Email Templates in NetSuite
NetSuite email templates allow you to create consistent, branded communications for transactions, marketing campaigns, and automated workflows.
Template Types
| Type | Use Case | Location |
|---|---|---|
| Transaction Templates | Invoices, Sales Orders, POs | Setup → Company → Email Preferences |
| Marketing Templates | Campaigns, newsletters | Lists → Marketing → Templates |
| Workflow Emails | Automated notifications | Workflow → Actions → Send Email |
| Script Emails | Custom SuiteScript emails | N/email module |
Template Components
EMAIL TEMPLATE STRUCTURE
─────────────────────────────────────────────────────────
┌─────────────────────────────────────────────────────────┐
│ HEADER │
│ ├── Logo (from File Cabinet) │
│ ├── Company Name │
│ └── Template Title │
├─────────────────────────────────────────────────────────┤
│ BODY │
│ ├── Greeting (Dear ${customer.firstname}) │
│ ├── Content with merge fields │
│ ├── Transaction lines (items sublist) │
│ └── Custom fields │
├─────────────────────────────────────────────────────────┤
│ FOOTER │
│ ├── Contact information │
│ ├── Terms & conditions │
│ └── Unsubscribe link (marketing) │
└─────────────────────────────────────────────────────────┘
Merge Fields (Field Tags)
Common Fields
| Field Tag | Description |
|---|---|
${record.tranid} | Transaction number |
${record.trandate} | Transaction date |
${record.entity} | Customer/Vendor name |
${record.total} | Transaction total |
${record.memo} | Memo field |
${currentuser.firstname} | Logged-in user first name |
${companyinformation.companyname} | Company name |
Entity Fields
| Field Tag | Description |
|---|---|
${entity.email} | Customer email |
${entity.phone} | Customer phone |
${entity.companyname} | Customer company |
${entity.firstname} | First name |
${entity.lastname} | Last name |
Address Fields
| Field Tag | Description |
|---|---|
${record.billaddress} | Billing address (formatted) |
${record.shipaddress} | Shipping address (formatted) |
${entity.defaultbillingaddress} | Default billing |
Creating a Template
Navigation
Setup → Company → Email → Email Templates
Basic Structure
<html>
<head>
<style>
body { font-family: Arial, sans-serif; }
.header { background: #003366; color: white; padding: 20px; }
.content { padding: 20px; }
.footer { background: #f5f5f5; padding: 10px; font-size: 12px; }
table { width: 100%; border-collapse: collapse; }
th, td { border: 1px solid #ddd; padding: 8px; }
</style>
</head>
<body>
<div class="header">
<img src="${companyinformation.logourl}" alt="Logo" />
<h1>${companyinformation.companyname}</h1>
</div>
<div class="content">
<p>Dear ${entity.firstname},</p>
<p>Thank you for your order #${record.tranid}.</p>
<!-- Item lines -->
<#list record.item as item>
<tr>
<td>${item.item}</td>
<td>${item.quantity}</td>
<td>${item.rate}</td>
<td>${item.amount}</td>
</tr>
</#list>
<p><strong>Total: ${record.total}</strong></p>
</div>
<div class="footer">
<p>${companyinformation.companyname} | ${companyinformation.phone}</p>
</div>
</body>
</html>
Template Categories
| Category | Description |
|---|---|
| Sales | Quotes, Sales Orders, Invoices |
| Purchasing | PO, Vendor Bills |
| Fulfillment | Shipment confirmations |
| Payments | Payment receipts, reminders |
| Statements | Customer statements |
| Marketing | Campaigns, newsletters |
| Support | Case updates, resolutions |
Best Practices
Design
- Keep templates mobile-responsive
- Use inline CSS (email clients strip
<style>tags) - Test across email clients (Outlook, Gmail, Apple Mail)
- Include plain-text version for accessibility
Content
- Personalize with merge fields
- Keep subject lines under 50 characters
- Include clear call-to-action
- Add unsubscribe for marketing emails
Performance
- Optimize images (use File Cabinet URLs)
- Avoid large attachments
- Use PDF links instead of embedded content
Related Topics
- Transaction Emails - Invoice, SO, PO templates
- Marketing Campaigns - Campaign email templates
- Workflow Emails - Automated email actions