---
title: Managing Email Templates
description: "VendorHearth Pro includes customizable email templates for supported vendor communications. Templates allow you to adjust the wording of automated messages so they match your organization's voice, policies, and instructions. ## Why Customize Your Templates? The default templates provide a starting…"
url: "https://vendorhearth.com/docs/managing-email-templates/"
updated: "2026-09-23"
category: Communications — email templates, reminders, automation, communication history
---

# Managing Email Templates

VendorHearth Pro includes customizable email templates for supported vendor communications.

Templates allow you to adjust the wording of automated messages so they match your organization's voice, policies, and instructions.

## Why Customize Your Templates?

The default templates provide a starting point, but every organization communicates differently.

You may want to customize messages to include:

- Your organization name
- Contact information
- Payment instructions
- Vendor deadlines
- Event policies
- Next steps
- Your preferred tone

Customizing templates can also reduce confusion by giving vendors instructions specific to your organization.

## Accessing Email Templates

From the WordPress Dashboard, open the **Communications** area in VendorHearth and locate the email template settings.

Select the template you want to review or edit.

## Review the Existing Template

Before changing a template, read the entire message.

Pay particular attention to:

- Subject line
- Greeting
- Main message
- Instructions
- Deadlines
- Contact information
- Links
- Closing

Make sure the message still reflects your current vendor process.

## Customize the Message

Edit the template to match how your organization communicates with vendors.

Keep the message clear and focused on what the vendor needs to know or do next.

For example, an application approval email should clearly explain the next step rather than simply telling the vendor that their application was approved.

## Be Careful With Dynamic Information

Some VendorHearth emails may use information supplied by the system, such as vendor or event details.

When editing templates, be careful not to remove required dynamic information unless you intentionally want it removed.

If VendorHearth provides placeholders or variables for a particular template, use the supported options shown for that template.

Do not invent your own placeholder and assume VendorHearth will recognize it.

## Keep Instructions Consistent

Make sure your automated emails match the policies configured elsewhere in VendorHearth.

For example, if vendors have a specific payment deadline, the email should not provide a different deadline.

The same applies to:

- Payment instructions
- Application requirements
- Cancellation policies
- Document requirements
- Event instructions

Consistency helps prevent vendor confusion.

## Review Links

If a template contains links, verify that they still lead to the correct location.

This is especially important if you have changed:

- Your domain
- Vendor Portal pages
- Login pages
- Payment pages
- Website structure

A well-written email is not useful if the vendor is directed to an outdated page.

## Save Your Changes

After editing a template, save your changes.

Review the saved version before relying on it for live vendor communication.

If possible, use VendorHearth's available testing or diagnostic tools to verify how email is being sent from your website.

## Avoid Overloading Automated Emails

Automated emails should give vendors the information they need for that stage of the process.

You do not need to include every event policy in every message.

For example:

**Application Approved Email**
Explain approval and the next step.

**Payment Reminder**
Focus on payment and the applicable deadline.

**Request More Information**
Explain exactly what information is missing.

Shorter, focused messages are usually easier for vendors to understand.

## Review Templates Before Each Event Season

Before opening applications for a new season, review your templates for outdated information.

Look for:

- Old years
- Previous event names
- Outdated deadlines
- Old contact information
- Incorrect policies
- Broken links
- Instructions that no longer apply

This is particularly important when duplicating or reusing event configurations from a previous season.

## Test Important Changes

If you make substantial changes to your communication setup, test your site's email delivery before opening applications.

Confirm that messages are being generated correctly and that your WordPress website can successfully send email.

## Next Step

Continue to **Customizing Automated Emails** to learn how VendorHearth uses your templates when sending messages triggered by vendor actions and workflow changes.