Email Templates in NetSuite

NetSuite email templates allow you to create consistent, branded communications for transactions, marketing campaigns, and automated workflows.

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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

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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)                      │
└─────────────────────────────────────────────────────────┘

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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

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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>

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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

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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

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Related Topics

• Transaction Emails - Invoice, SO, PO templates
• Marketing Campaigns - Campaign email templates
• Workflow Emails - Automated email actions