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Custom Mails for Vendor Notifications

February 28, 2025

Importance of Custom Mails

Custom Mails allows marketplaces to personalize vendor email notifications, ensuring a branded and consistent communication experience. Previously, all vendor emails used generic templates, which lacked marketplace-specific branding and personalization.

With this feature, marketplaces can now provide their own HTML email templates for key vendor notifications. Topsort will upload and activate these templates, ensuring that all vendor communications, such as balance warnings and invitations, align with the marketplace’s branding and tone.

Key Benefits

  • Brand Identity – Emails will now reflect the marketplace’s logo, colors, and messaging, enhancing brand recognition and trust.
  • Clearer Communication – Customized emails allow marketplaces to adjust wording and formatting to better communicate with their vendors.
  • Seamless Vendor Experience – By maintaining a consistent look and feel, marketplaces can create a more professional and cohesive vendor experience.

How It Works

We introduced Custom Mails, allowing marketplaces to replace the default vendor notification emails with their own branded versions.

Submit Your Custom HTML Templates

  • Marketplaces provide their own HTML email templates.
  • Each template must match a specific notification type (see the use cases below).

Emails Are Sent with Your Branding

  • Once uploaded, vendor emails will use the custom templates instead of the default ones.
  • Vendors will receive fully branded email notifications that match the marketplace’s style and messaging.

Vendor Notification Use Cases

The following vendor notifications can be customized with Custom Mails:

  1. Vendor Running Out of Balance: Vendors receive a low balance warning when their balance is running low (less than 7 days remaining).

  2. Vendor is Invited: Vendors receive an invitation to join the marketplace, either from the marketplace admin or another vendor user. Includes a registration link to set up their account.

Considerations

  • Custom templates must be in HTML format and follow email best practices to ensure compatibility and mobile responsiveness.
  • If a marketplace does not provide a custom template, the default version will continue to be used.
  • Multilingual support is not yet available for the same marketplace.
  • Different vendors of the same marketplace can’t have different email templates.
  • Before implementing in production, the new templates will be approved in a sandbox environment.
  • Placeholders for the vendor or marketplace names can be considered.
  • All templates are compliant with email regulations GDPR, LGPD and CCPA.