> For the complete documentation index, see [llms.txt](https://help.memberply.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.memberply.com/membership-applications/application-emails.md).

# Application emails and logo

Each application form has its own emails. Configure these from **Applications > Application Forms > open a saved form > Emails**. These settings are separate from the membership-tier emails under **Store setup > Emails**.

## Edit an application email

1. Choose the template on the form's **Emails** tab.
2. Edit the sender name, subject and message.
3. Review the on-screen preview.
4. Set **Enable this email** as needed, then select **Save email**.

Saving a template does not resend earlier messages. Use the preview to review drafts; there is no draft test-send option to a supplied email address.

## Available messages

| Message                             | When it is used                                                                                   |
| ----------------------------------- | ------------------------------------------------------------------------------------------------- |
| Submission confirmation             | When an application becomes ready for review, after any on-submission fee is paid                 |
| More information requested          | When your team requests more information                                                          |
| Rejection                           | When your team rejects an application                                                             |
| Free membership activation          | After the free membership has been activated                                                      |
| Paid membership purchase invitation | When approval processing authorizes purchase of the paid tier, after any required application fee |
| Purchase reminder                   | Once an approved applicant has waited 24 hours without completing the membership purchase         |
| Approval expiring                   | During the final three days before an unused approval expires                                     |
| Approval expired                    | When an unused approval expires                                                                   |
| Paid membership activation          | After the approved membership purchase is paid and activated                                      |

Purchase reminders and approval-expiring emails are disabled by default. The other editable messages are enabled by default. Approval-expiring messages require an approval expiry date.

The optional store submission notification is controlled on the form's **Details** tab. It goes to the store contact email. The store notification and application fee payment invitation use built-in wording and are not editable templates in this list. See [Optional application fee](/membership-applications/optional-application-fee.md) for fee timing.

## Add a logo

Use **Optional email logo** on the **Emails** tab to upload a PNG or JPG up to 5 MB. No store logo is added by default. The logo appears above the greeting and is resized without changing its proportions, including in application fee payment invitations.

Uploading a logo or selecting **Remove logo** saves immediately. Removing it preserves the email wording. Each form has its own logo; duplicating a form does not copy email branding or customized email templates.

## Keep personal details and links dynamic

Use these placeholders where relevant:

* `{{first_name}}`
* `{{business_name}}`
* `{{program_name}}`
* `{{membership_name}}`
* `{{store_name}}`
* `{{purchase_url}}`
* `{{approval_expires_at}}`

Keep the private purchase link in purchase invitations and reminders so each applicant reaches their own payment flow. Applicants must sign in with the approved Shopify customer account; sharing a link does not transfer approval.

Decision notes entered by your team are private and are not included in applicant emails. If requesting more information, make sure the applicant-facing message explains how to reply and what information you need.

Temporary delivery failures are retried. They do not reverse an approval or an activated membership. Disabling an optional reminder does not change the applicant's approval expiry or extend membership access.