Useful Ready-Made HTML Email Templates for Ticket Notifications
This article contains ready-made HTML email templates for every key stage of your support ticket lifecycle. Each template includes inline CSS for maximum email client compatibility. Simply copy, paste, and configure them inside your helpdesk or ticketing system.
🔑 Supported Placeholders
These placeholders will automatically be replaced by your system:
{ticket_id}– Ticket number or unique ID{ticket_subject}– Ticket subject/title{ticket_message}– Content/body of the ticket{ticket_url}– Direct link to view the ticket{ticket_created_date}– When the ticket was created{ticket_created_relative}– Relative time since creation (e.g., “2 hours ago”){customer_name}– Customer’s full name{customer_email}– Customer’s email address{agent_name}– Agent/support staff name{site_name}– Website or company name{signature}– Auto signature (set in plugin or agent profile){date}– Current date
📩 Templates
1. Ticket Received (Auto-Reply to User)
Sent to the customer immediately after they submit a ticket.
<!DOCTYPE html>
<html>
<head>
<meta charset="UTF-8">
<title>Ticket Received</title>
</head>
<body style="margin:0; padding:0; background-color:#f4f4f4; font-family:Arial, sans-serif; color:#333;">
<table width="100%" cellpadding="0" cellspacing="0" border="0" style="background-color:#f4f4f4; padding:20px;">
<tr>
<td align="center">
<table width="600" cellpadding="0" cellspacing="0" border="0" style="background-color:#ffffff; border-radius:8px; overflow:hidden;">
<tr>
<td align="center" style="background-color:#0073aa; padding:20px;">
<h1 style="margin:0; color:#ffffff; font-size:22px;">🎫 Ticket Received</h1>
</td>
</tr>
<tr>
<td style="padding:30px; line-height:1.6;">
<p>Hello <strong>{customer_name}</strong>,</p>
<p>Thank you for contacting <strong>{site_name}</strong>. Your support request has been received and our team will review it shortly.</p>
<h3 style="color:#0073aa;">Ticket Information:</h3>
<table cellpadding="6" cellspacing="0" border="0" width="100%" style="background:#f9f9f9; border:1px solid #e0e0e0; border-radius:6px;">
<tr><td><strong>Ticket ID:</strong></td><td>{ticket_id}</td></tr>
<tr><td><strong>Subject:</strong></td><td>{ticket_subject}</td></tr>
<tr><td><strong>Created:</strong></td><td>{ticket_created_date} ({ticket_created_relative})</td></tr>
</table>
<h3 style="color:#0073aa;">Your Message:</h3>
<div style="background:#fff; border:1px solid #e0e0e0; padding:15px; border-radius:6px;">{ticket_message}</div>
<p style="margin-top:20px;">Track your ticket status here:</p>
<p style="text-align:center;">
<a href="{ticket_url}" style="background-color:#0073aa; color:#fff; padding:12px 25px; border-radius:4px; text-decoration:none;">View Ticket Status</a>
</p>
</td>
</tr>
<tr>
<td align="center" style="background-color:#f1f1f1; padding:15px; font-size:12px; color:#777;">© {date} {site_name}. All rights reserved.<br>{signature}</td>
</tr>
</table>
</td>
</tr>
</table>
</body>
</html>
2. New Ticket Notification (to Admin/Agents)
Sent to agents or managers when a new ticket is created.
<!DOCTYPE html>
<html>
<head>
<meta charset="UTF-8">
<title>New Ticket</title>
</head>
<body style="margin:0; padding:0; background:#f4f4f4; font-family:Arial,sans-serif; color:#333;">
<table width="100%" cellpadding="0" cellspacing="0" border="0" style="padding:20px; background:#f4f4f4;">
<tr><td align="center">
<table width="600" cellpadding="0" cellspacing="0" border="0" style="background:#fff; border-radius:8px;">
<tr><td align="center" style="background:#0073aa; padding:20px;"><h1 style="margin:0;color:#fff;font-size:22px;">🎫 New Ticket Created</h1></td></tr>
<tr><td style="padding:30px; line-height:1.6;">
<p>A new ticket has been created on <strong>{site_name}</strong>.</p>
<h3 style="color:#0073aa;">Ticket Information:</h3>
<table cellpadding="6" cellspacing="0" border="0" width="100%" style="background:#f9f9f9;border:1px solid #e0e0e0;border-radius:6px;">
<tr><td><strong>Ticket ID:</strong></td><td>{ticket_id}</td></tr>
<tr><td><strong>Subject:</strong></td><td>{ticket_subject}</td></tr>
<tr><td><strong>Created:</strong></td><td>{ticket_created_date} ({ticket_created_relative})</td></tr>
</table>
<h3 style="color:#0073aa;">Customer Information:</h3>
<table cellpadding="6" cellspacing="0" border="0" width="100%" style="background:#fdfdfd;border:1px solid #e0e0e0;border-radius:6px;">
<tr><td><strong>Name:</strong></td><td>{customer_name}</td></tr>
<tr><td><strong>Email:</strong></td><td>{customer_email}</td></tr>
</table>
<h3 style="color:#0073aa;">Message:</h3>
<div style="background:#fff; border:1px solid #e0e0e0; padding:15px; border-radius:6px;">{ticket_message}</div>
<p style="text-align:center;margin-top:20px;">
<a href="{ticket_url}" style="background:#0073aa;color:#fff;padding:12px 25px;border-radius:4px;text-decoration:none;">View Ticket</a>
</p>
</td></tr>
<tr><td align="center" style="background:#f1f1f1;padding:15px;font-size:12px;color:#777;">© {date} {site_name}. All rights reserved.<br>{signature}</td></tr>
</table>
</td></tr>
</table>
</body>
</html>
3. Ticket Reply (User → Agent)
Sent to agents when a customer replies to a ticket.
