more powerful when linked to tasks. Set up a task like "Send closing reminder" with a linked template, and the email is ready to go when the task comes due.

Task-linked templates can render smart fields, show unresolved-field warnings, include the default email signature, and send with attached documents when configured.

Tips​

  • Keep subject lines short and specific.
  • Use Draft status while testing smart fields, conditions, and attachments.
  • Copy shared templates before customizing them.
  • Use recipient roles for normal routing and recipient rules for conditional routing.
  • Send yourself a test email after changing conditions or auto-attached document categories.