Customize Default WordPress Emails

Customize the content of built-in WordPress notification emails including password resets, new user registrations, and comment notifications. Use merge tags to personalize each email with dynamic content.

Use Cases#

• Brand system emails with your company voice and style
• Translate WordPress emails to your site’s language
• Add helpful instructions to password reset emails
• Customize new user welcome messages
• Personalize comment notification content

How It Works#

1. Enable the module in Switchboard
2. Open the settings panel
3. Click tabs to edit different email types
4. Use merge tags for dynamic content
5. Leave fields blank to use WordPress defaults

Email Types You Can Customize#

Using Merge Tags#

Merge tags are placeholders that get replaced with actual values when the email is sent. Wrap them in double curly braces: {{tag_name}}

Common Merge Tags#

Email-Specific Tags#

Password Reset Email#

New User Email#

Email Changed Email#

Comment Emails#

Example Customizations#

Password Reset Email#

Subject:

Reset your {{site_name}} password

Message:

Hi {{username}},

Someone requested a password reset for your account at {{site_name}}.

Click here to reset your password:
{{reset_url}}

If you didn't request this, you can safely ignore this email. Your password will remain unchanged.

Thanks,
The {{site_name}} Team

New User Welcome Email#

Subject:

Welcome to {{site_name}}!

Message:

Hi {{username}},

Welcome to {{site_name}}! We're excited to have you.

To get started, set your password by visiting:
{{password_reset_url}}

Once you've set your password, you can log in at:
{{login_url}}

If you have any questions, just reply to this email.

Best regards,
The {{site_name}} Team

Comment Notification#

Subject:

New comment on "{{post_title}}"

Message:

Hi there,

{{comment_author}} left a comment on your post "{{post_title}}":

"{{comment_content}}"

View and reply: {{comment_url}}

Cheers,
{{site_name}}

Interface Guide#

Tab Navigation#

Click the tabs at the top to switch between email types. A green dot indicates which emails have been customized.

Merge Tag Insertion#

Click any merge tag button to insert it at your cursor position in the message field.

Reset to Default#

Each email type has a “Clear & Reset to Default” button. Clicking it removes your customizations and WordPress will use its default email content.

Best Practices#

Keep It Clear#

• Use simple, direct language
• Include all necessary links prominently
• Don’t over-brand or add too much marketing content

Test Your Changes#

• Trigger each email type to verify it works
• Check that merge tags are replaced correctly
• View emails on different email clients

Security Emails#

For password reset and security-related emails:

• Don’t remove the action link
• Include context about why they’re receiving it
• Mention what to do if they didn’t request it

Compatibility#

What This Module Customizes#

• The email subject line
• The email body content
• Merge tag replacement

What This Module Doesn’t Change#

• Email from address (use Email SMTP module)
• Email HTML formatting (emails remain plain text)
• Plugin-generated emails (WooCommerce, etc.)

FAQ#