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Customer portal email templates

Every time a customer submits a ticket about the use of one of your products or services, your staff has to answer and lose valuable time that could be spent on other tasks. However, it doesn’t have to be like that. Why?

Not all product queries are so complex that they require the attention of a customer service agent. A substantial number of issues can be resolved by existing users if an organization has a customer portal in place.

 A customer portal is a self-service platform that allows customers to share information, look for solutions to their problems at any time, and place queries independently. It offers customers access to a website on which they can open create threads, update their contact information, consult a knowledge base, download resources, browse through historical posts, or share knowledge with other users.

However, once you build this portal you have to promote it amongst your customers, lead them through the process of creating a customer portal account, and, finally, encourage clients to become active users.

Sending carefully crafted email communication is the most effective way to:

  • Inform customers about the availability of your customer portal 
  • Promote the customer portal 
  • Navigate customers through the process of creating a customer portal account

Using customer portal email templates will help you reach your customers and convince them to join the customer portal that you have built for them. This article gathers examples of different types of messages from each stage of effective customer service communication, topped off with powerful customer service email subject line examples.

What is an email template?

An email template is an HTML-formatted email that you can use to create your own message by changing the proposed content with your own. SendPulse offers more than 130 free templates that are ready to use.

An email template allows you to create email campaigns by replacing images, text, fonts, and other elements. The email template gallery in SendPulse is divided into thematic sections, so you can find a template that works best for you. 

Benefits of using an email template

It saves you time and effort

Instead of creating an email template from scratch, you can easily upload your own images, change the text, and select new relevant content for your subscribers. You don’t have to waste time designing and figuring out what format works best.

Customer portal email templates
Save our customer portal templates inside your canned messages to save time

No need to check the formatting

Every time you create a new email template from scratch you should check it for errors. There’s always a risk of leaving out important sections or making formatting mistakes. Using a template ensures that your email looks exactly the same as the preview.

Customer portal email subject lines

Verification emails

  • Confirm your email address
  • Please verify your email for [company]
  • Verify your email address for [customer portal name]
  • Welcome to [customer portal], please verify your email address
  • [name], please verify your account
  • [company] – account verification
  • [company] – email verification
  • [email address] – complete your registration for [company/customer portal]!
  • Activate your [company] account
  • Verification email
  • Your verification code
  • Your [customer portal] security code is: [code]
  • Check the verification code for [company]
  • Please verify your email address

Welcome emails

  • We’re happy to see you here!
  • Thank you for signing up 🙂
  • Welcome to the [customer portal] community
  • Welcome to the [customer portal] family
  • Welcome onboard
  • Thanks for joining us!
  • Welcome to the club!
  • You’re registered. Here’s what’s next…
  • Welcome to your [customer portal] account
  • We’re waiting for you at [customer portal]
  • Thank you for choosing [customer portal]

Confirmation emails

  • Confirmation: your account has been created!
  • It’s confirmed – welcome onboard
  • Your account is up and running!
  • Woohoo! It’s happening!
  • Your [customer portal name] account is ready 
  • You can start using your [customer portal] account now
  • You can access your account with [customer portal] now
  • An account for [name] has been activated
  • Thank you for registering, access your account
  • Your registration is complete
  • Account confirmation email

Reset password emails

  • [customer portal] password reset
  • Your password reset link
  • Need help resetting your password?
  • Here’s your new password for [customer portal]
  • Your new password is just a few clicks away
  • Forgot your password?
  • Reset your password
  • Password Reset
  • [name], this email will help you reset your password
  • Choose a new password for your [customer portal] account
  • Changing your [customer portal] password

Feedback emails

  • We’d love to know your opinion about [customer portal]
  • What do you think about [customer portal]?
  • We need to talk about [customer portal], [name]…
  • Review your experience with [customer portal]
  • Share your feedback on [customer portal]
  • Share your thoughts about [customer portal]
  • We want to know your opinion
  • Thank you for being an active user of [customer portal]
  • How is your experience with [customer portal]? 
  • We want to improve [customer portal]. We need your help!
  • How can we improve [customer portal]?

