How to Create and Write Confirmation Emails and Templates

A confirmation email is a type of transactional email which is delivered and employed to verify that a transaction done by the recipient is successful. A confirmation email is considered to be an automated one that is utilized to provide peace of mind to customers who are anxious about doing purchases on the internet. It gives patrons enough idea that their purchase, proposal, or agreement is achieved by or recognized by the company or institution.

The first confirmation email is likely basic and straight to the point, which is used as a verification receipt of demand and a message for further steps that need to be taken by the recipient. There is no known date for the first confirmation email. However, it is estimated to be around the late 1990s to the early 2000s when technology is slowly spreading across the world.

The origin of the concept of a confirmation email is in line with the widespread adoption of email as a communication channel for commercial businesses and personal use. Furthermore, transactions are more common on the internet nowadays, which makes the need for a confirmation email increase as they require to be confirmed and verified for completion.

Confirmation emails are one of the most famous and commonly used forms of emails on the internet. Confirmation emails have the highest open rate which is measured to be approximately 70% and an 85% higher click rate when in comparison to a basic marketing email, according to BigCommerce. A survey conducted by Listrak reveals that confirmation emails have 114.30% open rate, 12.50% click rate, and 0.76% transaction rate. They are significantly higher compared to the results of bulk emails which are 14.40% open rate, 3.10% click rate, and 0.09% transaction rate. Another source which is Omnisend states that confirmation emails bring forth a revenue per email (RPE) 9.5 times higher compared to promotional emails, whereas, according to the survey of Mailtrap by Railsware, confirmation emails have a 70% open rate. A total of 64% of consumers and clients believe that confirmation emails are the most valuable messages in their email inbox.

A confirmation email is highly important in email marketing since it provides tons of benefits and advantages to the sender and recipient. A confirmation email is great for building trust, increasing engagement, enhancing deliverability, creating cross-selling opportunities, and tracking analytics and metrics.

The steps to create a confirmation email are listed below.

1. Indicate the recipients. Confirmation emails must have recipients where they are intended to be sent. The recipients must be identified based on the transactions they made with the organization or institution. Indicating the recipients enables convenient and organized sending.
2. Compose a topic line. Emails such as a confirmation email must contain a topic line that summarizes the content of the entire message. It must be catchy and concise so that the target audiences are hooked to open the confirmation email. A confirmation email with no topic line is most likely ignored by the recipient.
3. Create a salutation. A salutation must be written to show courtesy and respect to the recipient of the confirmation email. Creating a salutation, apart from that, serves as a greeting that draws a positive impression on the recipient. However, a sender must be able to identify whether to have a casual or a professional salutation based on a given context.
4. Indicate the email’s goal. The objectives of the email must be indicated at the first and top part of the body of the confirmation email. The indicated goal of the email helps the recipients have a strong grasp and an immediate idea of the entire message. Additionally, it is useful for those who are not fond of reading emails since it answers their questions with just a few words and sentences.
5. List the specifics. The extremely important information in the confirmation email must be listed or written. These specifics are crucial and have an impact on the recipient. It must be written in a clear and short way to be understood by the recipient better. The accuracy of the information must always be thoroughly checked to prevent sending fake data.
6. Submit a request for further details. There are transactions that necessitate additional information to be completed. The sender must initiate to include questions or forms that recipients are required to answer to collect more details. Further details are important for some types of transactions such as bookings and meetings.
7. Pose inquiries. Ask questions to the recipient by using the platform of confirmation email. Another usage of it is to obtain clearance to some confusion and misinterpretations although a confirmation email is used to conclude a transaction. Open-ended and closed-ended are two types of inquiries.
8. Convey your thanks. A sender must express gratitude to the recipient in a confirmation email. It is significant since it makes the recipient feel like they are being valued by and cherished by the organization or institution. A simple “Thank You” phrase is already enough to be written in a confirmation email.
9. Shut down the email. The confirmation email must be concluded with a proper format and formal writing. The context of the confirmation email must be assessed by the sender to have an idea of whether to end it in a casual or professional way. It is crucial since it shows how proficient a sender is in sending a confirmation email.

