Email templates
For landlords, property managers · Last updated
Who this is for
Landlords and property managers who want some emails in their own words. Anyone can see the templates; only the account owner can create, change or delete one.
Before you start
- The card is Email Templates on Settings, the Templates tab. Lease documents are on the same tab, in their own card. See Lease templates.
- The first time anyone opens this tab, eSamaHomes adds 10 starter templates: Invoice Posted, Invoice Overdue, Payment Received, Lease Expiring, Lease Renewed, Lease Terminated, Maintenance Submitted, Maintenance Updated, Screening Complete and Lead Received. From then on, the emails that read a template use these instead of eSamaHomes's own wording.
- A template replaces the email's subject and text. It is plain text: a blank line starts a new paragraph. eSamaHomes's own buttons, such as Pay Now, are not added.
- Only these emails read a template today:
| Event | The email | Variables it fills |
|---|---|---|
| Invoice Posted | A rent invoice made by a billing run started by hand on Automations | `{{tenantName}}`, `{{amount}}`, `{{dueDate}}`, `{{propertyName}}`, `{{unitNumber}}`, `{{payNowUrl}}` |
| Invoice Overdue | A late notice sent by hand on Automations | `{{tenantName}}`, `{{amount}}`, `{{dueDate}}`, `{{noticeNumber}}`, `{{payNowUrl}}` |
| Payment Received | A tenant's online bank payment went through | `{{tenantName}}`, `{{amount}}`, `{{paidDate}}`, `{{payerName}}` |
| Payment Receipt | The receipt sent after a payment, with the PDF attached | `{{tenantName}}`, `{{propertyName}}`, `{{receiptNumber}}`, `{{paymentAmount}}`, `{{companyName}}` |
| Lease Expiring | A lease end reminder sent by hand on Automations | `{{tenantName}}`, `{{endDate}}`, `{{daysRemaining}}`, `{{propertyName}}`, `{{unitNumber}}` |
| Lead Received | The email to you when a renter asks about a listing | `{{adminName}}`, `{{leadName}}`, `{{leadEmail}}`, `{{propertyName}}`, `{{unitNumber}}` |
Steps
- Open Settings, then the Templates tab.
- To change a template, click Edit on its row. To add one, click New Template.
- Fill in Template Name, Event Type, Subject Line and Body. Type a variable from the table above, such as `{{tenantName}}`, where its value should go.
- Click Save Changes, or Create Template for a new one. "Template saved" or "Template created" shows.
- To go back to eSamaHomes's own wording for an event, click Delete on its template. It is deleted at once, with no question first.
Example
Ana Rivera edits Payment Received. She sets the Subject Line to `Thanks, {{tenantName}}` and the Body to `We received {{amount}} on {{paidDate}}. Rivera Rentals`, and clicks Save Changes. When her tenant Sam Cole pays $1,450.00 online on October 3, he gets "Thanks, Sam Cole" and "We received 1450 on October 3, 2026. Rivera Rentals". Amounts are filled in as plain numbers, so she types the dollar sign herself next time: `${{amount}}`.
What happens next
- The daily rent invoices, late notices and lease end reminders are notices inside eSamaHomes, not emails, so no template changes them. See Automation schedule.
- The rent reminder email 3 days before a due date reads no template.
- No email is sent today for Lease Renewed, Lease Terminated, Maintenance Submitted or Maintenance Updated, and the screening email reads no template, so those templates change nothing.
- General, Invoice Due, Late Fee Generated, Auto Pay Succeeded and Auto Pay Failed are offered under Event Type, but no email reads them.
- For Payment Received, other tenants on the lease get your template only if it uses `{{payerName}}`; otherwise they get eSamaHomes's own wording, which names who paid.
- With Test mode on, templated emails go to your reply-to address like every other email. See Email settings.
If something looks wrong
- "All fields are required". Fill in all four fields.
- A variable shows as typed, such as `{{adminName}}`, in the email. That email doesn't fill it. The list under Body names the same variables for every event; use the table above.
- Two templates have the same event. Only one is used, and which one isn't fixed. Keep one template per event.
- You deleted every template and they came back. When the tab finds none, it adds the 10 starters again.
- Saving or deleting fails. Only the account owner can change templates.
Still stuck? See every help article.