Articles on: Notifications & Emails

Customize the Confirmation Email in the E-Mail Editor

The E-Mail Editor lets you customize the confirmation email customers receive after submitting a withdrawal request.

You can edit the subject, body, language, and tone of the email. You can also insert variables, show optional content only when needed, and use HTML for simple layouts, links, tables, or an externally hosted logo.

The E-Mail Editor is available on the Essential plan and above. If your current plan does not include this feature, the editor page shows an upgrade notice.

Where to Find the E-Mail Editor

You can open it from the Revoq app navigation under E-Mail Editor.

You can also open it from Settings. In the Customize confirmation email section, click Open E-Mail Editor.

What You Can Customize

In the E-Mail Editor, you can customize:

confirmation email subject
email body
template language
formatting such as bold, italic, bullets, and links
variables such as reference, order, products, or shop name
optional sections for withdrawal reason and customer message
HTML source for simple layouts, signatures, and external logos
preview with sample data

The confirmation email should only confirm receipt of the withdrawal request, not the legal validity of the withdrawal. It should still include the key details: customer, withdrawn order or products, reference, and receipt date and time.

How Email Language Works

Revoq has system templates for all languages available in the editor. You do not need to create every language yourself.

When a customer submits a withdrawal request, Revoq stores the language that was visible to the customer in the shop. Revoq then automatically selects the matching confirmation email.

The order is:

Revoq uses the customer-facing shop language.
If you saved a custom template for that language, Revoq uses it.
If no custom template exists, Revoq uses the system template for that language.
If the language is not supported, Revoq falls back to the default language.

The confirmation email language is not based on the language you use in the app. It follows the language visible to the customer in the shop.

System Templates and Custom Templates

Every language has a system template. Revoq uses it automatically until you save your own version.

When you edit and save a language, Revoq creates a custom template for that specific language. It then appears in Customized languages.

If you reset a template, Revoq deletes your custom template for that language. The system template is used again.

Resetting cannot be undone. Check whether you still need the current text before resetting.

Add and Edit a Language

Use Add language to choose a language you want to customize. Revoq then opens the system template for that language in the editor.

Important: The language is only saved as a custom template after you save your changes.

Available Variables

You can use variables in the subject and body. Revoq replaces them with real withdrawal data when the email is sent.

{customer_name}
{customer_email}
{reference}
{order_number}
{products}
{reason}
{customer_message}
{submitted_at}
{shop_name}

The variables mean:

{customer_name}: customer name
{customer_email}: customer email address
{reference}: Revoq withdrawal reference
{order_number}: order number, if an order was matched
{products}: withdrawn products or entered items
{reason}: withdrawal reason, if stored
{customer_message}: customer message, if stored
{submitted_at}: receipt date and time
{shop_name}: your shop name

{reason} and {customer_message} are only shown when this information was stored during the withdrawal process.

Optional Content with Conditional Blocks

Use conditional blocks for optional details. A block is only shown when the matching value exists.

Example:

{#if reason}<br />Reason: {reason}{/if}
{#if customer_message}<br />Message: {customer_message}{/if}

If no reason was stored, the {reason} line is not shown. If no customer message was stored, the {customer_message} line is not shown.

Conditional blocks work in the email body. The subject supports regular variables only.

Rich Text and HTML Mode

The editor starts in rich text mode. You can edit the text directly and use the toolbar for simple formatting:

bold
italic
bullets
links
variable insertion

If you need more control, switch to HTML. This lets you edit the email source directly.

Add an External Logo

You can add a logo through a publicly reachable HTTPS image URL.

Example:

<p>Kind regards,<br />
Your {shop_name} Team</p>

<table style="margin-top: 16px; border-collapse: collapse;">
  <tbody>
    <tr>
      <td style="padding-right: 12px; vertical-align: middle;">
        <img
          src="https://example.com/logo.png"
          alt="{shop_name} Logo"
          width="120"
          style="max-width: 120px; height: auto;"
        >
      </td>
      <td style="vertical-align: middle; font-size: 14px; line-height: 1.5;">
        <strong>{shop_name}</strong><br />
        Customer support
      </td>
    </tr>
  </tbody>
</table>

Logos are not uploaded to Revoq at this stage. Use an absolute, publicly reachable image URL that starts with https://.

Allowed HTML

Revoq sanitizes HTML before saving, previewing, and sending. This keeps the email safe and compatible with email clients.

Allowed elements include:

paragraphs and line breaks
bold and italic text
links
bullet lists
simple tables
div and span
images with absolute https:// URLs
selected inline styles such as color, font size, spacing, width, height, and text alignment

Not allowed:

scripts
event handlers such as onclick
iframes
forms
SVG
external CSS files
data: image URLs
cid: image URLs
images through http://
protocol-relative URLs such as //example.com/logo.png

If a logo does not appear, first check whether the image URL starts with https:// and is publicly reachable.

Use the Preview

Click Preview to open a preview of the current template. Revoq inserts sample data so you can review the subject and body.

The preview is not a test email. During real sending, the sample data is replaced with the data from the actual withdrawal request.

Save and Unsaved Changes

When you change the subject or body, a save bar appears. You can save or discard your changes.

If you switch language or leave the page with unsaved changes, Revoq asks whether you want to discard them.

Character Limits

The E-Mail Editor uses these limits:

Subject: maximum 200 characters
Email body: maximum 10,000 characters

If you use HTML, the HTML source counts toward the email body limit.

Best Practices

Keep the confirmation clear and complete. Customers should immediately understand that their withdrawal request was received.

Recommended:

shop name in the subject or signature
clear reference number
order number, if available
withdrawn products
receipt date
optional details through conditional blocks
short signature with support information
logo through a stable HTTPS URL

Example:

<p>Dear {customer_name},</p>

<p>We confirm receipt of your withdrawal declaration.</p>

<p>
Your details:<br />
• Reference: {reference}<br />
• Order: {order_number}<br />
• Products: {products}
{#if reason}<br />• Reason: {reason}{/if}
{#if customer_message}<br />• Message: {customer_message}{/if}
<br />• Received: {submitted_at}
</p>

<p>Kind regards,<br />
Your {shop_name} Team</p>

Frequently Asked Questions

Do I Need to Create a Template for Every Language?

No. Revoq automatically uses the system template for the matching language. You only need to customize the languages where you want your own copy.

What Happens If I Do Not Save a Custom Template for a Language?

Revoq uses the system template for that language.

Can I Translate the Subject?

Yes. The subject is saved per language and can include variables such as {reference} or {shop_name}.

Can I Create My Own Variables?

No. Only the variables shown in the editor are supported.

Why Is the Withdrawal Reason Not Shown?

The reason is only shown if a reason was stored for the withdrawal request and your template contains {reason} or a conditional block with {reason}.

Why Is the Customer Message Not Shown?

The customer message is only shown if it was stored and your template contains {customer_message} or a conditional block with {customer_message}.

Can I Upload a Logo?

Not directly in the editor at the moment. You can add an externally hosted logo through an absolute HTTPS image URL.

Can I Send a Test Email?

The E-Mail Editor includes a preview with sample data. A real confirmation email is sent only after a customer confirms a withdrawal request.

Are Existing Templates Updated Automatically?

No. Existing custom templates remain unchanged. If you want to use new variables or conditional blocks, add them manually or reset the language to the system template

Updated on: 08/06/2026

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