Email templates let you save and reuse frequently sent messages. You can save up to 3 signatures per company, set one as your default, and switch to any of the others for a specific email when needed. 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 to adjust text style
Insert emoji to add an emoji
Insert link to add a hyperlink
Add images to your emails 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 to auto-populate client and project details. To learn more, see Add smart fields to emails.
Add your email signature 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 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 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
Insert smart field in the toolbar, or enter {to open the smart field dropdown listSelect the field you want to insert
If a project has more than one date, each date gets its own numbered set of fields — Project date 1, Project date 2, and so on — with a title, start date, end date, start time, end time, and location for each
For example, on a project with an engagement session and a wedding day, you'd see separate fields like Project date 1 title, Project date 1 start date, Project date 2 title, Project date 2 start date, and so on — insert whichever date and attribute is relevant to this email
Review your email to confirm all fields are populated correctly — with multiple project dates, double check you've inserted the date you meant (for example, the wedding day, not the engagement session), not just that a field is filled
Select Send, or the dropdown to Schedule send at a later time
📣 Note
In an email template that isn't tied to a specific project, Project date 1, Project date 2, etc. stay generic placeholders until the template is used on an actual project
If that project has fewer dates than the template references (for example, the template includes a Project date 2 field, but the project only has one date), that field will appear empty — review your email before sending to catch this
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 [1, 2, 3...] — Adds a specific project date to scheduling or confirmation emails
Each date on a project gets its own numbered set of fields: title, start date, end date, start time, end time, and location
For a project with multiple dates — an engagement session, wedding day, and rehearsal dinner, for example — insert the specific date and detail you need (like Project date 2 start date for the wedding day)
Every date on the project also appears on your HoneyBook calendar
Project type — Adds details like "Wedding" or "Branding Session" to booking confirmations
Create your email signature on the web
You can save up to 3 email signatures per company. HoneyBook provides a default signature prefilled with your company details — customize it to match your branding, or add more.
From the navigation menu, select your company logo > My account
Select Email settings
Under "Email signature," select
More options (vertical ellipsis icon) on an existing signature > Edit signature, or select + Add signature to create a new one (up to 3 total)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
Insert image in the toolbar to upload or choose from your LibraryImages 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)
Select
More options (vertical ellipsis icon) on an existing signature > Set as default on whichever signature should be used automaticallyChanges save automatically
Automatically sign every email
Instead of inserting your signature manually each time, you can turn on a default setting that automatically attaches your default signature to every outgoing email.
This toggle covers emails composed in HoneyBook
If you have more than one saved signature, auto-attach always uses whichever one is set as default — it doesn't rotate or ask which to use
To send a specific email with a different signature, override it for that email
Email templates keep whichever signature was already set within that specific template — changing your account default, or which signature you use for a one-off email, doesn't affect a template
A member who wants a different signature in a template adds it there directly
Override your signature default for a single email
Even with Add signature automatically to emails turned on, you can still choose a different signature — or none at all — for an individual email, without changing your global default.
While composing an email, select
Insert signature in the toolbarChoose Hide signature, or select Show signature to choose any of your saved signatures to use for this email only
Select Manage signature to open your Email settings to add, edit, or set a new default signature — your draft is preserved while you do
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 (paper clip icon) > Choose from library, then pick an image or file from your LibraryFrom your computer — Select
Attach (paper clip icon) > Upload image/file, then drop the images or files you want to upload, or select choose filesCreate a new smart file (web only) — Select
Attach (paper clip icon) > + Create new file to open the smart file builder and attach a new file directlyAttach an existing smart file — Select
Attach (paper clip icon), then choose an existing smart file from your account
Still have questions? Feel free to send us a message by selecting the Question Mark icon on any HoneyBook page. Our team is always happy to help!