Every interaction with your clients or partners is an opportunity to reinforce your brand’s presence and professionalism. The BoldSign eSignature platform allows businesses to infuse their brand identity into every step of the document signing process, particularly through customized email communications.
By adding your logo, brand colors, and tailored messaging, you create a cohesive and trustworthy experience that resonates with recipients.
BoldSign offers a streamlined and user-friendly way to personalize emails. With an intuitive interface and dynamic placeholders, businesses can easily customize their communication without technical complexity. This makes branding accessible to teams of all sizes.
In this blog, you’ll explore how to create a brand, customize email templates, manage approvals, and update your email content with ease.
Benefits of email customization
Customizing emails in BoldSign offers several key advantages for businesses looking to enhance their eSignature process:
- Strengthened brand identity: Tailored emails with your logo and color reinforce your brand, making every interaction recognizable and professional.
- Improved recipient engagement: Personalized content resonates better with recipients, increasing the likelihood of timely responses to signature requests or reminders.
- Professional communication: Customized templates ensure a polished, consistent experience, building trust with clients and partners.
- Efficiency and flexibility: With placeholders, you can dynamically adapt emails to different recipient categories and languages, streamlining communication.
Why email customization matters
Emails are often the first point of contact in the eSignature process, whether you’re requesting a signature, notifying a recipient of a completed document, or sending reminders. Customizing these emails allows you to reflect your brand’s voice, logo, and style, fostering trust and professionalism.
BoldSign supports customization for various email types, including signature requests, document completion notifications, reminders, and more, ensuring every interaction feels tailored to your brand.
Email template descriptions
BoldSign supports customization for a variety of email templates, each designed for specific stages of the eSignature process.
Here is a list of the templates you can customize:
| Email template | Description |
|---|---|
| Signature request | Sent to recipients requesting them to sign or approve a signature request document. |
| Recipient signs a document | Sent when a recipient completes their signature. |
| Document completed (single signer) | Sent when a document is completed by a single recipient. |
| Document completed (multiple signers) | Sent once all recipients have completed signing. |
| Document declined | Notifies that a recipient has declined to sign or approve the document. |
| Document revoked | Sent when a sender revokes the document. |
| Document reassigned | Notifies that a document has been reassigned to another recipient. |
| Automatic reminder | Automatically reminds recipients to sign or approve a document. |
| Manual reminder | Sent manually to remind recipients to sign or approve a document. |
| One day before document expiration | Alerts recipients a day before the document is set to expire. |
| Document expiry | Notifies recipients when a document has expired. |
| Document deletion | Sent after a document is permanently deleted by the sender. |
| New document notification for CC’d parties | Notifies CC’d recipients about a newly sent signing request. |
Creating a brand with email customization
Getting started with email customization in BoldSign is straightforward. Follow these steps to create a brand and personalize your email templates:
- Access the branding page: Log in to your BoldSign account and go to the Settings > Branding.
- Create a new brand: Select Create New Brand, enter your brand’s name, and upload your logo to establish your visual identity.
- Customize email templates: Go to Email Content Customization to view a list of customizable email templates.
- Edit templates: Click the edit icon next to the desired template to modify the subject and body using placeholders for dynamic content. To insert a placeholder, type the ‘@’ or ‘/’ symbols to bring up the list of available placeholders you can choose from.
- Save Changes: After editing the email content, click Save Changes to apply your updates. You can then proceed with the remaining steps.
Submitting templates for approval
Once you’ve customized your email templates, they need to be approved by the BoldSign team to ensure compliance and quality. Here’s how to submit:
- Finalize your edits.
Make sure all your changes are complete. Double-check for spelling errors, correct use of placeholders, and that the content aligns with your brand’s tone and style. - Navigate to the email customization tab.
Go to Settings > Branding > Email Content Customization. At this point, your templates will be in the Edited (Not Submitted) state. - Submit for approval.
Select Submit for Approval. This sends your customized template to the BoldSign team for review. Once submitted, the template status will change to Waiting for Approval, and it will be locked from further edits during the review process.
- Await the completion of the approval process.
The BoldSign team will review your submitted templates. If approved, the status will update to Approved, and the template will be ready for use. - Receive your notification.
You’ll receive a notification via a support ticket once the review is complete. If any changes are needed, BoldSign will provide specific feedback so you can revise and resubmit.
Editing approved templates
Need to tweak an approved template? BoldSign makes it easy:
- Go to Settings > Branding > Email Content Customization and select the approved template.
- Click the edit icon, make changes, and save. The template enters a Draft Under Partial Approval state, with the approved version still in use.
- Submit the updated template for approval to initiate the review process.
Withdrawing an approval request
If you need to revise a template before approval, you can withdraw the request by following these steps:
- Go to Settings > Branding > Email Content Customization and select Withdraw Approval Request.
- The template reverts to an Edited (Not Submitted) state, allowing further modifications.
- Resubmit once your changes are complete.
Inheriting and managing templates
To save time, BoldSign allows you to inherit email templates from an existing approved brand when creating a new one.
Note that changes to inherited templates must be made in the parent brand and resubmitted for approval. If a parent brand is deleted, the associated brand will revert to default templates.
Applying your customized email templates
To ensure recipients receive your customized emails, you need to apply your tailored templates correctly, especially if you manage multiple brands in BoldSign. Follow these steps to apply your templates:
- Set as default: If you have multiple brands, go to Settings > Branding in your BoldSign account and select the brand with your customized email templates. Set this brand as the default to ensure its templates are used automatically for all outgoing eSignature email notifications.
- Select brand when creating documents: When creating a new document in BoldSign, choose the brand with your customized email templates from the brand selection dropdown. This ensures that recipients receive emails reflecting your tailored content, aligning with your brand’s identity.
By setting the correct brand and selecting it during document creation, you guarantee a consistent, professional experience for all recipients.
Elevate your brand with BoldSign
Customizing email content in BoldSign is a powerful way to enhance your eSignature workflow and maintain brand consistency. By following these steps, you can create professional, on-brand communications that leave a lasting impression. Sign up for a free 30-day trial on the BoldSign website or request a demo to see it in action. Streamline your workflows, delight your recipients, and focus on delivering exceptional experiences in 2025.
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