How to Create  New Email Template in WHMCS

Email communication plays a crucial role in customer engagement and service management. Whether you’re running a web hosting company, domain registration business, SaaS platform, or any online service, keeping clients informed through professional emails is essential. WHMCS provides a powerful email template system that allows businesses to automate communication with customers. While WHMCS comes with several built-in templates, there are many situations where you may need to Create New Email Template in WHMCS to support custom business requirements.

In this guide, you’ll learn everything you need to know to Create New Email Template in WHMCS, including the benefits, setup process, customization options, and best practices for professional email communication.

What Is an Email Template in WHMCS?

An email template is a predefined message format used by WHMCS to send automated emails to clients and administrators. These templates can contain dynamic merge fields that automatically pull information such as customer names, service details, invoice information, support ticket data, and more.

When you Create New Email Template in WHMCS, you gain full control over the content, design, and purpose of the email. This allows you to tailor communications specifically to your business processes and customer expectations.

Creating a new template gives you flexibility to:

• Send custom notifications
• Create marketing emails
• Automate business-specific communications
• Notify clients about maintenance schedules
• Send onboarding instructions
• Create personalized service-related emails

Prerequisites

Before creating a new email template, ensure that:

• WHMCS is installed and operational
• You have administrator access
• Email settings are configured correctly
• SMTP or mail configuration is working properly

Step-by-Step Guide to Create New Email Template in WHMCS

Step 1: Log in to the WHMCS Admin Area

Log in to your WHMCS administrator dashboard.

 

 

 

Step 2: Navigate to Email Templates

From the WHMCS Admin Dashboard:

• Navigate to Configuration Icon → System Settings

 

 

• Under All Settings ,

 

 

 

• Select Email Templates

This section contains all existing email templates used by WHMCS.

 

 

 

Step 3: Create a New Email Template

On the Email Templates page:

1. Click Create New Email Template
2. A new template creation form will appear

WHMCS allows you to create custom templates from scratch.

 

 

Step 4: Select Email Type and Template Name

Email Type

Choose the appropriate email type based on your requirement.

Common categories include:

• General
• Product/Service
• Invoice
• Support
• Domain
• Affiliate

For a custom notification, selecting General is usually recommended.

Template Name

Provide a descriptive name.

Examples:

• Welcome Email Custom
• Hosting Upgrade Notification
• Maintenance Announcement
• Service Activation Guide

 

 

• Click Create.

 

 

Step 5: Enter Template Information

Fill in the required fields.

Email Subject

Create a professional subject line.

Example:

Welcome to {$companyname}

or

Important Update Regarding Your Service

The subject line can include merge fields.

 

 

Step 6: Design the Email Content

In the Message field, enter your email content.

Example:

Hello {$client_first_name},

Thank you for choosing {$companyname}.

Your service has been activated successfully.

If you have any questions, please contact our support team.

Regards,
{$companyname}

You can create either:

• Plain Text Emails
• HTML Emails

HTML emails provide better formatting and branding opportunities.

Using Merge Fields

One of the most useful features when creating a new Email Template in WHMCS is merge fields.

Merge fields dynamically insert information into emails.

Common examples include:

Merge Field	Description
{$client_name}	Client Full Name
{$client_first_name}	First Name
{$client_email}	Email Address
{$companyname}	Company Name
{$signature}	Email Signature

Example:

Dear {$client_first_name},

Welcome to {$companyname}.

WHMCS automatically replaces these values when sending the email.

 

 

Step 7: Enable HTML Mode (Optional)

If you want a professionally designed email:

1. Enable HTML mode
2. Add HTML content
3. Include styling and branding

Example elements:

• Company logo
• Headers
• Buttons
• Contact information
• Social media links

HTML emails often provide higher engagement and better visual presentation.

Step 8: Save the Template

After completing the template:

1. Review the subject
2. Check merge fields
3. Verify formatting
4. Click Save Changes

Your new Email Template in WHMCS is now ready for use.

 

 

Testing Your Email Template

Before using the template in production:

• Check Merge Fields
• Review Formatting
• Send Test Emails
• Verify Links

Best Practices for Email Template Creation

• Keep Messages Clear
• Use Personalized Greetings
• Maintain Brand Consistency
• Avoid Excessive Formatting
• Include Contact Information
• Test Before Deployment

Common Use Cases for Custom Email Templates

Businesses often create new Email Templates in WHMCS for:

• Welcome messages
• Service activation notices
• Maintenance alerts
• Promotional campaigns
• Upgrade recommendations
• Renewal reminders
• Customer feedback requests
• Custom support notifications

These templates help streamline communication and improve customer engagement.

Benefits of Creating Custom Email Templates

Before learning how to create a new Email Template in WHMCS, let’s look at some advantages:

• Better Client Communication
• Consistent Branding
• Automation
• Personalized Messaging
• Improved Customer Experience

Conclusion

Learning how to Create New Email Template in WHMCS is an important skill for any WHMCS administrator. Custom email templates allow businesses to improve customer communication, automate repetitive tasks, strengthen branding, and provide a better overall client experience. Whether you’re sending onboarding instructions, maintenance notifications, promotional offers, or service updates, the ability to Create New Email Template in WHMCS gives you complete control over how your business communicates with customers.

By following the steps outlined in this guide, you can confidently Create New Email Template in WHMCS, customize its content using merge fields, and deliver professional emails that enhance customer satisfaction while supporting your business growth.