Canned emails are templates for emails that you can load into any email draft or workflow. View and manage your canned email template library under Templates >> Canned Emails.


In this article


Create a canned email template

  1. Go to Templates >> Canned Emails.

  2. Click New Canned Response.

  3. Enter a title for your canned email template. This is not visible to the client.

  4. Enter a subject line.

  5. Write the body of the email.

  6. Click Save & Close at the bottom.

When you're ready, you can send a canned email to a client!

👋 Here are a few tips for writing and formatting your canned emails:

  • Use a standard naming convention for your canned email titles so that you can find them quickly. Canned emails are organized in alphabetical order.

  • Use smart fields to autofill details about the project or client. Click on Smart Fields in the formatting tool bar to select and insert one.

  • Forms and files cannot be attached to canned emails directly. For canned emails used to send Dubsado forms, invoices, and schedulers, insert a smart field link. Other files can be attached before you send a canned email and must be under 5 MB in size.

  • You'll be able to edit the canned email before you send it, so feel free to type in a placeholder that reminds you to customize the content for a client, such as a personalized meeting follow-up.

  • Click the A icon in the toolbar to access different style options, such as bold, italics, underline, font color, alignment, and more.

  • To insert a link to an external webpage, highlight the text in your email body. Then click the A icon in the toolbar, followed by the link icon

  • To insert an image, click the A icon in the toolbar, followed by the image icon.

To edit an existing canned email, click on it from the canned emails library. Search for a canned email using the Filter Emails search bar.


Canned email template ideas

Not sure which canned emails to write? New accounts come pre-loaded with a set of example templates that you can customize for your own needs.

A good way to plan out your canned emails is to think of your client process from start to finish. Which emails do you send throughout that process? Here are some examples:

  • Thank you for reaching out

  • I'm available for your project

  • We're not a good fit / I'm unavailable

  • Welcome and onboarding instructions

  • Check-ins / status updates

  • Pre-event tips and information

  • Final file delivery

  • Payment reminders

  • Appointment confirmation and reminders

  • Follow ups for meetings

  • Reminders to complete forms

  • Post-project thank you

  • Post-project follow ups

👋 Here's a tip... In preparation for workflows, we also encourage you to write a canned email for each form or scheduler you'll be sending.

You'll be pairing up emails and forms in your workflow, so use this as an opportunity to keep your clients informed of where they're at in your process, what they are supposed to do with your form, and what's coming up next.


Edit a default canned email template

In addition to the custom canned emails you create, a set of system default emails are stored under the Edit Templates dropdown. Dubsado automatically pulls from these default templates in certain situations.

Click on an email in this list to view and edit the template.

In many cases, you can choose one of your custom canned emails in place of the default. However, the following default canned emails cannot be swapped out before they send automatically:

  • Send Invoice (only for recurring invoices; you can pick a different email when sending a one-time invoice)

  • Contract Completed

  • Appointment Rescheduled

  • Appointment Cancelled

  • Form Reminder

  • Failed Recurring Invoice Payment

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