Summary
Learn how to create and manage email templates in Inspection Manager to send consistent inspection emails faster.
This article covers:
About email templates
Email templates help you send consistent emails from the Inspection Manager CMS without rewriting the same message every time. You can customise the subject and body, insert merge fields, and apply branding, including logos, colours, and signatures.
Setting up a template is quickest when you know which inspection type it is for and what information you want to auto-fill.
Tip: Keep the wording generic and rely on merge fields for names, addresses, and the report link.
Note: Creating, editing, and deleting templates is limited to users with Office Manager permissions.
Open the email templates area
This is where you view existing templates and create new ones.
Go to: Settings
Select Email Templates
To narrow the list, use the Template Type drop-down
Create a new email template
Creating a template starts with naming it, then choosing a base layout.
Select Add New
Enter a template name
Choose a starting point:
Basic (recommended for most users), or
Build your own (Upload HTML or Use editor)
Tip: Use Basic unless you have a specific HTML design you need to maintain.
Set the subject, inspection type, font, and spacing
These settings control where the template appears and how it looks when sent.
Enter an Email Subject
Select the Inspection Type the template should appear for
Choose a Font
Choose Line Spacing
Write the email body
Next, replace placeholder text with your own message.
Click into the email body area
Remove any placeholder text
Type your email content (for example, greeting, summary, and next steps)
Tip: Keep paragraphs short so the email is easy to read on mobile devices.
Add merge fields (mail merge fields)
Merge fields automatically pull information like names, addresses, and the inspection report link into your email.
Click in the email body where you want the value to appear
In Mail Merge fields, choose a field to insert
To see more fields, use By Category and select:
Property details
Landlord details
Tenant details
Inspection details
Note: You must include the Report Link merge field somewhere in the email body. If the report link is missing, Inspection Manager will not let you save the template.
Example body (for guidance only):
“Dear %Landlord First Name%,”
“Please find your inspection report for %Address% below.”
“%Report Link%”
Upload logos or images for templates
You can upload images (such as your agency logo) for reuse across templates.
In the template editor, find the Upload elements area below the merge fields palette
Drag and drop an image or select Choose file
Use Currently Stored Elements to reuse uploaded items later
(Optional) Apply Brand Colours from the Your Colour Palette section
Tip: Upload your most common assets (logo, header banner) once so you can reuse them across all templates.
Signatures can be created once and applied to multiple templates.
Note: If you want one signature to be used most of the time, set the signature template as the default where available.
Save the template and confirm it appears in the list
Once saved, the template is available to use when sending emails from the CMS.
Select Save below the email body
Return to Settings > Email Templates to confirm the template appears in the list
Use the Template Type drop-down to confirm it is listed under the expected inspection type
Manage existing templates (edit, delete, and defaults)
This section helps users maintain a clean, reliable set of templates over time.
To edit a template - Open the template from the list, update content, then Save
To delete a template - Use the delete option in the template tile actions (where available)
To update the default office template - Select Change default office template and choose the appropriate template
Tip: Keep one “gold standard” template per inspection type to reduce mistakes and keep messaging consistent.