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Email templates (creation)

Why this matters

Email templates make client communication consistent and save your team's time. This page covers how to create and maintain them. User-side usage is in Email templates (usage).

Create a template

  1. Sidebar → Settings → Email templates → Create.
  2. Fill in:
  3. Name ("New applicant welcome ES", "Payment confirmation EN", "Document request FR").
  4. Module it's used on.
  5. Language.
  6. Subject of the email (with dynamic tokens).
  7. Body of the email (with dynamic tokens and formatting).
  8. Optional pre-included attachments.
  9. Save.

Tokens in email templates

Like PDF templates, you use tokens:

  • {{applicant_name}}
  • {{case_folio}}
  • {{responsible_consultant}} (the case's consultant name)
  • {{signature}} (the sending consultant's signature)
  • {{client_portal_link}} (if your practice uses a portal)

Full list: editor → Insert token.

Screenshot: email template editor with subject, body, and Insert Token button

Pre-included attachments

Some templates can come with default attachments:

  • Static attachment — a specific PDF that always goes with this template (for example, "Applicant guide").
  • Dynamically generated PDF — when using the template, ImmCase generates a PDF from another template (for example, the applicant's quote PDF) and attaches it.

Multilingual templates

The convention: one template per language. "Welcome ES", "Welcome EN", "Welcome FR" are three separate templates — easier to maintain than a single one with conditional language blocks.

ImmCase can auto-suggest the applicant's preferred-language template if:

  • The applicant has a "Preferred language" field.
  • Each template has its "Language" field set correctly.

Test a template

Before publishing:

  1. Preview button with a sample record.
  2. Verify tokens substitute.
  3. Send a test email to your own address.

Share or restrict

By default, created templates are available to the whole team. To restrict (for example, a "Formal apology for delay" template only partners can use), configure permissions:

  1. Template's Permissions tab.
  2. Restrict to a specific role or profile.

Watch out for

  • Old templates with dated IRCC info. If IRCC renamed a program or process, update the relevant templates. Having "Express Entry" in a template when IRCC has already renamed it looks unprofessional.
  • Signatures in templates. If you put your personal signature in a shared template, other consultants use it inadvertently. Better: use the {{signature}} token that pulls the sending user's signature.
  • HTML with no plain-text alternative. Some mail clients don't render HTML — include a plain-text version for those.

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