> For the complete documentation index, see [llms.txt](https://docs.spara.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.spara.com/build/workflows/steps/send-email.md).

# Send Email Step

Send a personalized email from your AI agent.

The **Send Email** step sends an email on behalf of your AI agent to a lead or their assigned sales rep.

<figure><img src="https://4072969777-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FreCGkFdsmuPJzGP9ZgGA%2Fuploads%2Fgit-blob-62e40dc4675e095a43614c428b74ab0ecfe12c26%2FWorkflow%20Send%20Email%20Step.png?alt=media" alt=""><figcaption><p>The Send Email step configuration panel.</p></figcaption></figure>

## Configuration

### Recipients

| Field                    | Description                                                                             |
| ------------------------ | --------------------------------------------------------------------------------------- |
| **Send to lead**         | Sends to the lead's email address.                                                      |
| **Send to assigned rep** | Sends to the rep assigned to the lead in Salesforce. Requires a Salesforce integration. |
| **CC**                   | Additional email addresses to CC. Accepts static addresses, variables, or both.         |
| **BCC**                  | Additional email addresses to BCC. Accepts static addresses, variables, or both.        |

At least one of **Send to lead** or **Send to assigned rep** must be enabled.

### Variables in CC and BCC

CC and BCC take a comma-separated list, and each entry can be either a static address or a variable holding one — so a step can copy in an address that differs per lead, like the account owner or an account manager stored on the lead record. Insert a variable the same way you would in the subject: click the insert button (`</>`) at the end of the field, or type `{{`.

A variable can also hold several comma-separated addresses; each becomes its own recipient.

If a variable is empty for a given lead, or holds something that isn't an email address, that recipient is skipped and the email still goes to its main recipients. Nothing is sent to a malformed address.

### Send immediately

By default, Spara paces workflow emails: each connected mailbox sends at most one email every few minutes, so a large batch goes out gradually instead of all at once. This protects your mailbox's sending reputation. Under **Outgoing times** in the step panel, choose **Send immediately** to skip pacing — and any configured outgoing window — for that step only. Use it for time-sensitive emails, like a follow-up right after a call or a booking confirmation. It is one of three choices there, so a step either follows a send window or ignores it, never both.

### Subject and Body

Both the subject line and body support variables. In the subject, click the insert button (`</>`) at the end of the field or type `{{`; in the body, use the **Insert menu** (⚡) to browse and insert available lead data fields.

The body editor supports standard markdown formatting: bold, italics, lists, links, and code blocks.

Use the **Preview** button to see how the email will render with sample lead data before publishing.

## Tips

{% hint style="info" %}
**Personalization drives results.** At minimum, include `{{ first_name }}` in the subject or opening line. Referencing account-specific data (e.g., `{{ company_name }}`, `{{ last_page_visited }}`) significantly improves reply rates.
{% endhint %}

{% hint style="warning" %}
**Missing email address.** If a lead has no email address on record, this step is skipped and the workflow continues to the next step.
{% endhint %}

{% hint style="info" %}
**Missing variable values.** Name variables such as `{{ first_name }}` fall back to the best available identity for the lead rather than rendering blank. All other variables render empty when a value hasn't been captured. Use a [Condition Step](/build/workflows/steps/condition.md) before this step if you want to branch on whether a field is populated.
{% endhint %}

{% hint style="info" %}
**Outgoing time windows.** If your organization has an email outgoing window configured (Settings > Email), this step only fires during that window — either in the lead's own timezone or in a specific one you choose. Leads that reach this step outside the window are held — not dropped — and the step retries automatically once the window reopens. To use a different window for this step alone, choose **Send during custom times for this step** under Outgoing times in the step panel. Steps with **Send immediately** enabled ignore the window entirely.
{% endhint %}

{% hint style="info" %}
**Send pacing.** Emails that reach this step around the same time are queued and sent a few minutes apart per mailbox. In the workflow's activity view, a queued email shows as "Queued — sending at a safe pace" until it goes out. The mailbox's **Max daily sends** (Settings > Email > Manage) sets the pace: up to 500 a day sends every few minutes, and the higher limits send faster so the day's allowance is reachable. Only raise it above 500 on a warmed-up domain with an established sending history.
{% endhint %}

{% hint style="warning" %}
**Template syntax errors are caught at publish time.** If a subject line or body contains a Jinja syntax error (for example, a mistyped tag like `{ % if ... %}`), publishing the workflow will show a validation error. Fix the template before publishing to avoid delivery failures.
{% endhint %}


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