How to Create Your Everyday Email Template

Why This Matters

Your everyday email template is like digital letterhead for your business. Instead of starting from scratch every time you email a contact, you'll have a professionally branded template ready to go—complete with your logo, contact information, and social media links. This saves time while ensuring every email you send maintains a consistent, polished appearance.

Think of this as your master template. Once you create it, you'll make copies whenever you need to send an email, customize the message content, and send. Your branding stays consistent while your message stays fresh.

Before You Begin

Have your company logo file ready to upload (JPG, PNG, or GIF format works best).

Make sure your Mail Merge Profile is set up with your current contact information—this automatically fills in your details at the bottom of every email.

Gather your social media profile URLs if you want to include social icons in your template.

Know your company's brand colors (hex codes if possible) for customizing buttons and design elements.

Step-by-Step Instructions

1. Navigate to Email Templates

Click Settings in the main navigation, then select Email Templates from the menu. This opens your template library where all your saved templates live.


2. Start a New Template

Click Add a New Template to open the template editor. Before choosing a design, change the folder dropdown at the top of the page to "Everyday Email Templates." This keeps your everyday templates organized separately from campaign or newsletter templates.


3. Choose Your Starting Design

Browse through the available template options and select one that matches your preferred style. Look for layouts with:

  • Space at the top for your logo
  • A clean content area for your message
  • Footer sections for contact information and social media links

Simpler designs often work best for everyday correspondence—they load quickly and display reliably across all email clients.


4. Add Your Logo

Click on the placeholder logo area at the top of the template (or add an image block if there isn't one). Upload your company logo from your computer or select it from your image library if you've already uploaded it. Resize and position it so it looks professional but doesn't dominate the design.

Your logo typically works best aligned to the left or center, with a comfortable amount of white space around it.


Scroll to the footer section of your template where the social media icons appear. Click on each icon to add your actual profile URLs:

  • Facebook business page
  • LinkedIn company page
  • Instagram profile
  • Twitter/X handle
  • Any other platforms relevant to your business

Remove any social icons you don't use—cleaner is better than including placeholder icons that don't link anywhere.


6. Verify Mail Merge Information

Your template automatically pulls contact information from your Mail Merge Profile. Check that merge codes in the footer (like %%phone%%, %%email%%, %%address%%) are present and positioned correctly. When you send emails, these codes automatically populate with your current information.

If you don't see merge codes in your template, manually add them in the footer area so your contact details always stay current.


7. Match Your Brand Colors

Click on buttons, headers, or design elements to customize colors. Update them to match your company's brand colors so every email reinforces your visual identity. Most templates allow you to adjust:

  • Button background colors
  • Header text colors
  • Link colors
  • Accent colors

Consistency matters—use the same colors every time.


8. Save Your Master Template

Give your template a clear, recognizable name like "Everyday Email - [Your Business Name]" or "Company Letterhead Template." Save it to your Everyday Email Templates folder.

This becomes your master template that you'll never directly use for sending. Instead, you'll make copies of it.


9. Use Your Template for Emails

Whenever you want to send an email to a contact:

  • Go back to Settings > Email Templates
  • Find your master everyday email template
  • Click "Copy" to create a duplicate
  • Give the copy a specific name like "Follow-up with [Contact Name]" or "Proposal for [Project]"
  • Open the copy and write your message content
  • Send your email

This workflow keeps your master template pristine while letting you customize copies for specific messages.

Questions and Answers

Q: Can I create multiple everyday email templates for different purposes?

A: Absolutely. You might want one template for formal business correspondence, another for casual check-ins, and a third for specific project types. Create as many as you need and keep them all organized in your Everyday Email Templates folder.


Q: What if I want to update my logo or contact information across all my templates?

A: For your logo, you'll need to update it in each template individually since it's an image. For contact information, just update your Mail Merge Profile once and all templates using those merge codes will automatically reflect the changes in future emails.


Q: Should I include a lot of content in my master template?

A: No—your master template should contain only your branding elements (logo, colors, social icons, contact info). Keep the main content area empty or with minimal placeholder text. You'll add your actual message content when you make copies to send.


Q: Can I use my everyday email template for email blasts to multiple contacts?

A: Yes, these templates work for both individual emails and group email blasts. However, for large marketing campaigns or newsletters, you might want to create a separate template specifically designed for those purposes with more visual elements and call-to-action buttons.


Q: What happens if I accidentally edit my master template instead of making a copy?

A: If you save over your master template, you'll need to recreate it or restore it to the original version. That's why it's a good practice to name your master template clearly (like "MASTER - Do Not Edit Directly") as a reminder to always make copies first.


Q: How do I know which templates are in my Everyday Email Templates folder?

A: When viewing your Email Templates library, use the folder filter dropdown to show only templates in the Everyday Email Templates folder. This makes it easy to find and organize your everyday templates separately from campaigns or newsletters.

Guide Type: How-To Guide

Estimated Time: 15 minutes