Email Templates

WPsigner sends automated emails throughout the document signing workflow. This page covers how to customize these emails to match your brand voice and provide a professional experience.

Email Types

WPsigner sends five types of automated emails:

Email	Purpose	When Sent
Signing Request	Invite signer to sign	When document is sent
Reminder	Follow-up for pending signatures	Automatically or manually
Completed	Notify all parties of completion	When all signers finish
Declined	Alert when signer refuses	When signer declines
OTP Verification	Identity verification code	When OTP is enabled

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Why Customize Emails?

Brand Consistency

Default Emails	Customized Emails
Generic messaging	Your brand voice
Standard templates	On-brand design
WPsigner branding	Your company branding
Basic information	Tailored messaging

Better Results

Custom emails improve:

• Open rates - Familiar sender name and branding
• Completion rates - Clear, personalized instructions
• Trust - Professional, consistent experience
• Engagement - Brand-appropriate tone and messaging

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Accessing Email Templates

Navigate to:

1. WPsigner in the admin sidebar
2. Click More dropdown in the top navigation
3. Select Email Templates

Or go directly to: WPsigner → More → Email Templates

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Template Editor Interface

Template Tabs

At the top, you’ll see tabs for each email type:

• 📧 Signing Request - Invitation to sign
• 🔔 Reminder - Follow-up reminder
• ✅ Completed - Completion notification
• ❌ Declined - Decline notification
• 🔐 OTP Verification - Verification code

Click any tab to edit that template.

Visual Editor

The editor provides:

• Rich text editing - Format text, add links, images
• HTML mode - Direct HTML editing for advanced users
• Media library - Insert images and files
• Full toolbar - All formatting options

Variables Sidebar

On the right, you’ll see available variables:

• Click any variable to insert it at cursor
• Variables are replaced with real data when sent
• Hover for descriptions

Action Buttons

Button	Function
Preview	See how email will look
Send Test	Send test email to yourself
Save Template	Save your changes
Reset to Default	Restore original template

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Available Variables

Variables are placeholders that get replaced with real data. Use the {{variable_name}} syntax.

Common Variables (All Templates)

Variable	Description	Example Output
{{company_name}}	Your company name	”Acme Corporation”
{{company_logo}}	Company logo URL	https://…
{{signer_name}}	Recipient’s name	”John Smith”
{{signer_email}}	Recipient’s email	”john@example.com”
{{document_title}}	Document name	”Service Agreement”
{{sender_name}}	Who sent the document	”Jane Doe”

Signing Request Variables

Variable	Description
{{signing_url}}	Unique signing link
{{document_filename}}	Original file name
{{expires_at}}	Expiration date
{{custom_message}}	Optional sender message

Reminder Variables

Variable	Description
{{signing_url}}	Signing link
{{days_pending}}	Days since sent
{{expires_at}}	Expiration date

Completed Variables

Variable	Description
{{completed_at}}	Completion timestamp
{{download_url}}	Link to download signed PDF
{{total_signers}}	Number of signers

Declined Variables

Variable	Description
{{declined_by}}	Who declined
{{declined_at}}	When they declined
{{decline_reason}}	Reason provided

OTP Variables

Variable	Description
{{otp_code}}	Verification code
{{otp_expires}}	Code expiration time

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Customizing Each Template

Signing Request Email

This is the most important email—it initiates the signing process.

Best Practices:

• Clear subject line: “Document awaiting your signature”
• Personalize with signer name
• Explain what the document is
• Prominent call-to-action button
• Include expiration if applicable
• Offer alternative link for button issues

Example Structure:

<p>Hello {{signer_name}},</p>

<p>{{sender_name}} has sent you a document that requires your signature:</p>

<p><strong>{{document_title}}</strong></p>

{{#if custom_message}}
<blockquote>{{custom_message}}</blockquote>
{{/if}}

<a href="{{signing_url}}">Review & Sign Document</a>

{{#if expires_at}}
<p>This document expires on {{expires_at}}</p>
{{/if}}

Reminder Email

Remind signers who haven’t completed signing.

Best Practices:

• Friendly, non-aggressive tone
• Explain why it’s important
• Include urgency if deadline approaching
• Re-state what the document is
• Easy access to signing link

Example:

<p>Hi {{signer_name}},</p>

<p>Just a friendly reminder that you have a document waiting for your signature.</p>

<p><strong>{{document_title}}</strong></p>

<a href="{{signing_url}}">Sign Now</a>

<p>This only takes a few minutes. If you have questions, contact {{sender_name}}.</p>

Completed Email

Notify all parties that the document is finished.

Best Practices:

• Confirmation subject: “Document Completed”
• Celebrate the completion
• Provide download link
• Include completion timestamp
• Summarize who signed

Example:

<p>Great news!</p>

<p>The document <strong>{{document_title}}</strong> has been signed by all parties.</p>

<p>Completed on: {{completed_at}}</p>

<a href="{{download_url}}">Download Signed Document</a>

<p>A copy has been sent to all signers for their records.</p>

Declined Email

Alert the document owner when someone declines.

