---
title: "Save the emails you send buyers, guests and applicants | Ticket Fairy Guides"
description: "Draft an invitation, an application answer or a gift certificate message once, then pick it by name each time you send it, so every email you send buyers, guests and applicants sounds like you."
canonical: "https://www.ticketfairy.com/guides/save-the-emails-you-send"
---

1. [Ticket Fairy](https://www.ticketfairy.com/)
2. [Guides](https://www.ticketfairy.com/guides)
3. Save the emails you send buyers, guests and applicants

Email, SMS and marketing

# Save the emails you send buyers, guests and applicants

Promoters and venue teams send the same invitation, application answer and gift certificate message before every event. With an email template, you draft that message once in your own words and pick it by name each time you send it, so it always sounds the way your team would say it.

Takes:  5 minutes

- [Open your saved emails](#step-1)
- [Say what kind of message it is](#step-2)
- [Enter a name and a subject](#step-3)
- [Enter the message itself](#step-4)
- [Use it where you send that message](#step-5)

## Before you start

- You're an owner or an admin of the event. You need one of those two logins to open Email Templates.
- You know which message you are drafting. An invitation, an application decision and a gift certificate each need their own template.

1. ## Open your saved emails

   Open your event and select **Email Templates**.

   **Note:** **Status** on the left is green while the template is enabled and red once you disable it.

   ![The Email Templates page of a festival, with five saved messages, their status marks, and the Edit, Preview and Duplicate controls on each row](https://www.ticketfairy.com/embeds/posters/marketing-email-templates--templates.png)    
   *Email Templates.*
2. ## Say what kind of message it is

   Select **Create Template**, then choose the **Email Template** type that matches where the message is sent from.

   **Note:** Messaging and invitations covers the everyday ones, including application decisions and delegation invitations. Gift certificates is the message a buyer forwards to the person they bought for.

   ![The Create Template dialog with Messaging/Invitations chosen, a volunteer shift confirmation's name, description and subject entered, and the message in the content editor](https://www.ticketfairy.com/embeds/posters/marketing-email-templates--create-template.png)    
   *Email Templates, Create Template.*
3. ## Enter a name and a subject

   Enter a **Name** and a **Subject**.

   **Note:** Only your team sees the name, and the subject is the line the person sees in their inbox, so put the event in it. **Description** is optional, and it helps you find the template in the list a year later.
4. ## Enter the message itself

   Enter the **Content** in the editor.

   **Note:** Say the one thing the reader needs and the one thing you want them to do.
5. ## Use it where you send that message

   Open the page that sends the message and pick your template by name: **Select Template** in Messaging, the **Email Template** column on a delegation, or the decision emails on a form.

   **Note:** When you disable a template, it no longer appears in **Select Template** in Messaging, and **Edit** and **Preview** are turned off on its row. You can still choose it on a delegation, a form and a gift certificate, so rename one you no longer want sent.

## Or have it done for you

Fai, your AI teammate, can check sales, update your event or change a ticket when you ask.

You keep your templates in the dashboard, and Fai can draft the wording for one before you paste it in.

### In your dashboard, with Fai

```
Draft the email we send acts we have accepted for <EVENT NAME>, with the load-in time and the parking left as blanks for me to fill
```

### From your own assistant, over MCP

Connect your assistant to [our MCP server](https://www.ticketfairy.com/mcp-server) and ask it:

Keep `--read-only` in your MCP configuration. This task only reads data, so your assistant does not need tools that make changes.

```
Pick the brand, find the event <EVENT NAME> and show it
```

## Work from one you already have

1. ### Copy a template

   Select **Duplicate** on the row.

   **Note:** You get a copy to change, which is faster than starting again for the second and third message in a set. A template whose content you uploaded as a zip file has no **Duplicate**, because the wording is in the file rather than the template.
2. ### Read it before you rely on it

   Select **Preview** on the row.

   **Note:** It shows the message as it will arrive, which is the only reliable way to catch a broken layout before an applicant does.
3. ### Take one out of circulation

   Select **Disable** on the row and confirm.

   **Note:** A disabled template keeps its wording but no longer appears in Messaging, so last year's crew email can wait for next year rather than being deleted.
   **Tip:** Rename one nobody should pick again, because you can still choose a disabled template on a delegation, a form and a gift certificate.

Copying and previewing are dashboard work. Fai can rewrite the wording of a message you paste to her, in your brand's voice.

### In your dashboard, with Fai

```
Rewrite this email so it is shorter and sounds like our other messages to buyers
```

### From your own assistant, over MCP

Keep `--read-only` in your MCP configuration. This task only reads data, so your assistant does not need tools that make changes.

```
Pick the brand, find the event <EVENT NAME> and show it
```

## Questions you might have

**Why can't I find Email Templates on my event?**

 Your brand uses the new Messaging, so your templates are under **Templates** in the event's Messaging, and the old Email Templates address opens them in Templates. You still edit a design uploaded as HTML on this page, which you open with **Change on previous page**.

**Where do these emails get used?**

 Anywhere you send a message you chose the wording for: the approved and declined emails on a form, the message that goes with a delegation invitation, the gift certificate a buyer forwards, and **Select Template** when you email your ticket holders from Messaging. The order confirmation isn't one of them, because you set it on its own page.

**Can I save a message I have already drafted in Messaging?**

 Yes. **Save as Template** in the composer adds that wording to this list, so your next message starts from it rather than from nothing.

**Can I use one template on more than one event?**

 A template you save on an event stays on that event, so save the wording again on the next one. You can choose a template from your brand's own Email Templates page when you email ticket holders from Messaging, but not on an event's forms, delegations or gift certificates.

**What does disabling a template do to emails already sent?**

 Nothing. Emails you've already sent stay exactly as they were.

**Why can't I edit or preview a row?**

 It is disabled. Enable it again and both controls come back.

## Still have a question?

Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself.

   [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome)

No setup fees. No monthly fee. No credit card required.

## Related guides

- [More ways to use Ticket Fairy](https://www.ticketfairy.com/features/emails-to-buyers)
- [Let a partner hand out their own tickets for your event](https://www.ticketfairy.com/guides/let-a-partner-hand-out-their-own-tickets)
- [Email your ticket buyers about your event](https://www.ticketfairy.com/guides/email-your-buyers)
- [Create extra landing pages for your event](https://www.ticketfairy.com/guides/create-extra-landing-pages-for-your-event)
- [Add your own words to the ticket confirmation email](https://www.ticketfairy.com/guides/add-your-own-words-to-the-confirmation-email)
- [Show your sponsors on your tickets and event page](https://www.ticketfairy.com/guides/show-your-sponsors-on-your-tickets-and-event-page)
- [Email or text your fans and ticket holders from your brand](https://www.ticketfairy.com/guides/email-or-text-your-fans-and-ticket-holders)
- [Every Ticket Fairy guide](https://www.ticketfairy.com/guides)

## Do this on your own event

Create your account, build your event and follow the steps in your own dashboard. You do not need to book a sales call.

  [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

## Sell tickets with Ticket Fairy

Start free with unlimited events and no monthly fee, and choose a paid plan when you need more.

- Set up your event in minutes
- Free events are free
- Fai, your AI teammate, is built in

 [Create a free account](https://manage.ticketfairy.com/welcome)

No setup fees. No monthly fee. No credit card required.

## See it on a call

Book a demo and we will show you how Ticket Fairy handles your kind of event.

 [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features/emails-to-buyers)

### Tips for selling more tickets

Practical advice from working event organizers, and every new guide as it is published.

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---

This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)