Configuring Agreement Email Notifications
Agreement email notifications keep you and your clients informed throughout the agreement lifecycle. Understanding how to configure these emails ensures clear communication and professional presentation.
Agreement Email Types
Three main email types for agreements:
1. Initial Agreement Email
When sent: When you finalize and email an agreement to a client.
Purpose: Delivers the agreement link and invites the client to review and sign.
Contains:
- Personalized greeting
- Brief message about the agreement
- Link/button to view and sign the agreement
- Your contact information
2. Agreement Reminder Email
When sent: Automatically at scheduled intervals if client hasn’t signed.
Purpose: Gentle nudge to complete the signature process.
Contains:
- Friendly reminder message
- Agreement link
- Context about what needs to be signed
Configured in: Reminder settings (see
Setting Up Agreement Reminders)
3. Agreement Signed Email
When sent: After client successfully signs the agreement.
Purpose: Notifies you (the business owner) that the client has signed.
Contains:
- Confirmation of signature
- Client name and agreement name
- Timestamp of signature
- Link to view the signed agreement
Accessing Email Settings
Email notification settings are typically found in:
- Settings → Email Settings or Email Notifications
- Settings → Agreements → Email Configuration
Look for sections labeled “Agreement Emails” or “Document Notifications.”
Configuring Initial Agreement Email
Access: Settings → Email Templates → “Agreement Initial Email”
Customize:
Subject line:
Default might be “New Agreement from [Your Company]”
Customize to: “Please Review and Sign Our Agreement” or “[Client Name], Your Agreement is Ready”
Email body:
Write a clear, friendly message:
Example:
Hi [Client Name],
Thank you for choosing [Your Company]. We've prepared an agreement outlining the terms of our partnership.
Please review and sign the agreement at your earliest convenience by clicking the button below.
[View and Sign Agreement]
If you have any questions, feel free to reach out.
Best regards,
[Your Name]
[Your Business Name]
Available variables (system-dependent):
[Client Name]– Client’s name[Agreement Name]– Name of the agreement[Your Company]– Your business name[Agreement Link]– Link to view agreement
Use variables for personalization.
Configuring Agreement Signed Notification
Access: Settings → Email Templates → “Agreement Signed Email”
Purpose: This email goes to you (or your team), not the client.
Toggle: Enable Agreement Signed Email Notification
Turn this on to receive notifications when clients sign.
Customize:
Subject line:
“[Client Name] Signed the Agreement” or “Agreement Signed: [Agreement Name]”
Email body:
Example:
Good news! [Client Name] has signed the agreement "[Agreement Name]".
Signed on: [Date and Time]
Agreement Link: [Link]
Next steps: [Your workflow—e.g., "Begin project kickoff"]
Who receives this:
Usually the account owner or agreement creator. Some systems allow specifying recipients.
CC Email Addresses
Setting: CC Email Addresses for Agreement Emails
What it does:
Copies specified email addresses on all agreement-related emails (initial, reminders, signed notifications).
Use cases:
- CC your assistant or project manager
- CC your bookkeeper (when agreements are signed)
- CC team members who need visibility
Enter multiple addresses:
Typically comma-separated: manager@example.com, assistant@example.com
Who sees what:
- Initial and reminder emails: CC’d on emails sent to clients
- Signed notification emails: CC’d on notifications sent to you
Email Sending Address
From Name:
The name clients see as the sender. Usually your business name or your personal name.
Examples:
- “Acme Design Studio”
- “Sarah from Acme Design”
From Email:
The sending email address. Often noreply@getnizam.com or your custom email (if supported).
Reply-To Email:
Some systems allow setting a reply-to address so client replies go to your inbox, not a noreply address.
Branding Emails
Logo:
Many systems include your logo in email templates automatically (pulled from workspace branding settings).
Brand colors:
Email templates may use your brand colors for buttons and headers.
Configure branding:
Settings → Branding or Workspace Settings → Upload logo and set colors
Testing Email Templates
Before sending agreements, test your email templates:
How to test:
- Look for Send Test Email or Preview button in email template settings
- Enter your email address
- System sends a sample email with placeholder data
- Review formatting, links, and tone
- Adjust as needed
Test regularly:
Especially after making changes to templates.
Email Delivery Tips
Avoid spam filters:
- Use clear, professional subject lines (avoid “RE:” or “FWD:” tricks)
- Include your business name
- Ensure proper email authentication (SPF, DKIM—usually handled by system)
Mobile-friendly:
Most email templates are responsive. Test on mobile devices.
Clear call-to-action:
Use a prominent button or link: “View and Sign Agreement”
Disabling Notifications
To stop signed notifications:
Disable the toggle for “Send Agreement Signed Email”
To stop reminders:
Disable reminder settings (see Setting Up Agreement Reminders)
To stop initial emails:
Use “Finalize” instead of “Finalize and Email” when sending agreements (then share link manually)
Client Email Preferences
Can clients opt out?
Usually no. Agreement emails are transactional (related to business transactions), not marketing. Clients receive them because they’re necessary for the agreement process.
If a client doesn’t want emails:
Share the public link manually via text, chat, or in-person.
Best Practices
✅ Personalize subject lines: Use variables like [Client Name] for connection.
✅ Keep messages concise: Clients skim emails. Get to the point quickly.
✅ Clear call-to-action: “View and Sign Agreement” button front and center.
✅ Professional tone: Friendly but businesslike.
✅ Test templates: Send yourself test emails to ensure everything renders correctly.
✅ Enable signed notifications: Know immediately when clients sign so you can proceed with next steps.
✅ Use CC sparingly: Only include team members who truly need visibility.
✅ Brand consistently: Logo and colors should match your other communications.
Common Questions
Can I customize emails per agreement?
Usually no. Email templates apply to all agreements. You can personalize the finalize-and-email message when sending.
What if clients don’t receive emails?
Check spam folders. Verify email address is correct. Resend or share public link as backup.
Can I use HTML in email templates?
Most modern systems support rich text or HTML editing. Check template editor capabilities.
Do I get notified for every reminder sent?
No. Reminders go to clients. You’re not typically notified when reminders are sent.
Can I change the sender email to my domain?
Some systems support custom sender domains. Check documentation or contact support.
What if I want different email content for different clients?
Templates are global. Customize the personal message when finalizing and emailing each agreement.
Are email opens tracked?
Some systems track opens. Check if your platform provides email engagement analytics.
Can clients reply to agreement emails?
If reply-to is set to your email, yes. If it’s a noreply address, replies may bounce.