1. Indicate the recipients

Indicating the recipients is the first step in creating and writing confirmation emails and templates. Indicate the recipients to identify who are the audiences or readers of the confirmation email. It enables the confirmation email writers to conveniently send the confirmation email immediately after it has been written. The recipients include customers, clients, employees, or any other group of individuals who need to receive the confirmation. The step is very important to indicate and identify the recipients first to save time and to be organized. Failure to indicate the recipient results in incorrect sending and time consumption.

2. Compose a topic line

Compose a topic line that encapsulates the message or the content of the confirmation email. Composing a topic line must be able to clearly deliver the purpose of the email. The confirmation email is regarding verifying a particular transaction made by another person or organization, such as a customer, then the topic line must be about confirming the acceptance or rejection of the transaction. It is highly significant to maintain the email subject line as short as attainable without having to lose the capacity to convey the intention of sending the email. An example of a topic line is, “Reservation Confirmation With Phoenix’s View Resort.”

3. Create a salutation

Creating a salutation is an essential step in making a confirmation email, mainly because it is the introductory part, and where the content starts. Stating phrases like “Hello, dear” or “Hi, ma’am” are just examples of greetings and salutations. Creating a salutation means making an impression on the readers, and it makes them feel honored. Salutation is sometimes setting the mood of the entire email. There are varying ways to create a salutation depending on the audience, whether they are on  the casual or professional side. Casual salutations that include customer orders or email subscriptions must use the first name to address the recipient. On the other hand, professional salutations to  a potential or current employer must use the last name or title of the recipient to maintain professionalism.

4. Indicate the email's goal

Indicate the email’s goal immediately after the salutation. Indicating the email’s goal makes the confirmation email much more understandable and easier to read. Indicating the email’s goal is a step that must not be forgotten since it gives a general idea to a reader regarding the whole content of the confirmation email. Some recipients do not want to read the whole message and just want to have the gist of the confirmation email, mainly because they are conserving their time. Hence, it is important to place the goal in the first part. An example of an email’s goal is, “Your payment has been received by the system.” The email’s goal is then followed by explanations or supporting sentences to elaborate or to show proof. Apart from that, indicating the email’s goal must be brief and concise to avoid confusing the patient through complex and lengthy sentences.

5. List the specifics

List the specific details of the confirmation email that play a vital role in the transaction. Listing the specific details vary depending on the transaction that is being confirmed. The specifics for meetings, interviews, and appointments, for instance, usually have the date, time, and exact location of the date. A meeting link is sometimes given as well if it is an online meeting. Meanwhile, for purchase transactions, the reference of receipts, date, and time of purchase, along with the prices. The specifics must not be neglected and must always be accurate.

6. Submit a request for further details

Submitting a request for further details is an optional step, but is a necessity for certain types of confirmation emails. Submitting a request for further details is required for transactions such as customer appointments and scheduling a meeting. Filling out forms for contact, personal, health, and valuable details is an example of asking for further details for customer appointments, whereas, getting the time availability of the person applying for a job for an interview is an example of requesting extra information for scheduling a meeting. The patient’s response must be recorded afterward.

7. Pose inquiries

Pose inquiries as much as needed. Posing inquiries is necessary, mainly because it enables someone to raise some clarification to confusion or to verify something. It is a must-do, for instance, to ask the recipient whether to bring stocks or documents to a meeting that is about to be conducted. Another example is to ask whether a customer is in need of other products aside from the items recently purchased. There are two types of inquiries that are asked, open-ended and close-ended. Open-ended requires exact details with explanations, while close-ended is answered by a simple “yes” or “no.”

8. Convey your thanks

Convey the expression of gratitude to the recipient of the confirmation of the email. Purchasing transactions with customers must be sent an email with gratitude phrases such as “Thank you for purchasing our products,” whereas, conveying thanks to co-workers or employers must be about their characteristics or efforts that made the transaction or process successful, like thanking them for their dedication and hard work. Employers who are about to send a confirmation email to the newly-hired employees must thank the applicant for choosing the organization. Conveying the “Thank You” phrase or sentence is usually placed at the last part of the email, but sometimes in the introductory part together with the salutation and objectives.

9. Shut down the email

Shut down the email for a formal conclusion or end. Shutting the email down includes writing the example phrases “best” or “sincerely.” The context of the message must be considered in choosing whether to use the personal name of the sender or the name of the department or company. The person or company information, apart from that, must be written below for additional details of the sender to the recipient. An example of shutting the email down is, “Sincerely, Golden Lion Corporation (additional details).”

