To save you time and help ensure that communication with your customers is on brand when sending an ad hoc email, you can now choose to use an email template in Alto.

This article contains:

How to use email templates

How to use email templates:

  1. Select Tools
  2. Then Email Templates

If you prefer not to use a template, or haven’t got any set up yet,  click Use this Template and Alto will load a default blank template. This template will contain a default header which merges in the group logo and details of the branch you are logged in to, and a default footer, which also merges in the group logo and negotiator details.

This is not an exact replication of the header that your agency currently uses which was applied when you clicked send. If you would like to change the header on this default template so that all future ‘blank’ emails make use of a header that is bespoke to your needs, edit the default template:

  • Go to Tools > Email Templates

For more information on how to edit templates click here 

To use a template you have created:

  • Select the template from the drop down
  • Click Use the Template

  • Send the email as usual
  • Add any additional recipients or cc's
  • Link to a property
  • Amend the email subject
  • Add any attachments needed
  • Amend the content of the email by clicking inside any of the blue boxes that appear when you hover over the email body
  • Text editing tools appear to amend the formatting
  • Type in any additional text you want to add

You can type or copy and paste the following merge codes and these will merge on sending the email, but no other merge codes are available:

  • #branch_name#
  • #branch_web_address#
  • #branch_phone#
  • #branch_fax#
  • #branch_default_clientaccount#
  • #branch_default_clientaccount_sortcode#
  • #branch_email#
  • #branch_address#
  • #branch_address_block#
  • #branch_address_subdwelling#
  • #branch_address_nameno#
  • #branch_address_street#
  • #branch_address_locality#
  • #branch_address_town#
  • #branch_address_county#
  • #branch_address_postcode#
  • #company_vat_reg_no#
  • #company_reg_no#
  • #company_name#
  • #brand_sms_sender#
  • #negotiator#
  • #negotiator_email#
  • #negotiator_phone#
  • #negotiator_job_title#
  • #negotiator_signature#


If you see a message advising that the row is locked for editing, this means the template was created with a locked row intentionally because the creator did not want that portion of the message to be altered.

  • To unlock the row, the template itself needs to be amended under App Tools > Email Templates

For more information on how to use the email editing tools, click here 

To use standard paragraphs that have already been configured

If you want to use any standard paragraphs that have been configured:

  • Select a paragraph from the drop down 
  • Click Copy to Clipboard 
  • Right click and paste (or use the keyboard shortcut of Ctrl + V on a PC (or Cmd + v on a mac) the paragraph into the relevant box


You can preview what the email will look like on a mobile at any point whilst you are editing:

  • Click Actions
  • Then Preview
  • Toggle to Mobile


  • To return to the edit view, click the X next to the Mobile toggle
  • When you are ready, click Send 

Merge codes will be populated with relevant content on send, and the following text will be added to the end of the email: You have been contacted because you have registered with us. Please use the manage your preferences link to control how we contact you. 


No header or footer will be added during the send process, so ensure you are happy with the full content of the email before you send it

Where to find email templates in Alto

Email templates are available when sending an ad hoc email from:

  • Contact overview
  • Group of contacts
  • Property overview
  • Group of properties
  • Tenancy overview
  • Group of tenancies
  • Progression

And from the main dashboard:

  • Quick send
  • Esign
  • Email tracking 

Email templates are not currently available for any event triggered or automated emails, or when emailing letters

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