---
title: "Email templates"
slug: "email-templates"
updated: 2026-04-21T08:58:19Z
published: 2026-04-22T08:53:20Z
canonical: "help.cintra.co.uk/email-templates"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.cintra.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# Email templates

Who can use these:

**HR Manager**

**Administrator**

### Introduction

Notification emails can be customised via the **Email Templates** page. Administrators can access them via **Leave** > **Admin & Config > Email Templates** as highlighted below:

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204017220501.png)

A list of email templates will be shown, IRD (Include Request Detail) column shows whether the template includes the request details:

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image-1773849692324.png)

To edit an Email Template, click on the **name** of the template. (in this article, we will be focusing on the Leave Cancellation Approved Email Template)

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image-1773849782324.png)

- **Include Request Detail?** - If selected, details about the request will appended to the email. This includes Start Date, End Date, Reason, Leave/Sick Type and Remaining Allowance. This corresponds with the IRD column in the Email Templates list.

When you are happy with your changes you can click on the **Save** button found at the top right-hand corner.

---

Notification emails can be customised on Leave > Admin & Config > Email Templates.

The email template placeholders we offer are:

| **Placeholders** | **Placeholder Description** |
| --- | --- |
| [employee.first_name] | Employee's firstname |
| [employee.last_name] | Employee's surname |
| [employee.full_name] | Employee's full name (firstname and surname) |
| [employee.email] | Employee's email address |
| [request_url] | The URL link to the request |
| [request.summary] | Summary of the request |
| [request.start_date] | Request start date |
| [request.end_date] | Request end date |
| [request.hours] | How many hours the request is for |
| [request.days] | How many days the request is for |
| [request.reason] | Reason for the request |
| [request.approver_comments] | Comments for approving request |
| [request.rejection_comments] | Comments for rejecting request |
| [request.cancel_reason] | Reason for cancelling request |
| [request.cancel_comments] | Comments for cancelling request |
| [category.name] | Category is either leave type or sickness type |
| [toil_term] | Customized TOIL name |
| [remaining_hours] | Employee's remianing hours |
| [remaining_days] | Employee's remaining days |
| [rejected_by.first_name] | Request rejecter surname. Only available on rejected emails |
| [rejected_by.last_name] | Request rejecter firstname. Only available on rejected emails |
| [rejected_by.full_name] | Request rejecter full name (firstname and surname). Only available on rejected emails |
| [rejected_by.email] | Request rejecter email address. Only available on rejected emails |
| [approved_by.first_name] | Request approver surname. Only available on approved emails |
| [approved_by.last_name] | Request approver firstname. Only available on approved emails |
| [approved_by.full_name] | Request approver full name (firstname and surname). Only available on approved emails |
| [approved_by.email] | Request approver email address. Only available on approved emails |