---
title: "Email Templates"
slug: "email-templates"
updated: 2026-07-07T17:15:07Z
published: 2026-07-07T17:15:07Z
canonical: "help.claritysecurity.com/email-templates"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.claritysecurity.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Email Templates

# Customizing Access Review Emails

## Overview

When you run a User Access Review, Clarity emails each reviewer — once when items are first assigned (the **Initial Contact** email) and again as the deadline approaches (the **Reminder** email). You can now customize the wording of both emails to match your organization’s tone and compliance language, and even use a different template for a specific review.

## Getting Started

You’ll need the **Access Certification Admin** role.

1. Go to **User Access Review**.
2. Open the **Email Templates** tab.

You’ll see two kinds of templates — **Initial Contact** and **Reminder** — each with a starter template marked **Default**. The defaults match Clarity’s standard wording, so your reviews keep working exactly as before until you decide to change anything.

![](https://cdn.document360.io/2d020999-1823-4d4d-b6d2-4b52fb4a9617/Images/Documentation/Access Reviews > Email Templates.png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A11%3A49Z&se=2026-10-31T19%3A11%3A49Z&sr=c&sp=r&sig=kAJTPLgOyNkZAIiyfqPz0uWfFfhze70rb5xVRMAF0VE%3D)

## Step-by-Step Guide

### Create a new template

1. On the **Email Templates** tab, click **New Template**.
2. Give it a **Template Name** (something you’ll recognize, e.g. “HITRUST Reviewer Notice”).
3. Choose the **Email Type** — *Initial Contact* or *Reminder*.
4. Fill in the **Subject** and **Body**.
5. To drop in a reviewer’s name, the review name, or the due date, click one of the **binding chips** under *Available Bindings* (for example {{assignee.first_name}} or {{review.due_date}}). The chip is inserted wherever your cursor is in the subject or body.
6. Click **Preview** to see exactly how the email will look with sample data. Press **Esc** or **Close** when you’re done.
7. (Optional) Turn on **Set as default for this type** to make this the template every review of that type uses.
8. Click **Save**.

![](https://cdn.document360.io/2d020999-1823-4d4d-b6d2-4b52fb4a9617/Images/Documentation/image-4AHTRKQC.png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A11%3A49Z&se=2026-10-31T19%3A11%3A49Z&sr=c&sp=r&sig=kAJTPLgOyNkZAIiyfqPz0uWfFfhze70rb5xVRMAF0VE%3D)

### Available bindings

These placeholders are filled in automatically when the email is sent. If a value is missing, it shows as a labelled placeholder like [First Name] instead of being left blank.

| Binding | Becomes |
| --- | --- |
| {{assignee.first_name}} | The reviewer’s first name |
| {{assignee.last_name}} | The reviewer’s last name |
| {{assignee.fullname}} | The reviewer’s full name |
| {{assignee.email}} | The reviewer’s email address |
| {{review.name}} | The review’s name |
| {{review.due_date}} | The review’s due date (e.g. *March 15, 2026*) |
| {{review.type}} | The review type |
| {{review.created}} | The date the review was created |

![](https://cdn.document360.io/2d020999-1823-4d4d-b6d2-4b52fb4a9617/Images/Documentation/image-AWGAI6FF.png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A11%3A49Z&se=2026-10-31T19%3A11%3A49Z&sr=c&sp=r&sig=kAJTPLgOyNkZAIiyfqPz0uWfFfhze70rb5xVRMAF0VE%3D)

### Set a default

Each email type has exactly one default. When you mark a template as the default, the previous default for that type is automatically switched off — you never end up with two. The default is what gets sent for any review that hasn’t been given its own template.

### Use a template for a specific review

When you set up a review (or a review template), you can pick a specific Initial Contact and/or Reminder template for it using the **Create New** picker. If you don’t pick one, the review uses the default for each type.

### Edit or delete

Use the row actions on the **Email Templates** grid to edit or delete a template. You can’t delete a template that’s currently the default — set another template as the default first, then delete it.

## Tips & Best Practices

- **Always Preview before saving** — it shows the email with realistic sample data so you can catch wording or layout issues.
- **Keep a default for each type.** You can’t remove the last default for a type; promote a replacement first.
- **Use bindings instead of typing names or dates** so every email is personalized and accurate.
- **Plain text + line breaks.** Type the body as plain text; your line breaks are preserved in the sent email. (HTML you type is shown as text, not rendered — this keeps emails safe and consistent.)
- **Name templates descriptively** (audience, framework, or purpose) so they’re easy to find later.