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 → Email 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 → Email 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.

Insert with a slash

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.

Premium feature

AI templates are a premium feature — the section shows a Pro badge. 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 to Default — your changes are discarded and the template returns to the version MailPrism ships. This affects only your copy.

Revert is permanent

Reverting a customized template discards your edits and can't be undone.

Template variables

Templates support variables — placeholders that fill in from the email's context or your own settings. There are two styles, depending on where the template is used.

Which braces?

• Quick replies (inserted while you compose) use double braces and capitals — {{SENDER_NAME}}.
• Rule reply templates (used by rule actions like Create Draft Reply and Send Auto-Reply) use single braces and lowercase — {sender_name}.
• AI template smart fields also use double braces — {{FIELD_NAME}}.

Quick-reply variables

Variable	Fills in with
{{SENDER_NAME}} · {{SENDER_FIRST_NAME}}	The sender's full / first name
{{SENDER_EMAIL}}	The sender's email address
{{RECIPIENT_NAME}} · {{RECIPIENT_FIRST_NAME}}	Your full / first name
{{EMAIL_SUBJECT}}	The subject of the original email
{{EMAIL_DATE}}	The date the original email arrived
{{TODAY_DATE}} · {{TODAY_SHORT_DATE}}	Today's date (long / short)
{{CURRENT_TIME}} · {{CURRENT_DAY}}	The current time / day of the week
{{NEXT_WEEK_DATE}}	The date one week from today
{{SIGNATURE}}	Your default signature
{{BOOKING_LINK}}	Your calendar / booking link
{{PHONE_NUMBER}}	Your phone number
{{BUSINESS_HOURS}} · {{BUSINESS_ADDRESS}}	Your business hours / address

Unfilled variables stay in the text

If MailPrism can't fill a quick-reply variable — say you haven't saved a booking link — it's left in the message exactly as typed ({{BOOKING_LINK}}). Fill it in or delete it before you send.

Rule reply-template variables

Variable	Fills in with
{sender_name} · {sender_email}	The sender's name / email address
{original_subject}	The subject of the incoming email
{ai_summary}	An AI-written summary of the email — see Email summaries
{signature}	Your signature
{booking_link} · {phone_number}	Your booking link / phone number
{business_hours} · {business_address}	Your business hours / address

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} in a rule reply) 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