<!DOCTYPE html>
<html>
<head><meta charset="UTF-8"><title>Ticket Reply (User)</title></head>
<body style="margin:0;padding:0;background:#f4f4f4;font-family:Arial,sans-serif;color:#333;">
<table width="100%" style="padding:20px;background:#f4f4f4;"><tr><td align="center">
<table width="600" style="background:#fff;border-radius:8px;">
<tr><td align="center" style="background:#0073aa;padding:20px;"><h1 style="color:#fff;font-size:22px;">📩 Ticket Reply</h1></td></tr>
<tr><td style="padding:30px;">
<p>A user has replied to ticket <strong>{ticket_id}</strong> on <strong>{site_name}</strong>.</p>
<h3 style="color:#0073aa;">Ticket Information:</h3>
<table cellpadding="6" width="100%" style="background:#f9f9f9;border:1px solid #e0e0e0;border-radius:6px;">
<tr><td><strong>Ticket ID:</strong></td><td>{ticket_id}</td></tr>
<tr><td><strong>Subject:</strong></td><td>{ticket_subject}</td></tr>
<tr><td><strong>Created:</strong></td><td>{ticket_created_date} ({ticket_created_relative})</td></tr>
</table>
<h3 style="color:#0073aa;">Customer Information:</h3>
<table cellpadding="6" width="100%" style="background:#fdfdfd;border:1px solid #e0e0e0;border-radius:6px;">
<tr><td><strong>Name:</strong></td><td>{customer_name}</td></tr>
<tr><td><strong>Email:</strong></td><td>{customer_email}</td></tr>
</table>
<h3 style="color:#0073aa;">User Reply:</h3>
<div style="background:#fff;border:1px solid #e0e0e0;padding:15px;border-radius:6px;">{ticket_message}</div>
<p style="text-align:center;margin-top:20px;">
<a href="{ticket_url}" style="background:#0073aa;color:#fff;padding:12px 25px;border-radius:4px;text-decoration:none;">View Ticket</a>
</p>
</td></tr>
<tr><td align="center" style="background:#f1f1f1;padding:15px;font-size:12px;color:#777;">© {date} {site_name}. All rights reserved.<br>{signature}</td></tr>
</table>
</td></tr></table>
</body>
</html>
4. Ticket Reply (Agent → User)
Sent to the customer when an agent replies to their ticket.
<!DOCTYPE html>
<html>
<head><meta charset="UTF-8"><title>Agent Reply</title></head>
<body style="margin:0;padding:0;background:#f4f4f4;font-family:Arial,sans-serif;color:#333;">
<table width="100%" style="padding:20px;background:#f4f4f4;"><tr><td align="center">
<table width="600" style="background:#fff;border-radius:8px;">
<tr><td align="center" style="background:#0073aa;padding:20px;"><h1 style="color:#fff;font-size:22px;">📨 Ticket Reply</h1></td></tr>
<tr><td style="padding:30px;">
<p>Hello <strong>{customer_name}</strong>,</p>
<p>Our support team has replied to your ticket <strong>{ticket_id}</strong>.</p>
<h3 style="color:#0073aa;">Ticket Information:</h3>
<table cellpadding="6" width="100%" style="background:#f9f9f9;border:1px solid #e0e0e0;border-radius:6px;">
<tr><td><strong>Ticket ID:</strong></td><td>{ticket_id}</td></tr>
<tr><td><strong>Subject:</strong></td><td>{ticket_subject}</td></tr>
<tr><td><strong>Created:</strong></td><td>{ticket_created_date} ({ticket_created_relative})</td></tr>
</table>
<h3 style="color:#0073aa;">Reply from {agent_name}:</h3>
<div style="background:#fff;border:1px solid #e0e0e0;padding:15px;border-radius:6px;">{ticket_message}</div>
<p style="text-align:center;margin-top:20px;">
<a href="{ticket_url}" style="background:#0073aa;color:#fff;padding:12px 25px;border-radius:4px;text-decoration:none;">View Ticket</a>
</p>
</td></tr>
<tr><td align="center" style="background:#f1f1f1;padding:15px;font-size:12px;color:#777;">© {date} {site_name}. All rights reserved.<br>{signature}</td></tr>
</table>
</td></tr></table>
</body>
</html>
5. Ticket Assigned
Sent to an agent when a ticket is assigned directly to them.
