Email templates let you save and reuse frequently sent messages. Your signature can be created once and added to any email automatically. You can embed images inline, add file attachments, and use smart fields to personalize every email — without extra manual work.

Create an email template on the web

From the navigation menu, select Templates > Emails
Choose a starting point:
- Edit an existing template, or
- Select Create new > Email to start from scratch
Customize your email:
- Template name — Select and update the name at the top
- Subject — Edit directly in the “Subject” field
Write your email body, then use the toolbar to customize it. Select:
- Formatting options (text formatting icon) to adjust text style
- Insert emoji (emoji icon) to add an emoji
- Insert link (link icon) to add a hyperlink
- Add images to your emails (image icon) to embed an image inline in the email body. You can upload from your device, drag and drop, or choose from your existing HoneyBook assets. Once inserted, images can be reordered and resized.
- Insert smart field (smart field icon) to auto-populate client and project details. To learn more, see Add smart fields to emails.
- Add your email signature (signature icon) to insert your signature in your sign-off area. By adding your signature directly to your email templates, it's included automatically every time a template is used. To learn more, see Create your email signature on the web.
- Attach images or files (attachment icon) to attach an image or file from your Library or upload a new file. Select the X icon next to an attachment to remove it.
  - Supported file types are PDF, JPG, PNG, and DOC (max 8 MB per file)
  - If you save an email template with an attachment, that attachment is included every time the template is used
  - To learn more, see Attach files to emails from within a project
- Insert unsubscribe link (unsubscribe icon) to add an opt-out link
Changes save automatically
- Once created, your template is available to insert whenever you're sending an email

Add smart fields to emails

Smart fields automatically insert details from your business, client, or project into your emails — no manual personalization needed. They work in email templates, project workspace activity feed messages, smart file share emails, and automated emails.

📣 Note

Always check that smart fields are filled before sending to avoid empty placeholders appearing in your email.

Add a smart field

While writing or editing your email, select the Insert smart field (smart field icon) in the toolbar, or enter { to open the smart field dropdown list
Select the field you want to insert
Review your email to confirm all fields are populated correctly
Select Send, or the dropdown to Schedule send at a later time

Common smart fields

First client first name — Personalizes greetings with the first client added to the project
Company phone number — Keeps your business contact information consistent across all emails
Project date — Automatically adds your project date to scheduling or confirmation emails
Project type — Adds details like "Wedding" or "Branding Session" to booking confirmations

Create your email signature on the web

You can create one email signature per team member. HoneyBook provides a default signature pre-filled with your company details — customize it to match your branding.

From the navigation menu, select Templates > Emails
Select Email Signature under “Basics” on the left
Select your default signature template to open the editor
Customize your signature:
- Text — Type directly into the editor to add or delete content
- Formatting — Highlight text and use the toolbar to adjust style
- Image — Select where you want the image, then select the Insert image (image icon) in the toolbar to upload or choose from your Library
  - Images must have a 1:1 ratio. Only one image can be included per signature.
  - Image alignment — Select the image to adjust alignment (left, center, or right)
Changes save automatically

Attach files to emails from within a project

From the project workspace activity feed email composer, you can attach files 4 ways:

From your Library — Select Attach (attachment icon) > Choose from library, then pick an image or file from your Library
From your computer — Select Attach (attachment icon) > Upload image/file, then drop the images or files you want to upload, or select choose files
Create a new smart file (web only) — Select Attach (attachment icon) > + Create new file to open the smart file builder and attach a new file directly
Attach an existing smart file — Select Attach (attachment icon), then choose an existing smart file from your account