Creating Custom Email Templates in WHMCS (with Examples)

by | May 10, 2025 | Customization Tips

How to Create Custom Email Templates in WHMCS (Step-by-Step with Examples)

Learn how to create, customize, and send branded email templates in WHMCS. Step-by-step guide with examples and tips for better client communication.

Email communication is a key part of client management in WHMCS. From welcome emails to payment reminders, WHMCS handles dozens of automated messages. But the default templates are plain and generic.

If you want to improve your brand image and communication, you need to create custom email templates in WHMCS. In this guide, we’ll walk you through how to do it—with real examples and practical tips.

Why Customize Email Templates in WHMCS?

  • Strengthen your brand identity
  • Improve professionalism
  • Increase client trust and engagement
  • Add important service or support info
  • Personalize messages using client data

1. Accessing the Email Template Section

To view and manage email templates:

  1. Go to WHMCS Admin > System Settings > Email Templates
  2. You’ll see two sections:
    • Default templates (System)
    • Custom templates (User-created)

You can edit existing templates or add new ones from scratch.

2. Creating a New Custom Email Template

Click Create New Email Template and follow these steps:

Step 1: Choose Template Type

  • General – Use for manual or automated non-product emails
  • Product – For product-specific messages like welcome emails
  • Invoice/Support/Domain – For relevant system actions

Step 2: Fill Template Details

  • Unique Name: Example – Welcome Email with Setup Guide
  • Subject: Welcome to {$companyname} – Your Hosting Account Info
  • Email Type: Choose HTML or Plain Text (HTML recommended)
  • Client Group / Product: Optional targeting

3. Writing the Email Content

Here’s a sample HTML template for a hosting welcome email:

<h2>Welcome to {$companyname}, {$client_first_name}!</h2>

<p>Your hosting account is now active. Below are your login details:</p>

<ul>
  <li><strong>Domain:</strong> {$service_domain}</li>
  <li><strong>Username:</strong> {$service_username}</li>
  <li><strong>Password:</strong> {$service_password}</li>
  <li><strong>Login URL:</strong> {$service_server_hostname}</li>
</ul>

<p>Need help getting started? <a href="{$whmcs_url}/knowledgebase">Visit our Knowledgebase</a>.</p>

<p>Thank you for choosing {$companyname}.</p>

You can use WHMCS merge fields to dynamically insert user and service info.

4. Using Merge Fields (Variables)

Some commonly used variables:

  • {$client_first_name} – Client’s first name
  • {$client_email} – Email address
  • {$invoice_total} – Total amount due
  • {$service_domain} – Domain name
  • {$companyname} – Your company name
  • {$whmcs_url} – Your WHMCS install URL

Use these to personalize emails and improve engagement.

5. Adding Custom Styling (Branding)

Add your logo and brand colors:

<div style="text-align:center;">
  <img src="https://yourdomain.com/logo.png" alt="{$companyname}" height="60">
</div>

<hr>

<p style="color:#555;">You're receiving this email because you signed up at {$companyname}.</p>

Make sure your design is mobile-friendly and loads fast.

6. Sending or Triggering Your Custom Email

You can trigger custom email templates:

  • Manually from a Client Profile > Email > Send Email
  • Automatically using:
    • Hooks (e.g., after order/payment)
    • Module settings (product welcome emails)
    • Email marketing integrations

7. Pro Tips for Better Email Templates

  • Always test – Send the email to yourself first
  • Use clear CTAs – Link to client area or documentation
  • Keep text concise – Avoid long paragraphs
  • Avoid spam triggers – Don’t use too many links or CAPS
  • Add plain text fallback – Improve deliverability

8. Backup and Version Control

Before editing system templates:

  • Backup your original content
  • Consider exporting templates regularly
  • Store versions in a text file or Git repo for team use

Conclusion

Creating and customizing email templates in WHMCS gives your business a professional edge. Whether it’s onboarding clients, confirming payments, or offering support—your emails should reflect your brand.

Start small with a few key templates, then expand as needed. Use merge fields to personalize messages and include helpful links to guide clients. With the right approach, your email templates will enhance client satisfaction and reduce support requests.

Need help designing branded email templates for WHMCS?
We offer professional email template design and integration services—fully compatible with all major WHMCS themes. Get in touch to learn more.