Sending a Templated Email


Email Templates are currently in beta and at present are only available to a selection of users.
If you would like early access, you can request it from Support. To do so, click Submit a request below and complete the contact form

In Alto, to save you time and to help ensure your communication to your customers is on brand, you can now select a template to use when sending an ad hoc email.

This article includes:

How to use email templates

  1. Click Tools on the main toolbar
  2. On the side menu, under App Tools, click Email Templates 
  3. A list of the templates available for your agency group displays. This can be filtered by Branch and/or Brand if required

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.

To edit the default template:

  1. Click Tools on the main toolbar
  2. On the side menu, under App Tools, click Email Templates
    For more information on Creating and editing Email Templates, click here

To use a template you have created:

  1. Select the template from the dropdown menu
  2. Click Use the Template

  3. Send the email as usual
    1. Add any additional recipients or cc's
    2. Link to a property
    3. Amend the email subject
    4. Add any attachments needed
    5. Amend the content of the email by clicking inside any of the blue boxes that appear when you hover over the email body
    6. 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
For more information on how to use the email editing tools, click here

Using standard paragraphs that have already been configured

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

  1. Select a paragraph from the dropdown menu 
  2. Click Copy to Clipboard
  3. Right click and paste (or use the keyboard shortcut of Ctrl + V on a windows 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.

  1. Click Actions
  2. Click Preview
  3. Slide the toggle to Mobile


To return to the edit view:

  1. Click the X next to the Mobile toggle
  2. 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:

  • Contacts Overview
  • Groups of Contacts
  • Property Overview
  • Groups of Properties
  • Tenancy Overview
  • Groups of Tenancies
  • Progressions

And from the Main Dashboard:

  • Quick send
  • Esignatures
  • Email tracking 


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

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