How to create and use communication templates

Create and manage communication templates to standardize your messaging and deliver a personalized experience across every send-out.

June 2, 2026

Choose which messages to customize

You can tailor every touchpoint a recipient has with your document to ensure the tone matches your brand.

• Email & SMS with Link: This is the initial message a recipient gets when you first share a document.

• Reminders: These automated Email and SMS notifications go out if a recipient hasn't opened the document yet.

• Signed Document Notifications: This email confirms to everyone that the deal is done and includes the final PDF and audit log.

• Chat Messages: You can set an automatic chat message to greet the recipient when they open the document or a follow-up reminder if they haven't responded within 24 hours.

Create a new template

Admins can create templates for different departments, regions, or languages to keep the team efficient.

Note: GetAccept provides pre-filled default messages, but you can overwrite these with your own copy at any time.

1. Go to Settings and select Communication Templates.

2. Click Create Communication Template in the right corner.

3. Name your template so your team can easily identify it in the sending list.

4. Edit the content for your emails, SMS, and chat messages.

5. Select the Language for the template to determine the language used on the final signed PDF certificate.

6. Click Save and choose to save as a Draft or Published.

Note: Only "Published" templates appear for your team in the sending flow. Use "Draft" if you're still tweaking the messaging.

Personalize with merge tags

To make automated messages feel human, use merge tags to pull in specific data automatically.

Learn more: Merge Variables for Email Messages

• Use tags like {{sender.first_name}} or {{recipient.first_name}} to greet your customers by name.

• Restate the header’s context in the first sentence to ensure the data pulls correctly.

• Check that your merge tags are formatted correctly with double curly brackets to avoid sending raw code to a client.

Assign communication templates to contract templates

Once a communication template is published, you can assign it to a contract template.

That means that when a document is created from that template, it will automatically have your preferred communication template assigned by default.

This is useful if you need to use a different communication style for different document types, for example if you take a different approach for Enterprise vs smaller customers, or if you have different templates for different languages.

1. Open the contract template and go to the settings page.

2. Select your preferred communication template and press save to confirm the changes.

Apply a template to your document

Once a template is published, any user can apply it during the document preparation phase.

1. Go to the Sending tab within your document draft.

2. Select your desired template from the Communication Template dropdown menu.

3. Preview the message to see how it looks before it hits the recipient's inbox.

4. Click Send to deliver your document with the customized messaging.