<!DOCTYPE html>
<html>
<head><meta charset="UTF-8"><title>Ticket Assigned</title></head>
<body style="margin:0;padding:0;background:#f4f4f4;font-family:Arial,sans-serif;color:#333;">
<table width="100%" style="padding:20px;background:#f4f4f4;"><tr><td align="center">
<table width="600" style="background:#fff;border-radius:8px;">
<tr><td align="center" style="background:#0073aa;padding:20px;"><h1 style="color:#fff;font-size:22px;">📌 Ticket Assigned</h1></td></tr>
<tr><td style="padding:30px;">
<p>Hello <strong>{agent_name}</strong>,</p>
<p>A new ticket has been assigned to you on <strong>{site_name}</strong>.</p>
<h3 style="color:#0073aa;">Ticket Information:</h3>
<table cellpadding="6" width="100%" style="background:#f9f9f9;border:1px solid #e0e0e0;border-radius:6px;">
<tr><td><strong>Ticket ID:</strong></td><td>{ticket_id}</td></tr>
<tr><td><strong>Subject:</strong></td><td>{ticket_subject}</td></tr>
<tr><td><strong>Created:</strong></td><td>{ticket_created_date} ({ticket_created_relative})</td></tr>
</table>
<h3 style="color:#0073aa;">Customer:</h3>
<table cellpadding="6" width="100%" style="background:#fdfdfd;border:1px solid #e0e0e0;border-radius:6px;">
<tr><td><strong>Name:</strong></td><td>{customer_name}</td></tr>
<tr><td><strong>Email:</strong></td><td>{customer_email}</td></tr>
</table>
<h3 style="color:#0073aa;">Message:</h3>
<div style="background:#fff;border:1px solid #e0e0e0;padding:15px;border-radius:6px;">{ticket_message}</div>
<p style="text-align:center;margin-top:20px;">
<a href="{ticket_url}" style="background:#0073aa;color:#fff;padding:12px 25px;border-radius:4px;text-decoration:none;">View Ticket</a>
</p>
</td></tr>
<tr><td align="center" style="background:#f1f1f1;padding:15px;font-size:12px;color:#777;">© {date} {site_name}. All rights reserved.<br>{signature}</td></tr>
</table>
</td></tr></table>
</body>
</html>
6. Ticket Closed
Sent to the customer when their ticket is marked as closed.
<!DOCTYPE html>
<html>
<head><meta charset="UTF-8"><title>Ticket Closed</title></head>
<body style="margin:0;padding:0;background:#f4f4f4;font-family:Arial,sans-serif;color:#333;">
<table width="100%" style="padding:20px;background:#f4f4f4;"><tr><td align="center">
<table width="600" style="background:#fff;border-radius:8px;">
<tr><td align="center" style="background:#0073aa;padding:20px;"><h1 style="color:#fff;font-size:22px;">✅ Ticket Closed</h1></td></tr>
<tr><td style="padding:30px;">
<p>Hello <strong>{customer_name}</strong>,</p>
<p>Your ticket has been marked as <strong>Closed</strong>. If your issue is not resolved, you can reopen the ticket or create a new one anytime.</p>
<h3 style="color:#0073aa;">Ticket Information:</h3>
<table cellpadding="6" width="100%" style="background:#f9f9f9;border:1px solid #e0e0e0;border-radius:6px;">
<tr><td><strong>Ticket ID:</strong></td><td>{ticket_id}</td></tr>
<tr><td><strong>Subject:</strong></td><td>{ticket_subject}</td></tr>
<tr><td><strong>Created:</strong></td><td>{ticket_created_date} ({ticket_created_relative})</td></tr>
</table>
<p style="text-align:center;margin-top:20px;">
<a href="{ticket_url}" style="background:#0073aa;color:#fff;padding:12px 25px;border-radius:4px;text-decoration:none;">View Ticket</a>
</p>
</td></tr>
<tr><td align="center" style="background:#f1f1f1;padding:15px;font-size:12px;color:#777;">© {date} {site_name}. All rights reserved.<br>{signature}</td></tr>
</table>
</td></tr></table>
</body>
</html>
7. Ticket Reopened
Sent when a previously closed ticket is reopened.
