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    GuideComplianceCompliance Templates

    Compliance Templates Guide

    Learn about the different compliance templates, their validity, and how they help your emails meet regulatory requirements.

    Compliance Templates Overview

    Compliance templates define the static HTML content for unsubscribe links, report abuse links, and company addresses in your emails. These components are often required by anti-spam regulations (like CAN-SPAM and GDPR) and are injected into your email templates using specific variables. All compliance templates are subject to an approval process by an administrator before they can be used.

    Template Types

    Company Address Template

    Required (CAN-SPAM)

    Sender must include a complete, valid company physical postal address with all the emails sent to correctly identify the sender's legal entity.

    How to use:Insert {{company_address_html}} in your email template where you want the company address to appear.
    Example HTML:
    <div style="font-size: 12px; color: #666; text-align: center; margin-top: 20px; padding: 10px; border-top: 1px solid #eee;">
  <p><strong>Your Company Name</strong></p>
  <p>Your Company building, street, suite, city, state, zip, country</p>
</div>

    Unsubscribe Template

    Required

    Provides the email receiver a clear and conspicuous way to opt-out or unsubscribe from your email subscription.

    How to use:Insert {{unsubscribe_email_html}} in your email template.
    Recommended: Always use the Simply Send {{unsubscribe_url}} variable for your link's href attribute. This ensures Simply Send correctly processes the unsubscribe request and updates the recipient's consent status natively.
    Example HTML:
    <p style="font-size: 12px; color: #666; text-align: center; margin: 20px 0;">
  If you no longer wish to receive these emails, you can unsubscribe at any time. 
  <a href="{{unsubscribe_url}}" style="color: #0066cc;">Unsubscribe</a>
</p>

    Report Abuse Template

    Optional

    Helps the email receiver quickly report spam or abuse, empowering users to notify you directly rather than marking the email as spam through their ISP.

    How to use:Insert {{report_abuse_email_html}} in your email template. The generic link could dynamically utilize {{sender_email}} for abuse reports.
    Example HTML:
    <p style="font-size: 12px; color: #666; text-align: center;">
  To report abuse, please contact us at 
  <a href="mailto:[email protected]" style="color: #0066cc;">[email protected]</a>
</p>

    Setting Up Compliance Templates

    To manage or create new compliance templates, follow these steps in the Simply Send dashboard:

    • Navigate to Templates: From the main sidebar, click on the Templates menu item.
    • Select Compliance Tab: At the top of the Templates page, switch to the Compliance Templates tab. This view lists all your existing address, unsubscribe, and abuse templates.
    • Create New: Click the Create New Template button at the top right of the list.
    • Configure & Save: Provide a unique name, select the template type, and enter your static HTML code. Once you save, the template will automatically enter the approval workflow.

    Approval Workflow Process

    1. Create & Submit

    Draft your compliance template by providing a name, selecting the type, and designing the HTML codebase. Once the design is ready, save your work to submit it.

    2. Pending Approval

    When a new template is submitted or edited, it enters a Pending state. It cannot be actively used for sending emails during the review phase.

    3. Administrator Review

    Simply Send verifies template content using a combination of automated and manual security checks. An admin ensures the content meets all anti-spam and compliance standards.

    SLA: 1-2 Business Days

    4A. Outcome: Rejected

    If compliance standards are unmet, the template is Rejected. Its status is then reset back to a pre-submission state.

    Note: A structured rejection reason is provided to help you trace and fix the isolated issue before resubmitting.

    OR

    4B. Outcome: Approved

    Once the admin approves the template, it enters the Approved state.

    Ready to Use: The template can now be mapped directly as your default component in live emails.

    5. Re-edit & Re-approval

    Editing an existing template (whether Approved or Rejected) will reset its status to Pending. This restarts the same approval workflow to ensure the modified content remains compliant.

    Default Templates

    For each template type, one template must be marked as Default. The system relies on the default template when processing your mail queue. You can change which template is set as default from the list of approved templates for that particular type.