Email Templates
WittyForm sends emails for form submissions and respondent confirmations. You can customize every email template to match your brand and include answers from the submission.
Email types
| Email type | Sent to | Triggered when |
|---|---|---|
| Admin notification | Form owner / team | A new response is submitted |
| Submitter confirmation | The respondent | Immediately after submission (if enabled) |
| Custom | Whoever you address it to in a workflow | When a workflow email step runs |
Each template type can be edited independently and reused across your forms.
Template editor
Open the template editor from the top-level Email page, then switch to the Templates tab. Pick a template type (admin notification, submitter confirmation, or custom) and edit it directly:
- Subject: a single line that supports merge tags for personalization.
- Body: a body field where you write the email content, including HTML markup and merge tags.
To send yourself a test email, use the Send test email action in the SMTP Settings section of the Email page.
Variables and placeholders
Insert answers from the submission using double-brace merge tags. A tag is resolved against the form's fields, so reference a field by its ID or by its label:
| Variable | Description | Example output |
|---|---|---|
{{field_id}} | Value of a field referenced by its field ID | (depends on field) |
{{Field Label}} | Value of a field referenced by its visible label | (depends on field) |
Tags that do not match a field on the form are left as is, so double check that the field ID or label you type matches exactly.
Example: Accessing a specific field
If your form has a field labeled "Company" and a name field, use:
Thank you, {{Full Name}} from {{Company}}!
We received your inquiry and our team will get back to you within 24 hours.Example: Submitter confirmation template
<h2>Thanks for reaching out, {{Full Name}}!</h2>
<p>We received your message and will respond within one business day.</p>
<p>You told us you are interested in: {{Topic}}</p>
<p>Best regards,<br>The Team</p>Custom SMTP setup
By default, emails are sent through WittyForm's mail servers. For full control over email delivery, configure your own SMTP server:
- Open the Email page and go to the SMTP Settings section.
- Enter your SMTP details:
| Setting | Example |
|---|---|
| SMTP Host | smtp.yourdomain.com |
| Port | 587 (TLS) or 465 (SSL) |
| Username | [email protected] |
| Password | Your SMTP password |
| From name | Your Company |
| From address | [email protected] |
- Click Test connection to verify the SMTP server is reachable.
- Click Send test email to verify full delivery.
- Once verified, click Save. All future emails for this account will be sent through your SMTP server.
Popular SMTP providers include Amazon SES, SendGrid, Postmark, and Mailgun. Consult your provider's documentation for the correct host and port settings.
Testing emails
Before going live, always test your email delivery:
- Open the Email page and go to the SMTP Settings section.
- Click Send test email.
- Check the email in your inbox: verify formatting, merge tag substitution, and links.
- Test on multiple email clients (Gmail, Outlook, Apple Mail) if possible.