# Write your own email templates

Source: https://help.mucka.ai/settings/write-your-own-email-templates
Category: Settings
Last updated: 2026-09-10

> Set the wording Mucka starts from when you email a quote or an invoice, and drop in merge fields that fill themselves in — including the job, the address and the job number.

Every email you send from a quote, an invoice or a job starts from a template you wrote. Set it once and you're not retyping the same paragraph forty times a week.

Find them in **Settings → Email → Message templates**.

## Merge fields

Inside a template you can drop in a merge field, written in double curly brackets. Mucka swaps it for the real thing when you go to send.

Under the body you'll see **Available variables** — the ones that work in the template you're editing. Tap one to copy it, then paste it into your wording.

```
Hi {{client_first_name}},

Quote {{reference_number}} for the work at {{job_address}} is attached —
{{total}} all in, and it holds until {{valid_until}}.

Thanks,
{{sender_first_name}}
```

### About your customer and your business

- `{{client_first_name}}` — their first name
- `{{client_name}}` — their full name

On a business, those two are different things. `{{client_name}}` is the company —
"JGM Facilities Management Ltd" — and `{{client_first_name}}` is the person you
deal with there, taken from the **Contact** on their client record. If there's no
contact name on the record the greeting just reads "Hi," rather than opening with
the company's name, so it's worth filling that box in on the firms you email most.
- `{{sender_first_name}}` — your first name
- `{{business_name}}` — your business name

### About the quote or invoice

- `{{reference_number}}` — the quote or invoice number
- `{{total}}` — what it comes to
- `{{valid_until}}` — when a quote runs out
- `{{due_date}}` — when an invoice falls due

### About the job

- `{{job_description}}` — what the work is
- `{{job_address}}` — where the work happens
- `{{job_reference}}` — the job number
- `{{job_date}}` — the day it's booked in

## If you do landlord or letting agent work

`{{job_address}}` uses **the property the work is at**, not the address you invoice. So an email to a letting agent names the flat with the leak in it, not the agent's office.

It only falls back to the customer's own address when there's no property on the job — which is what you want for a householder, where the two are the same place anyway.

## When there's nothing to fill a field in with

Not every email has a job behind it. A quote you raised without booking anything in has no job number and no date.

Mucka **leaves the field out** rather than emailing your customer a set of curly brackets. It also tells you which ones it dropped, in a line under the message, so you can read the sentence back before you send it. That line is a nudge, not a blocker — if the email reads fine without it, send it.

## What you send is what you see

Merge fields are filled in before the email opens, so the message in front of you is the message that goes. Change anything you like in it — editing there is a one-off and doesn't touch the template.

## This is not the same as automatic messages

Two different things, and it's worth knowing which you want:

- **Message templates** (here) — the emails **you** send, off a quote, an invoice or a job.
- **Automatic messages** (Settings → Customers → Automatic messages) — what **Mucka** sends on its own: booking confirmations, appointment reminders, the on-my-way text, review requests.

## Your signature

Separately, **Settings → Email → Signature** is appended to the bottom of everything you send. It has its own merge fields for your name, your number and your business details, and they resolve per sender — so each of your team signs off as themselves.