Best Practices:

• Clear subject: “Document Declined”
• Identify who declined
• Include their reason
• Suggest next steps

Example:

<p>Unfortunately, {{declined_by}} has declined to sign the document:</p>

<p><strong>{{document_title}}</strong></p>

{{#if decline_reason}}
<p>Reason: "{{decline_reason}}"</p>
{{/if}}

<p>You may want to contact them to discuss their concerns or create a new document with modifications.</p>

OTP Verification Email

Send verification codes for identity confirmation.

Best Practices:

• Clear subject: “Your verification code”
• Large, readable code
• State expiration time
• Security reminder not to share

Example:

<p>Hello {{signer_name}},</p>

<p>Your verification code is:</p>

<h1 style="text-align: center; font-size: 32px;">{{otp_code}}</h1>

<p>This code expires in {{otp_expires}}.</p>

<p>If you didn't request this code, please ignore this email.</p>

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Preview and Testing

Preview Feature

1. Click the Preview button
2. View how the email will appear
3. Switch between Desktop, Tablet, and Mobile views
4. Verify formatting and layout

Send Test Email

1. Click Send Test
2. Enter your email address
3. Click Send Test Email
4. Check your inbox for the sample

The test email uses sample data so you can see real output.

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Design Best Practices

Email Design Principles

Principle	Implementation
Mobile-first	Most emails read on mobile
Clear CTA	Large, prominent button
Minimal text	Concise, scannable content
Brand colors	Match your brand
White space	Easy to read

Technical Considerations

Consideration	Recommendation
Image hosting	Use absolute URLs
CSS	Inline styles only
Width	Max 600px for mobile
Fonts	System fonts for compatibility
Alt text	Always include for images

Accessibility

• Use sufficient color contrast
• Include alt text for images
• Don’t rely on color alone for meaning
• Keep font sizes readable (14px+)

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Template HTML Structure

WPsigner emails use a responsive HTML structure:

<!DOCTYPE html>
<html>
<head>
    <meta charset="UTF-8">
    <meta name="viewport" content="width=device-width, initial-scale=1.0">
    <title>Email Title</title>
</head>
<body style="margin: 0; padding: 0; font-family: 'Segoe UI', sans-serif; background-color: #f5f5f5;">
    <table role="presentation" width="100%" style="background-color: #f5f5f5;">
        <tr>
            <td style="padding: 40px 20px;">
                <table width="600" style="margin: 0 auto; background-color: #ffffff; border-radius: 16px;">

                    <!-- Header -->
                    <tr>
                        <td style="background: linear-gradient(135deg, #3b82f6, #2563eb); padding: 30px; text-align: center;">
                            {{#if company_logo}}
                            <img src="{{company_logo}}" alt="{{company_name}}" style="max-height: 50px;">
                            {{/if}}
                            <h1 style="color: #ffffff;">{{company_name}}</h1>
                        </td>
                    </tr>

                    <!-- Content -->
                    <tr>
                        <td style="padding: 40px 30px;">
                            <!-- Your content here -->
                        </td>
                    </tr>

                    <!-- Footer -->
                    <tr>
                        <td style="background: #f8fafc; padding: 20px 30px; text-align: center;">
                            <p style="color: #999; font-size: 12px;">
                                This email was sent by {{company_name}}.
                            </p>
                        </td>
                    </tr>

                </table>
            </td>
        </tr>
    </table>
</body>
</html>

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Conditional Content

Use Handlebars-style conditionals for dynamic content:

If/Then Blocks

{{#if custom_message}}
<div class="message-box">
    <p>Message from {{sender_name}}:</p>
    <p>{{custom_message}}</p>
</div>
{{/if}}

With Else

{{#if company_logo}}
    <img src="{{company_logo}}" alt="Logo">
{{else}}
    <h1>{{company_name}}</h1>
{{/if}}

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Resetting Templates

To restore a template to its default:

1. Open the template you want to reset
2. Click Reset to Default
3. Confirm the reset
4. Template reverts to original

[!WARNING] Resetting a template permanently removes your customizations. Save a backup before resetting.

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Email Deliverability

SMTP Configuration

For reliable email delivery, configure SMTP:

1. Install an SMTP plugin (WP Mail SMTP, FluentSMTP)
2. Configure with your email provider
3. Test delivery with WPsigner test email feature

Best Practices

Practice	Why
Use your domain	Better deliverability
Configure SPF/DKIM	Authentication
Monitor bounces	Maintain sender reputation
Avoid spam triggers	Stay out of spam folder

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Common Issues

Emails not sending

1. Verify SMTP is configured
2. Check email address validity
3. Review server error logs
4. Test with WPsigner’s Send Test feature

Variables not replacing

• Check variable spelling exactly
• Ensure double curly braces: {{variable}}
• Preview to verify replacements

HTML not rendering correctly

• Use inline CSS styles
• Avoid complex layouts
• Test in multiple email clients
• Use the Preview feature

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Next Steps

• Whitelabeling - Full branding options
• Settings Overview - All settings explained
• Signer Workflows - Workflow options