RepMail Merge Fields: How Recipient Data Enters a Template

RepMail merge fields are fixed placeholders that RepMail replaces with contact or sender data when an email is sent. For example, {{name}} can become Jordan Lee, while {{company}} can become Northstar Labs. The saved template stays reusable; each recipient receives values from the mapped contact row and sender profile.

Updated October 26, 2026.

Supported RepMail merge fields

RepMail currently supports these eight plain-text placeholders:

Recipient fields come from the contact data mapped to the campaign. Sender fields come from the selected sender profile. A field is therefore a contract between the template and the data available at send time—not a request for RepMail to infer missing information.

For a broader explanation of how sending systems fit together, see Email Platform Essentials. For practical input preparation, use the Personalization Data Checklist.

What happens at send time

Suppose a campaign contains this template:

Hi {{name}},

I noticed that {{company}} works in {{category}}. Would a short conversation be useful?

Best,
{{sender_name}}
{{sender_title}}, {{sender_company}}

The mapped contact row is:

The selected sender profile contains Avery Chen, Partnerships Lead, and RepMail. RepMail substitutes those values when it prepares the outbound message. The resulting text is approximately:

Hi Jordan Lee,

I noticed that Northstar Labs works in SaaS. Would a short conversation be useful?

Best,
Avery Chen
Partnerships Lead, RepMail

This substitution is deterministic for the saved template and mapped data. An AI preview can show up to three personalized examples, but the preview does not rewrite every outbound email. Sending uses the saved template and each recipient’s merge fields.

Choosing and checking fields

Use a field only when the corresponding data is consistently available. Before sending:

1. Identify the source column or sender-profile value for every placeholder.
2. Confirm the spelling and braces exactly: {{company}}, not {company} or {{ organisation }}.
3. Preview several contacts, including records with short names, missing optional values, and unusual company names.
4. Check the rendered subject and body for awkward punctuation or empty-looking sentences.
5. Send only after confirming the correct sender profile and recipient mapping.

The email personalization data checklist is useful when contact data is being prepared outside the campaign editor. If your workflow involves AI-generated content or external processors, review the AI outreach data-deletion and subject-request guidance as a separate data-handling step.

What happens with unknown or missing placeholders

Do not assume that any column name can become a merge field. RepMail’s supported field set is fixed as listed above.

The AI-generated-template validation path hard-blocks unknown placeholders. The ordinary campaign submission path is different: it does not perform the same cross-reference validation, and known replacement behavior can result in an empty value when data is unavailable. In practical terms, an unfamiliar placeholder may not produce the value you expect, especially in a manually submitted template.

Treat an unresolved placeholder as a send-blocking review item. Replace it with a supported field, supply the missing contact data, or remove the sentence. Do not rely on a recipient seeing the placeholder exactly as typed.

A practical decision procedure

Use this sequence for every new template:

If the value belongs to the recipient: select one of name, email, company, or category, then verify that the contact row contains it.

If the value belongs to the sender: select one of sender_name, sender_title, sender_company, or sender_phone, then verify the selected sender profile.

If the value is neither: write it as fixed text or revise the data model. Do not invent a new placeholder.

If the value is optional: decide whether the sentence still reads correctly when it is absent. If not, collect the data before sending or remove that sentence.

If a preview looks wrong: inspect the mapped row, placeholder spelling, selected sender profile, and final rendered message in that order.

Merge fields solve data insertion; they do not validate the quality, accuracy, permission, or legal basis of the underlying contact data. Those questions require a separate review of your outreach process.

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