Email templates
Ready-made emails for every stage of a case, with placeholders filled in for you.
Dossia doesn't send emails on your behalf — you stay in control of your own inbox and sender identity. Instead, the email templates panel in the case page sidebar writes the email for you: pick a template, tweak it, copy it or open it in your mail app, and send.
When each template is suggested
The panel reads the state of the case and suggests the template that fits:
| Template | Suggested when | Typical use |
|---|---|---|
| Initial | The case is newly sent | Introduce the request and share the portal link. |
| Reminder | The case is quiet — e.g. shown as "Awaiting client" | Nudge the client to start or resume uploading. |
| Follow-up | Collection is in progress but documents are still pending | List what's still missing. |
| Rejection | One or more documents were rejected | Tell the client what to re-upload and why. |
| Completion | All required documents are validated | Confirm the file is complete and set next steps. |
You can also use the email preview during compose, before the case even exists — see compose a request.
Placeholders
Templates use placeholders that are filled with the case's real data:
| Placeholder | Filled with |
|---|---|
{firstName} | The client's first name |
{brokerName} | Your name |
{portalUrl} | The case's private portal link |
{pendingDocs} | The list of documents still awaiting upload |
{rejectedDocs} | The list of rejected documents |
Editing and sending
Every template is a starting point, not a script:
- Edit the subject and body freely before sending.
- Copy the subject, the body, or both with one click, and paste into any tool you like.
- Open in mail launches your default email client with the recipient, subject, and body pre-filled.
- Reset brings the template back to its suggested wording if your edits went sideways.
Note: Because you send from your own email client, replies land in your inbox and the email carries your address — Dossia never appears as the sender.
The templates are generated in context, so the portal link and document lists always match the case you're looking at. If you regenerate the portal link, grab a fresh template afterwards so {portalUrl} points to the new link.