# Edit recognition emails

> Go to Recognition → Emails, open an email, pick the language and service year, edit the subject and text, then select Save email. Your company then uses your version instead of the default.

- Product: Recognition › Recognition settings guides
- Who can do this: Super admins, Admins with the manage roles permissions
- Plan: Recognition
- Where: Admin dashboard
- Last checked: 15 Oct 2026
- Web page: https://www.vantagecircle.com/en/help/recognition/recognition-settings/edit-recognition-emails/

**Recognition → Emails** lists the automatic emails Recognition sends for birthdays, work anniversaries and service milestones. You need to be a super admin or have the **Manage roles** permission to use it.

## The emails

| Email | When it's sent |
|---|---|
| **Birthday** | On an employee's birthday |
| **Birthday with points** | On a birthday, with the employee's birthday points |
| **Work anniversary** | On a work anniversary that has no service award |
| **Service award** | On a work anniversary that is a service milestone |
| **Service award with points** | On a service milestone anniversary that gives points |
| **Service yearbook** | On a service milestone anniversary, with the employee's yearbook |
| **Service yearbook contribution request** | To colleagues before the anniversary, asking them to write in the yearbook |
| **Service milestone reward** | Before a service milestone anniversary, so the employee can choose a gift from the milestone catalog |

You only see the emails that apply to your company. Campaign invitation and reminder emails aren't here; you edit them when you create a campaign.

## Edit an email

1. Go to **Recognition → Emails** and select the email.
2. If you see **Language** or **Service year**, choose the version to edit. Some work anniversary emails have a separate version for each service year.
3. Edit the **Subject line**, up to 150 characters.
4. Edit the text in **Email layout**. Click a row to change or delete it.
   - Use the chips under **Add employee details**, such as **Employee name**, to add details that are filled in when the email is sent.
   - Use **Add CTA** to add up to three buttons.
   - Under **Edit/Delete Image**, select **Upload** to change the picture.
   - If you see **CC email**, tick **Add CC** and choose which of the employee's details to send a copy to.
5. Select **Preview** to check it, or **Send test email** to send it to yourself.
6. Select **Save email**. If the email has service years, choose which service years get the change, or **Apply to all years**, then select **Apply changes**.

![The email editor's settings: the platform default note, English and 1 year chosen, the subject line and the employee detail chips](https://cdn.vantagecircle.com/image/upload/q_auto,f_auto/v1792133414/vantagecircle/help-centre/en/recognition/recognition-settings/recognition-email-editor-6af5f3bdbec4e471.png)

The first time you save an email, a copy is made for your company in that language. The default doesn't change, and your company uses your copy from then on. You'll see "Email saved".

## Good to know

- **Leaving with unsaved changes** asks you to confirm. Switching the language or service year does too, because it loads another saved email.
- **Test emails** go to your own address. You can send three every 5 minutes. After that you'll see "Limit reached. Please retry in 5 minutes."
- **With or without points.** The note at the top of the page says Recognition picks the version with points when birthday or service-award points are set up. Edit both versions so they match.