Invitation emails

  • Want to make the most out of [product/service]? Join [customer portal]
  • Join [customer portal] now. You won’t regret it.
  • [customer portal] is waiting for you
  • Did you know that there’s a [customer portal] available for all our clients?
  • It’s about time you joined [customer portal]
  • We don’t want to brag, but users love our [customer portal]
  • Here’s why you should join [customer portal]
  • You’re invited to join our portal!
  • We’ve added new modules to [customer portal]. Join it now and check them out!
  • Get to know all the features and possibilities that [product/service] brings
  • We built it for you to grow and learn new things about [product/service]
  • What you’ll learn…

Customer portal email templates ideas

Customer portal – Verification email templates

Short verification email template 1

Short verification email template 2

Short verification email template 3

Verification email template emphasizing the value

Verification email template with a confirmation link

Customer portal – Welcome email templates

A simple welcome email template

Welcome email template with a call to action

Informative welcome email template 

Customer portal – Confirmation email templates

Short confirmation email template

Thank you for completing registration confirmation email template

“We look forward…” confirmation email template

Confirmation email template with links to resources

Customer portal – Reset password email templates

Password reset email template 1

Password reset email template 2

Password reset email template 3

Password reset email template 4

Customer portal – Feedback email templates

Feedback email template 1

Feedback email template 2

Feedback email template 3

Feedback email template 4

Customer portal – Invitation email templates

Invitation email template 1

Invitation email template 2

Invitation email template 3

Customer portal email templates – Frequently Asked Questions

How can I measure the success of my email communication?

Resolved ticket

The most useful metrics for monitoring a newsletter’s success rate are the delivery rates, open rates, click-through rates, and bounce rates.

  • The delivery rate is the ratio of emails that didn’t bounce to the number of emails sent.
  • The open rate is the ratio of subscribers who opened your newsletter to the number of emails delivered.
  • The click-through rate is the ratio of people who clicked links to the number of emails delivered.
  • The bounce rate is the ratio of email addresses in your newsletter list that did not receive your message, because their mail servers or clients returned them, to the total number of email addresses in your list.

Typically good results are:

  • 95% or more for delivery rate
  • 30%+ for open rate
  • Over 10% for click-through rate
  • Less than 2% for bounce rate

However, these rates and benchmarks may vary from industry to industry. The most important elements that influence these results are a campaign’s data quality and content value. 

Should I write a plain text email or send an email in HTML?

Customer portal email templates

A plain text email contains text without any formatting. It also enables you to embed simple visuals or GIFs into the email copy. An HTML email can contains images, font colors, and other text formatting options. The right email format depends on your email marketing strategy, branding, and style guide.

If you are sending out a short email like a verification email or a password reset email, you can stick to a plain text version. However, emails that are aimed to encourage a recipient to take some action, like an invitation email or feedback email, might make the message more appealing by being sent in an HTML format.

Resolution time

It really depends on the type of email you send. It’s best to send verification emails right after a user takes an action, so they can continue the process that requires verification. For example, when a user creates an account using their email address, they should receive a verification email right away, be able to confirm their email, and take the next steps. 

The same applies to welcome emails and confirmation emails, which should be sent immediately after a user creates a customer portal account and successfully verifies it so that they can continue the signup process and access the portal as soon as possible. 

A reset password email is no different. You must send a password reset email immediately after a customer portal user makes the request, or, asks you for help with setting up a new password. If a user has to wait more than a few seconds for a password reset email, they may give up and be left without access to the customer portal.

When it comes to a feedback email, it really depends on how customers use your customer portal. However, don’t wait for too long before asking them for their opinion. Sending this email up to 10 days after a customer started using the customer portal is a good idea.

The rule is pretty much the same when you want to send an invitation email. Ideally, you should send the email a few days (or weeks, depending on the complexity of your product/service) after a customer starts using your product/service. Lead them through the onboarding process first, let them get to know your product and absorb all of the available data, and then inform them about the possibility of joining the customer portal.

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