Discover how to use email templates in Salesforce to save time, ensure consistent communication, and automate workflows. Learn types, creation steps, and best practices.
Salesforce is a powerful CRM platform widely known for helping businesses manage customer relationships and sales pipelines effectively. Among its many features, email templates stand out as a vital tool for ensuring consistent communication, saving time, and enhancing the overall user experience.
In this guide, we’ll explore how to use email templates in Salesforce, the types of templates available, how to create them, and some best practices to get the most out of this functionality.
What Are Email Templates in Salesforce?
Email templates in Salesforce are pre-designed email formats that users can send to customers, leads, or internal team members. These templates save time and maintain consistency in communication by allowing users to create standardized messages for repeated use.
Salesforce email templates can include dynamic content pulled from Salesforce records using merge fields, allowing personalized messages without manual customization each time.
Why Use Email Templates?
Efficiency: Eliminate repetitive writing by reusing templates for common communication.
Consistency: Ensure all team members are using standardized messaging.
Personalization: Use merge fields to tailor emails to each recipient automatically.
Compliance: Stick to approved language for legal or branding purposes.
Tracking: Monitor open rates and engagement (especially with Marketing Cloud or Pardot).
Types of Email Templates in Salesforce
Salesforce offers four main types of email templates, each serving different purposes depending on your needs and setup:
Text Templates
Plain text emails without formatting.
Lightweight and quick to load.
Best for internal notifications or very simple messages.
HTML (with Letterhead) Templates
Include branding elements like logos and headers.
Created using a WYSIWYG editor.
Suitable for marketing or customer-facing emails.
Custom HTML Templates
Fully coded in HTML.
Require HTML knowledge.
Great for advanced users or developers who want more design flexibility.
Visualforce Templates
Use Salesforce’s Visualforce language.
Allow complex dynamic content and logic.
Ideal for highly customized or data-rich emails.
Additionally, Lightning Email Templates are available in Salesforce Lightning Experience. They offer a modern builder interface and support for merge fields, rich formatting, and component-based design.
How to Create Email Templates in Salesforce
Step 1: Navigate to Email Templates
Go to App Launcher > Search for Email Templates.
Click New Email Template.
Step 2: Enter Basic Details
Email Template Name: Internal name for the template.
Related Entity Type: Choose the object (e.g., Contact, Opportunity) to access its fields.
Subject: The email subject line.
Folder: Choose where to store the template.
Step 3: Add Content
Use the email builder to:
Add text, headings, images, and buttons.
Insert merge fields to personalize the message.
Step 4: Save and Activate
Click Save.
Optionally test by sending yourself an email.
Activate when ready for use by your team.
Using Email Templates in Workflows and Automation
One of the key benefits of Salesforce email templates is their integration with automation tools like:
Process Builder: Automate email sending based on specific triggers.
Flow: Create advanced logic and send templated emails.
Workflow Rules (Classic): Send email alerts using templates.
Apex Code: Developers can send emails programmatically using templates.
Best Practices for Using Email Templates
Keep It Simple: Clear and concise emails perform better.
Use Merge Fields Thoughtfully: Test templates with real data to ensure accuracy.
Maintain Branding: Ensure consistency with your company’s brand guidelines.
Create Folders and Naming Conventions: Keep templates organized.
Test Before Sending: Review formatting and personalization with test sends.
Monitor Engagement: Use tools like Marketing Cloud to track performance.
Keep Templates Updated: Reflect policy, branding, or product updates.
Customer Support: Respond to inquiries with pre-approved templates.
Onboarding: Guide customers or employees through onboarding.
Event Invitations: Webinars, conferences, and confirmations.
Limitations to Keep in Mind
Merge Fields Limited to Related Object: Advanced data needs may require Flow or Apex.
Formatting Variations: HTML emails may render differently across clients.
Storage Limits: Watch out for limits on template numbers and sizes.
Enhancing Email Templates with Salesforce Extensions
For organizations using Salesforce Marketing Cloud, Pardot, or third-party integrations like Mailchimp, you can unlock even more powerful email capabilities, such as:
Advanced analytics
A/B testing
Template sharing across departments
Enhanced drag-and-drop editors
Conclusion
Email templates in Salesforce are essential tools for driving consistency, efficiency, and personalization in your business communication. Whether you're using them for simple reminders, complex nurturing flows, or customer service automation, email templates help teams deliver the right message at the right time.
By understanding the types of templates, how to create them, and best practices for implementation, your organization can enhance its communication workflows, improve customer satisfaction, and ultimately drive more conversions.
