💬Message Templates
Write the emails ScribeWare sends on your behalf once, with placeholders that fill in each client's details automatically.
A message template is a reusable email — subject line and body — that ScribeWare fills in with the details of whichever job you're sending it about. Write your confirmation email once and every client gets it with their own name, address, time and links already in place.
Find them under Settings → Message Templates, in the MESSAGING group.
Message Templates and Report Templates are unrelated. Report templates decide the structure of an inspection report; message templates are the emails you send about a job.
What ScribeWare Starts You With
You don't begin from a blank page. ScribeWare creates two templates for you:
Confirmation Email — goes out when you confirm an appointment, and links the client to their agreement.
Publish Email — goes out when you publish a report, and links the client to it.
Both are ordinary templates. Edit them, rename them, or build your own alongside them.
Creating and Editing
Pick a template from the Template dropdown at the top of the page, or choose + Add New Template and give it a name.
Each template has:
Template Name — what you'll see in the dropdowns. Only for you.
Include agent emails as recipients — when this is on, choosing this template in the send dialog automatically adds the job's agents to the recipient list.
Subject — with its own Subject placeholders... dropdown.
Body — a rich-text editor with bold, italic, lists, colors, links and images.
Changes save as you make them. Delete removes the template.
Defaults
Two buttons at the top right decide which template ScribeWare reaches for automatically:
Default for Publish — pre-selected when you publish a report.
Default for Confirm — pre-selected when you confirm an appointment.
The template currently holding each role is marked in the dropdown as (Default Publish) or (Default Confirm). You can always pick a different template at send time.
Placeholders
Placeholders are how a template becomes personal. Put your cursor where a value belongs and choose from Insert Placeholder in the toolbar; they appear as grey chips while editing and resolve to real values when the email goes out.
People
Client Full Name / Client First Name
The client's name
Client Email / Client Phone
The client's contact details
Agent Full Name / Agent First Name
The agent's name
Agent Email / Agent Phone
The agent's contact details
Buyer's Agent Email / Phone
The buyer's agent's contact details, taken from the job's additional agents
Inspector Name
Who's assigned to the job
Agent Email / Phone use the agent named on the report. Buyer's Agent Email / Phone look through the job's additional agents for one marked as the buyer's agent, and fall back to the main agent's details if there isn't one — so a template written for buyer's-agent contact still fills in on a straightforward job.
The job
Property Address (one line)
The address on a single line
Property Address (multi-line)
The address broken across lines
Inspection Date
The scheduled date, e.g. July 28, 2026
Inspection Time
The scheduled start time
Inspection Fee Total
The invoice total
Company Name
Your company name
Links
Client Portal URL
The client's portal — their hub for the job
Report URL
The published report
Contracts URL
The agreements waiting to be signed
Subject lines can use the same placeholders except the multi-line address, the portal link and the report link.
Drop a link placeholder on its own line and ScribeWare turns it into a real clickable link in the email. You don't need to build the hyperlink yourself.
Never paste an actual report or portal address into a template. Those addresses belong to one job — every client who got that email would land on the same person's report. Use the placeholders instead. ScribeWare shows a red warning above the editor if it spots one.
Previewing a Message
There's no separate preview button — you preview against a real job instead, which is more useful:
Open any report and go to Client Info.
Click Contact Client.
Pick your template from the Message Template dropdown.
The subject and body fill in with that job's actual details. Read it over, then Cancel if you were only checking. Everything is editable before sending, so you can adjust the wording for one client without changing the template.
Where Messages Are Sent From
Three company-wide settings under Settings → Company affect every message:
Send all emails as — the reply-to address. Leave it blank to use the primary inspector's own address.
BCC report inspector(s) on all emails
BCC other address(es) on all emails
Your company Timezone, also in Company settings, is what dates and times in your messages are rendered in.
Seeing What Was Sent
Every email is recorded on the job. Open the report, go to Client Info, and find Report Activity — it lists messages sent along with whether they were opened or bounced, alongside the rest of the job's history (confirmed, published, portal opened, contract signed, invoice paid).
Sending Them Automatically
Templates are the content. To have ScribeWare send one on a schedule — a reminder the evening before, a nudge when an agreement is still unsigned — pair it with an automation.
⏰Message AutomationsLast updated
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