Email Templates
Stop retyping the same answers. MailPrism gives you two kinds of saved reply, plus variables that personalize them automatically:
- Quick replies — fixed, canned text you reuse word-for-word.
- AI templates — a prompt that generates a tailored reply on the spot.
Manage both under Settings → Templates. You insert them while writing — see Composing & replying.
Quick replies (canned responses)
A quick reply is a saved snippet you drop into a message. Each one has:
| Field | What it's for |
|---|---|
| Name | A label so you can find it (e.g. "Thanks for reaching out"). Required. |
| Subject | The subject line, used when the reply starts a new email. Optional. |
| Message | The body text. This is the reply itself. Required. |
| Shortcut | An optional typing shortcut — must start with / (e.g. /thanks). |
To add one, open Settings → Templates → Quick Replies and click Add Reply. Edit or delete any reply from the same list. MailPrism shows a small Used n× counter so you can see which replies you actually lean on.
If you gave a quick reply a shortcut like /thanks, you can type it straight into the
compose box. Slash commands open a quick menu right at your cursor — see
Composing & replying.
Enhance with AI
Next to each quick reply is an Enhance button. It rewrites the snippet with AI — handy for tightening wording or adjusting tone — and you review the result before it replaces your text. This needs AI features turned on.
AI templates
An AI template is a saved prompt rather than fixed text. When you use it, AI reads the email you're replying to and generates a fresh, contextual reply that follows the prompt's instructions.
AI templates are a premium feature and depend on your plan. The app marks the section accordingly and links you to upgrade if it isn't included. Check Settings → Billing or the pricing page for what your plan includes.
System vs. custom templates
| Type | What it is |
|---|---|
| System templates | Ready-made templates MailPrism ships, marked System. Read-only as-is, but you can customize a copy. |
| Custom templates | Templates you create yourself, from scratch. |
Create your own with Create Template. You give it a name, an optional description, a category (General, Meetings, Sales, Support, Personal, Other), and the prompt template itself.
Smart fields
A template's prompt can include smart fields — AI-powered variables written as
{{FIELD_NAME}}. For each one you define a field name, a type (Text, List,
Number, Yes/No, or Date), and an AI instruction telling the AI what to pull from
the email (for example, "Extract the meeting date mentioned in the email"). The AI
fills the field in when it generates the reply.
Enable, disable, and preview
| Control | What it does |
|---|---|
| Toggle (on/off) | Enable a template for quick access, or disable it without deleting it. |
| Preview | Test the template against a real email to see what it would produce, before you rely on it. |
| Customize | On a system template, makes an editable copy you can change. |
| Edit | Change one of your own (or customized) templates. |
Revert to default
When you customize a system template, it's marked Customized. If you want the original back, use Revert — your changes are discarded and the template returns to the version MailPrism ships. This affects only your copy.
Reverting a customized template discards your edits and can't be undone.
Template variables
Both kinds of template support variables — placeholders that fill in from the email's context or your own settings when the reply is created. Common ones:
| Variable | Fills in with |
|---|---|
{sender_name} | The name of the person who emailed you |
{sender_email} | The sender's email address |
{original_subject} | The subject of the incoming email |
{ai_summary} | An AI-written summary of the email |
{signature} | Your signature |
{booking_link} | Your calendar / booking link |
{phone_number} | Your phone number |
{business_hours} | Your business hours |
{business_address} | Your business address |
Quick replies and hybrid content use single braces — {sender_name}. AI template
smart fields use double braces — {{FIELD_NAME}}. The editor inserts the right style
for you, so you rarely have to type them by hand.
Static, AI, and hybrid
Templates fall into three working styles:
| Style | How it works |
|---|---|
| Static | Fixed content — no variables, no AI. A plain canned reply. |
| AI generated | Fully written by AI from your instructions. |
| Hybrid | A template with variables like {sender_name} or {ai_summary} that fill in per email. |
A hybrid template is the middle ground: you keep control of the wording but let MailPrism slot in details automatically.
Where templates show up
You'll reach your templates from:
- The Templates button in the compose panel.
- The / slash menu while writing.
- Any rule action that drafts or sends a reply.
→ Keep your sign-off consistent: Signatures · write in your own voice: Writing profiles