Email Template
The Email Template feature allows merchants to create and customize the emails that are automatically sent to customers during different stages of the quotation process. Merchants can change the email subject, message content, and overall email design to match their store branding.
Why is it useful?
Keep customers informed: Automatically notify customers when their quote is approved, rejected, countered, or updated with shipping/extra costs.
Customize email content: Merchants can change the subject and message according to their business requirements instead of using generic email text.
Maintain brand identity: Customize the email design, banner, header, body, and footer to match the store's branding.
Provide a professional experience: Well-designed and clearly written emails make the quotation process look more professional and trustworthy.
Reduce manual communication: Once the templates are configured, the appropriate email can be sent automatically based on the quote action.
Personalize customer communication: Dynamic variables such as
{customer_name}and{store_name}automatically insert relevant information into the email.Improve clarity: Separate templates for Approve, Reject, Counter Price, and Shipping & Extra Cost ensure customers receive the correct information at each stage.
Support different devices: The email preview helps merchants check how the email appears on desktop and mobile devices.
In simple terms
We use Email Template Design & Customize to make RFQ emails more professional, branded, personalized, and informative while reducing the need for manual customer communication.
How To Configure?
Step 1: Open the Email Template Section
Log in to your Shopify Admin.
Go to Apps.
Open RFQ Request Quote & Hide Price.
From the app's left-side menu, click Email template.
You will see four different email templates:
Approve quote – Sends an email when the merchant approves a customer's quote request.
Reject quote – Sends an email when the merchant rejects a quote request.
Counter price – Sends an email when the merchant provides a counter price.
Shipping & extra cost – Sends an email when shipping charges or additional costs are added to a quote.
Step 2: Select the Email Template
Choose the email template you want to customize.
For example, select Approve quote.
The template editor will open, where you can configure the email content and preview how it will appear to the customer.
Each template can be customized separately, so you can create different messages for different quote actions.
Step 3: Customize the Email Subject
In the template editor, you will see the Email subject field.
Enter the subject that you want customers to see when they receive the email.
Example:
Email subject:
Your quote has been accepted!
You can change this according to your store's requirements.
For example:
Your Quote Request Has Been Approved
or
Great News! Your Quote Has Been Accepted
The subject should clearly tell the customer what happened to their quote request.
Step 4: Customize the Email Content
Below the subject, you will find the Email content field.
Here you can write the message that will be sent to the customer.
For example:
Dear {customer_name},
We are pleased to inform you that your quote has been accepted. Thank you for choosing our store.
{message}
Best regards, {store_name}
You can modify this message according to your business requirements.
Available Variables
The app provides dynamic variables that automatically display the relevant information when the email is sent.
{customer_name}
Displays the customer's name
{message}
Displays the message entered by the merchant
{store_name}
Displays the Shopify store name
Example
If the customer is John and the store name is ABC Store, the variables will automatically be replaced:
Email:
Dear John,
We are pleased to inform you that your quote has been accepted.
Thank you for choosing ABC Store.
Best regards, ABC Store
Important Note
Do not remove the variables if you want the corresponding customer or store information to appear automatically in the email.
Step 5: Check the Email Preview
On the right side of the editor, you will see the Preview section.
The preview allows you to see how the email will appear to the customer.
Check:
Email subject
Customer name
Message content
Store name
Banner/design
Overall email layout
This helps you verify the email before sending it to customers.
Step 6: Customize the Email Design
If you want to change the visual appearance of the email, click the Customize button.
This opens the Email Customize editor.
From here, you can customize the different sections of the email.
The available sections are:
Header section
Main banner section
Email body section
Footer section
Step 7: Customize the Header Section
The Header section controls the top portion of the email.
You can customize the header according to your store's branding.
For example, you may use the header to display your store branding or other relevant information.
You can also use the visibility option to show or hide the section if supported by the editor.\
Step 8: Customize the Main Banner Section
The Main banner section controls the banner displayed near the top of the email.
You can use this section to make the email visually match your store's branding.
For example, you can use a branded banner that represents your store.
The preview will update so you can see how the banner appears in the email.
Step 9: Customize the Email Body Section
The Email body section contains the main message displayed to the customer.
This section displays the content configured in the email template, such as:
and the customer message.
You can customize the appearance of this section to make the email look professional and consistent with your brand.
Step 10: Customize or Hide the Footer
The Footer section controls the bottom portion of the email.
You can customize the footer according to your requirements.
If you do not want to display the footer, you can use the visibility option to hide it, if available.
Step 11: Use Desktop and Mobile Preview
The email customization editor provides preview options for different screen sizes.
Use these options to check how the email looks on:
Desktop
Mobile
This is important because customers may open the email from either a computer or a mobile device.
Make sure that:
Text is readable.
Buttons are properly positioned.
The banner looks correct.
The email does not look broken on mobile.
Mobile preview:
Desktop preview:
Step 12: Save the Changes
Once you have finished customizing the email:
Review the email content.
Check the subject.
Verify all dynamic variables.
Check the desktop/mobile preview.
Make sure the design looks correct.
Save the changes.
The updated design and content will then be used for that particular email template.
Step 13: Repeat for Other Email Templates
You can customize each email template separately.
Approve Quote
Use this template when you want to notify customers that their quote has been approved.
Reject Quote
Use this template to inform customers that their quote request has been rejected.
Counter Price
Use this template when the merchant wants to send a counter offer to the customer's requested price.
Shipping & Extra Cost
Use this template when the merchant adds shipping charges or additional costs to the quotation.
Each template should be configured separately, because the message and purpose of each email are different.
Example Workflow
For example, a customer submits an RFQ for a product.
Customer submits quote → Merchant reviews quote → Merchant approves quote → Approve Quote email is sent
If the merchant wants to negotiate:
Customer submits quote → Merchant reviews quote → Merchant sends counter price → Counter Price email is sent
If additional shipping charges are added:
Quote → Add shipping/extra cost → Send updated quote → Shipping & Extra Cost email is sent
This allows merchants to keep customers informed throughout the complete quotation process.
Notes :
Customize each email template individually.
Use dynamic variables where customer/store information needs to be displayed automatically.
Do not modify or remove variables unless you understand their purpose.
Always check the preview before saving.
Check both desktop and mobile layouts when customizing the email design.
Keep the email content clear and professional.
Use your store's branding in the banner and other design sections for a consistent customer experience
Last updated