Customer Onboarding Templates

Email Templates for Open Source Projects

Great open source projects communicate well. Here's how to do it via email.

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Email is the most effective way to reach your open source community beyond GitHub. Release announcements drive adoption. Community updates keep contributors engaged. Sponsorship updates show transparency. These templates cover the essentials.

Ready-to-Use Templates

Copy these templates and customize them for your needs. Each includes HTML and plain text versions.

Release AnnouncementContributor WelcomeCommunity Newsletter
Release Announcement
Announcing a new version release
Version release announcements
Subject Line

{{projectName}} v{{version}} is out — {{headlineFeature}}

Preview Text

What's new, what's fixed, and how to upgrade.

Personalization Variables:
{{projectName}}{{version}}{{releaseDescription}}{{highlightOne}}{{highlightTwo}}{{highlightThree}}{{upgradeCommand}}{{changelogUrl}}{{contributorCount}}{{githubUrl}}
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Contributor Welcome
Welcome email after first merged PR
New contributor engagement
Subject Line

Welcome to {{projectName}}, {{githubUsername}}!

Preview Text

Your first contribution has been merged.

Personalization Variables:
{{projectName}}{{githubUsername}}{{contributorCount}}{{goodFirstIssuesUrl}}{{communityUrl}}{{contributingUrl}}{{maintainerName}}{{githubUrl}}
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Community Newsletter
Monthly community update and project status
Monthly community engagement
Subject Line

{{projectName}} — {{monthName}} community update

Preview Text

What happened this month in {{projectName}}.

Personalization Variables:
{{projectName}}{{monthName}}{{starsCount}}{{newStars}}{{contributorCount}}{{newContributors}}{{prCount}}{{highlightOne}}{{highlightTwo}}{{roadmapPreview}}{{githubUrl}}
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Best Practices

Include upgrade commands and code examples in release announcements.

Thank contributors by name or GitHub username.

Be transparent about project finances if you accept sponsorships.

Keep emails technical and value-focused — skip the marketing.

Common Mistakes

Sending release emails without upgrade instructions.

Not welcoming new contributors — first impressions matter for retention.

Spamming the mailing list with every minor patch release.

Corporate-speak that doesn't match the community's tone.

Subject Line Examples

Timing & Performance

Best Days
Tuesday, Wednesday, Thursday
Best Times
9:00 AM, 2:00 PM
Open Rate
25-35%
Click Rate
3-5%

Personalization Tips

Release Emails Drive Adoption

Most users don't check GitHub releases. An email with the version number, key features, and an upgrade command gets your latest code into production faster than any other channel.

Welcome Every First-Time Contributor

A personal welcome email after someone's first merged PR dramatically increases the chance they contribute again. Include links to more issues, the community chat, and the contributing guide.

Transparency Builds Trust

If you accept sponsorships, share financial updates with your community. How much you raised, how it was spent, and what it enables builds the trust that keeps sponsors renewing.

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Frequently Asked Questions

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