Create and Manage Email Templates in Clio Grow

In Clio Grow, you can create email templates for appointments, forms, documents, payment requests, and general client communication. Each template sets the subject, greeting, body, sign-off, and attachments for one type of intake email. Every prospective client receives consistent, accurate correspondence from your firm, and your team writes each message once.

Understand email template types

The Email templates page groups templates by the intake step they support. Each group starts with default templates, and all firm users can access every template on the page.

Appointments

Invitation, confirmation, reminder, and booking reminder emails for manual appointments and Clio Scheduler appointment types. Assign invitation, confirmation, and reminder templates to specific appointment types when you create appointment types or when you edit a template.

Documents

Emails that send a document, confirm a completed document, and remind a contact about a pending document.

Forms

Emails that send an intake form, confirm a submitted form, and remind a contact about a pending form.

Payment requests

Emails that request a payment. This group is available to firms with online payments.

Intake packages

Invitation and completion emails for intake packages, for firms with intake packages.

Other

Emails for any other purpose, such as a single follow-up email. Email sequences use templates from this group.

Most types hold several templates. The form reminder, form submitted, document reminder, and document completed types hold one template each.

Text added to each email

Each email follows the same order: greeting, body, link text, sign-off, signature, and footer. The link text is fixed for each template type, so the body needs no link of its own.

• Send form and form reminder emails: Click here to fill out the form.
• Form submitted emails: Click here to view the form (link expires in one week).
• Appointment invitation and booking reminder emails: Click here to pick a time (this link will expire 1 week from today).
• Appointment confirmation and reminder emails: Your Appointment Time: followed by the appointment time.
• Payment request emails: a Pay Now button.

Create an email template

Create a template for each email your firm sends repeatedly during intake. Create each template individually, then reuse it across opportunities. Template names are unique within each type.

1. Go to Grow settings > Email templates.
2. In the section for the template type, click the add option.
   • Appointments: Click Add new, then select the purpose of the template.
   • Documents: Click Add new send document email template.
   • Forms: Click Add new send form email template.
   • Payment requests: Click Add new payment request email template.
   • Other: Click Add new.
3. In the Add email template window, complete the template fields.
   • Template name (internal): Enter a name for the template. This name is for your team only.
   • Assign as template for: For forms and documents templates, select the forms or documents that use this template.
   • Template applied to: For appointment templates, select the appointment types that use this template.
   • Email subject: Enter the subject line, up to 255 characters.
   • Greeting format: Enter the salutation before the contact's name, such as Hello.
   • Contact name options: Select the form of the contact's name after the greeting: Client first name, Client prefix + last name, or Client first name + last name.
   • Body: Enter the main message. Payment request templates replace [Firm Name], [Amount], [Expiry Date], and [X] days with the details of the request.
   • Automatically CC everyone assigned to the matter: Sends a copy of the email to every user assigned to the opportunity. This option is on by default.
   • Sign off format: Enter the closing before the user's name, such as Sincerely.
   • User name options: Select the form of the name after the sign-off: User first name, User first name + last name, Firm name, No name, or User Scheduler display name.
   • Attachments: Click Add attachment to attach files, such as an image of your firm logo or a video. Attach videos as files, outside the body. The total size limit is 18 megabytes (MB) with a connected email account and 7 MB without one. Supported file types are CSV, DOC, DOCX, GIF, HEIC, JFIF, JPEG, JPG, MOV, MP3, MP4, MSG, PDF, PJP, PJPEG, PNG, PPT, PPTX, SVG, TIF, TIFF, TXT, WAV, XLS, XLSX, and ZIP.
4. Click Save.

Edit or delete an email template

Edit any template, including the default templates, to keep your firm's wording current. Delete only the templates your firm created. Default templates stay on the page permanently.

Edit a template

1. Go to Grow settings > Email templates.
2. Next to the template, click Edit.
3. In the Edit email template window, make your changes.
4. Click Save.

To preview a template before you edit it, click the template name.

Delete a template

1. Go to Grow settings > Email templates.
2. Next to the template, click Edit.
3. Click Delete template.
4. In the Delete email template window, review the message.
5. Click Continue with deletion.

Up next

• Send Emails During Intake: Send forms, documents, and appointment emails to a contact with your templates.
• Create and Apply Email Sequences: Schedule a series of follow-up emails for an opportunity.