<!DOCTYPE html>
<html>
<head><meta charset="UTF-8"><title>Ticket Reopened</title></head>
<body style="margin:0;padding:0;background:#f4f4f4;font-family:Arial,sans-serif;color:#333;">
<table width="100%" style="padding:20px;background:#f4f4f4;"><tr><td align="center">
<table width="600" style="background:#fff;border-radius:8px;">
<tr><td align="center" style="background:#0073aa;padding:20px;"><h1 style="color:#fff;font-size:22px;">🔄 Ticket Reopened</h1></td></tr>
<tr><td style="padding:30px;">
<p>Hello <strong>{customer_name}</strong>,</p>
<p>Your ticket <strong>{ticket_id}</strong> has been reopened. Our support team will continue working on it until resolved.</p>
<h3 style="color:#0073aa;">Ticket Information:</h3>
<table cellpadding="6" width="100%" style="background:#f9f9f9;border:1px solid #e0e0e0;border-radius:6px;">
<tr><td><strong>Ticket ID:</strong></td><td>{ticket_id}</td></tr>
<tr><td><strong>Subject:</strong></td><td>{ticket_subject}</td></tr>
<tr><td><strong>Created:</strong></td><td>{ticket_created_date} ({ticket_created_relative})</td></tr>
</table>
<p style="text-align:center;margin-top:20px;">
<a href="{ticket_url}" style="background:#0073aa;color:#fff;padding:12px 25px;border-radius:4px;text-decoration:none;">View Ticket</a>
</p>
</td></tr>
<tr><td align="center" style="background:#f1f1f1;padding:15px;font-size:12px;color:#777;">© {date} {site_name}. All rights reserved.<br>{signature}</td></tr>
</table>
</td></tr></table>
</body>
</html>
8. Internal Note
Sent to agents/managers when an internal note is added to a ticket.
(Only visible to internal staff – not to customers).
<!DOCTYPE html>
<html>
<head><meta charset="UTF-8"><title>Internal Note</title></head>
<body style="margin:0;padding:0;background:#f4f4f4;font-family:Arial,sans-serif;color:#333;">
<table width="100%" style="padding:20px;background:#f4f4f4;"><tr><td align="center">
<table width="600" style="background:#fff;border-radius:8px;">
<tr><td align="center" style="background:#ff9800;padding:20px;"><h1 style="color:#fff;font-size:22px;">📝 Internal Note Added</h1></td></tr>
<tr><td style="padding:30px;">
<p>Hello Team,</p>
<p>An internal note has been added to ticket <strong>{ticket_id}</strong> on <strong>{site_name}</strong>. This message is <strong>visible only to agents and managers</strong>.</p>
<h3 style="color:#0073aa;">Ticket Information:</h3>
<table cellpadding="6" width="100%" style="background:#f9f9f9;border:1px solid #e0e0e0;border-radius:6px;">
<tr><td><strong>Ticket ID:</strong></td><td>{ticket_id}</td></tr>
<tr><td><strong>Subject:</strong></td><td>{ticket_subject}</td></tr>
<tr><td><strong>Created:</strong></td><td>{ticket_created_date} ({ticket_created_relative})</td></tr>
</table>
<h3 style="color:#ff9800;">Internal Note by {agent_name}:</h3>
<div style="background:#fff8e1;border:1px solid #f0c36d;padding:15px;border-radius:6px;">{ticket_message}</div>
<p style="text-align:center;margin-top:20px;">
<a href="{ticket_url}" style="background:#0073aa;color:#fff;padding:12px 25px;border-radius:4px;text-decoration:none;">View Ticket</a>
</p>
</td></tr>
<tr><td align="center" style="background:#f1f1f1;padding:15px;font-size:12px;color:#777;">© {date} {site_name}. All rights reserved.<br>{signature}</td></tr>
</table>
</td></tr></table>
</body>
</html>
🛠 Usage Instructions
- Copy the template you need.
- Paste it into your ticket system’s Email Template Editor.
- Verify that the placeholders (e.g.,
{ticket_id},{customer_name}) match your system’s variables. - Adjust colors and text if needed to align with your brand.
- Save and test with a sample ticket.