Overview
Email templates control the message donors receive when you distribute receipts via email. Each template supports merge tags that are replaced with real donor data at send time.
Creating a Template
- Go to Templates, open the Email Templates tab, and click the create-template button.
- Enter a template name for internal reference (e.g., "2025 Year-End Thank You") and, optionally, a description.
- Choose the template's language -- English or Canadian French. This determines which merge-tag values (dates, currency) the template expects and which donors it's eligible to be picked for.
- Write a subject line and compose the HTML email body in the rich text editor.
- Fill in the plaintext version as well -- it's sent alongside the HTML body for email clients and donors who prefer plain text, so it needs its own pass rather than relying on the HTML content alone.
- Optionally mark the template Active and/or Default, then save.
Leaving the editor with unsaved changes prompts a small confirmation -- Keep Editing or Discard Changes -- so you don't lose work by navigating away by accident.
Merge Tags
Merge tags are placeholders that get replaced with actual values for each donor at send time. Insert one by clicking Insert Tag above the subject or plaintext field (or the merge-tag toolbar in the HTML editor), or by typing it directly at the cursor. Tag names are camelCase inside double braces, for example:
| Tag | Replaced With |
|-----|--------------|
| {{donorName}} | Donor's full name |
| {{amount}} | Donation amount |
| {{donationDate}} | Donation date |
| {{receiptNumber}} | Unique receipt number |
| {{organizationName}} | Organization name |
| {{organizationAddress}} | Organization address |
| {{registrationNumber}} | Charity registration number (CRA BN, IRS EIN, etc.) |
| {{taxYear}} | Tax year the receipt was issued for |
This is a representative sample -- the Insert Tag dropdown and the collapsible Available Variables panel always show the full, current set of donor, donation, receipt, and organization tags you can use.
Use merge tags in both the subject and body. For example:
Subject: Your {{organizationName}} tax receipt -- {{receiptNumber}}
Preview
Before sending, preview how the email will look:
- Click Show Preview on the template editor.
- The system fills merge tags with fixed sample data (a sample donor name, amount, receipt number, and your organization's real name) -- it does not pull from a real donor or batch, so treat it as a formatting check rather than a final proof.
- Toggle between the HTML and Text views to check both versions of the message.
Attachments
The generated PDF receipt is automatically attached to each email. You do not need to configure attachments separately -- the system handles this based on your PDF template selection during the Generate step.
Best Practices
- Keep subject lines short and clear so they are not truncated on mobile.
- Include a thank-you message -- donors appreciate personal touches.
- Add your organization's contact information in the email footer.
- Test with a small batch first to verify merge tags render correctly.
- Mention that the attached PDF is their official tax receipt for easy identification.
Related
- PDF Templates -- design the receipt that gets attached
- Email Setup -- configure your email provider
- Import Templates -- save field mappings for reuse