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Creating a transactional email template

Build the email in HubSpot's drag-and-drop editor, keep it transactional, and use it from the workflow action.

Overview

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Templates are ordinary HubSpot marketing emails. You design them in HubSpot’s drag-and-drop email editor, just like a newsletter — but you never send them from HubSpot. Instead, the Send transactional email action uses the email’s subject and content, fills in the recipient’s details, and sends it.

Transactional Email renders the email itself, so it supports HubSpot’s standard drag-and-drop modules but not custom or Marketplace modules. Every template version also passes an automatic content review before it can send.

Before you begin

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  • Access to HubSpot’s marketing email editor.
  • A clear purpose for the email: a receipt, a subscription notice, an account notification. Promotional content fails the content review.

Steps

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  1. Create an email. In HubSpot, go to Marketing → Email, click Create email, and choose a Regular email with the drag-and-drop editor. Or click Create a template in HubSpot in Settings → Templates, which opens that editor directly.
  2. Pick a simple layout. Start from a basic layout with one or two columns.
  3. Write the subject line. Every template needs a subject. You can use tokens in it, such as Your receipt, {{ contact.firstname }}.
  4. Build the content with supported modules — rich text, images, buttons, dividers, and spacers. See Supported email modules.
  5. Add personalization. Type tokens such as {{ contact.firstname }} or {{ company.name }} where the recipient’s details belong. See Personalizing emails with tokens.
  6. Keep it transactional. Leave out discounts, promotions, product announcements, and newsletter content. Links to the customer’s account, your help center, and your legal footer are fine.
  7. Save the email. You don’t need to publish, schedule, or send it from HubSpot.

The email now appears in the Email template dropdown of the Send transactional email action. When you select it, Transactional Email checks its modules; if it can’t be sent, it shows as Incompatible in Settings → Templates and is marked incompatible in the dropdown from then on.

What happens next

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Tips

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  • Keep one email per purpose (“Order receipt,” “Renewal reminder”) and give it a name your team will recognize in the dropdown.
  • Transactional emails don’t carry an unsubscribe footer. If you want your company address or legal text in the email, type it into a rich text module.
  • Every email gets a plain-text version automatically.
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