Magento Transactional Email Template Files: Complete Guide for Editing, Customizing, and Managing Emails

Magento transactional email template files are the core files that control the design, layout, and content of automated emails sent by your Magento store. These files power messages like order confirmations, shipping updates, password resets, and customer account notifications.

If you’ve ever wanted to personalize your store’s emails or make them look more professional, understanding how these files work is essential. Many store owners struggle with locating the right files or modifying them safely without breaking their email system.

This guide explains where Magento transactional email template files live, how they work, and how you can edit and customize them step by step to create branded, professional emails for your online store.

Key Elements of Magento Transactional Email Template Files

Magento transactional email template files are structured to control how your emails look and what information they display. Each element has a specific role.

Core components include:

• Header – Displays your logo and store name.
  Example: <img src="{{var logo_url}}" alt="Store Logo" />

• Body Content – Main message of the email with dynamic data.
  Example: Hello {{var customer_name}},

• Variables (Merge Tags) – Pulls real-time data into the email.
  Example: {{var order.increment_id}}

• Footer – Contains contact info, social links, and disclaimers.
  Example: “You are receiving this email because…”

• Styling (CSS/Inline styles) – Controls colours, fonts, and layout.
  Example: style="font-family: Arial; color: #333;"

Check out more email templates.

Do’s and Don’ts When Editing Magento Transactional Emails

Do’s

• Back up original files before editing so you can restore them if needed.

• Use inline CSS because many email clients don’t support external stylesheets.

• Test every email after editing to ensure proper rendering.

Don’ts

• Don’t edit core files directly without creating a custom theme or module.

• Don’t remove required variables such as order ID or customer name.

• Don’t overload emails with images that may slow down loading.

Step-by-Step: How to Locate Magento Transactional Email Template Files?

These steps apply to most Magento 2 installations. UI may vary; verify current product docs if layouts differ.

1. Access your Magento server via FTP or File Manager.
   [Insert screenshot: Magento root directory view — app folder]
   Alt text: Magento root directory showing app and vendor folders

2. Navigate to:
   app/design/frontend/{Vendor}/{theme}/Magento_Email/email/

3. If the folder doesn’t exist, create this path inside your custom theme.

4. Find default templates inside the core directory:
   vendor/magento/module-email/view/frontend/email/

5. Copy the files you want to customize from the vendor folder into your custom theme path.

Edit layout using Magento 2 email footer template.

How to Customize Magento Transactional Email Template Files?

Here’s the safest approach to customization:

1. Copy the original email template file into your theme directory.
   [Insert screenshot: Copying email file into theme folder]
   Alt text: Copying Magento email template file into custom theme

2. Open the file in a code editor.

3. Modify text, colours, and layout using inline CSS.

4. Save your changes.

5. Clear the Magento cache via Admin Panel:
   System → Cache Management → Flush Magento Cache

Sample Magento Transactional Email Templates

Order Confirmation Email Template

Use this when you want to customize your customer order confirmation emails.

Subject Line: Your Order {{var order.increment_id}} Has Been Confirmed

Email Body:

Hello {{var customer_name}},

Thank you for your purchase from {{var store_name}}.

Your order ID is: {{var order.increment_id}}
Order Total: {{var order.grand_total}}

We will notify you once your order ships.

Best regards,
{{var store_name}}

Access files via Magento transactional email template files.

Shipping Confirmation Email Template

Use this template for shipping update emails.

Subject Line: Your Order Has Shipped – Tracking Information Inside

Email Body:

Hello {{var customer_name}},

Good news! Your order {{var order.increment_id}} has been shipped.

Tracking Number: {{var shipment.tracking_number}}

Thank you for shopping with us.

Password Reset Email Template

This template is used when a customer resets their account password.

Subject Line: Reset Your Password – {{var store_name}}

Email Body:

Hello {{var customer_name}},

We received a request to reset your password.
Click the link below to create a new password:

{{var this.getUrl($store,’customer/account/createPassword/’,[_query:[token:$customer.rp_token]])}}

If you didn’t request this, please ignore this message.

Formatting Tips for Magento Email Files

• Use web-safe fonts like Arial, Helvetica, or Verdana.

• Keep paragraph width narrow (500–600px) for better readability.

• Use tables for layout because many email clients don’t fully support modern CSS.

• Keep button styles simple with solid background colours and large clickable areas.

Customize branding with Magento 2 email header template.

FAQs

How do I edit Magento transactional email template files?

Copy the original file into your theme folder, edit it safely, and clear the cache after saving changes.

Where are Magento email template files located?

They are located in the vendor/magento/module-email/view/frontend/email/ directory and should be overridden in your custom theme.

Can I customize transactional emails from the Magento admin panel?

Yes, you can customize basic content via the email templates section in the admin panel.

Will editing email files break my store?

If done properly inside a custom theme, it will not affect core store functionality.

Conclusion

Magento transactional email template files give you full control over how your store communicates with customers. When customized properly, they help build trust, improve brand identity, and create better customer experiences.

By understanding where these files are located and how to safely edit them, you can design professional, functional emails that reflect your brand’s voice and values.

Explore more professional templates and guides on MsCareerGirl.com and bookmark this guide for future reference as your store grows.