How to Create a New Email Template in WHMCS

Email communication is a vital part of any hosting or online business. WHMCS comes with a powerful email template system that allows administrators to send automated emails for invoices, account information, support tickets, order confirmations, and more. While WHMCS includes many pre-built templates, there are situations where you may need to create a completely new email template for custom notifications and business processes.

In this guide, you'll learn how to create a new Email Template in WHMCS, customize its content, and use merge fields to personalize messages for your clients.

What Is an Email Template in WHMCS?

An Email Template in WHMCS is a predefined email format used to send automated or manual messages to clients, contacts, and administrators. Templates support dynamic merge fields, allowing WHMCS to automatically insert client details, invoice information, product data, and other relevant information into the email.

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 a 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:

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

Creating a new Email Template in WHMCS is an effective way to customize client communications and automate important business notifications. By creating templates from scratch, you gain complete control over email content, branding, and messaging. Whether you're sending onboarding instructions, maintenance notices, or promotional emails, custom templates help deliver a professional experience while saving time through automation.

Following the steps in this guide will help you successfully create, customize, and deploy new email templates in WHMCS for improved communication and customer satisfaction.