10. Edit and spell-check

Editing and spell-checking are the last step but are extremely crucial in the entire confirmation-making process. Edit and spell-check every sentence of the email to ensure the clarity and conciseness of the message. Additionally, the usage of appropriate words and punctuation words must be always checked since there are recipients that are very particular with these aspects. There are recipients that are very particular with word usage, and they often misinterpret some synonyms, while others are confused by small mistakes in terms of punctuation. The spelling and typos must be thoroughly proofread since they  affect the readability of the email. Senders of the confirmation email must not send it unless it has passed the phase of edit and spell-check.

What is the Importance of Writing Confirmation Emails?

The essence of writing confirmation emails is to recognize the transaction, verify the details, put clients at ease, and provide any extra details. Writing confirmation emails is a way to acknowledge the transaction that has just occurred between a person or a company and the purchaser. It gives notice to the customer, who is the recipient, that the transaction has been verified by the system and is valid. On the other hand, writing confirmation emails is a method to verify the details of a particular transaction for email marketing. Confirming the medical details, for instance, that a patient had filled out on the form provided to ensure precision. It provides relief to the customers, especially if the transaction is done online, such as in online shops and marketplaces. Customers are anxious if they are not sure about the legitimacy of an organization. Hence, confirmation emails are a tool to make them easier. Furthermore, confirmation emails offer additional data to the recipient, mainly because it is able to provide clarification to any  confusion or inquiry. Failure to write and send confirmation emails results in inconvenience to the recipient.

When should Confirmation Emails be created?

A confirmation email must be created prior to the time it is intended to be used. A confirmation email is required to be sent immediately after a transaction has been completed to ensure timely and precise communication. Therefore, it must be written several days or weeks before it is used to have the proper preparation. Creating a confirmation email requires sufficient time since a sender must know its quality. A confirmation email is usually automated and scheduled to be sent, which means errors must not be seen in it. Using templates speeds up the process of creating a confirmation email. Creating a confirmation right after a transaction is done is ineffective, causes delay, and is prone to mistakes.

The factors to consider when writing confirmation emails is first clarity and concision. The confirmation email must be brief yet meaningful and is able to be understood easily what the client is acquiring or what actions have been done. Furthermore, labeling and design are other factors which means that a confirmation email must be consistent with the identity of the brand and must be aesthetically pleasing. Using the brand colors, fonts, and imagery to reinforce the label and make the email outstanding.

Moreover, personalization must be considered by attaching the name of the customer, and making the email suitable for the specific client and to the specific action that they have done or the product that has been purchased. It aids in making the consumer feel appreciated and noticed. Additionally, include call-to-action as a factor which aids the consumers in knowing what the next steps are. It is a guide that must be linked or included directly in a confirmation email to prevent the consumers from getting lost within the procedure.

Lastly, the promptness of the sending of the confirmation email is a factor that is highly crucial. A confirmation email must be submitted immediately after the action has been taken, in order for the customers to obtain the message while the action is still in their minds. It aids in supporting their decisions and decreases the likelihood of cancellations or returns.

When to Use Confirmation Emails?

One must use confirmation emails for certain conditions, such as placing an order, booking tickets, subscribing to an email, and registering for a meeting or webinar. Firstly, placing an order and booking tickets involve sending confirmation emails to the recipients or customers. It is to make sure that the customers are aware of their order details, estimated time of arrival (ETA), and scheduled flight. Additionally, part of the confirmation emails for placing an order or booking a ticket is the receipt, which contains the price of the purchase, reference number, and mode of payment.

Secondly, confirmation emails are sent to the people who subscribed to a particular service, such as emails. Confirmation emails are used by a person or an organization to let the customer know that the transaction has been recognized by the system and the subscription has started, along with its expiration.

Lastly, confirmation emails are sent to the recipients who have registered for a meeting or webinar. Most institutions give forms to people involved in a meeting or webinar that must be filled out with personal information, including email accounts. The email accounts are then used to send confirmation emails containing the place of the meeting or webinar link, the date and time, and sometimes the agenda to be discussed. Confirmation emails are important since they ensure that both the sender and the recipient agree to the transaction.

How long should I wait before sending a Confirmation email?

A sender must send the confirmation as soon as a transaction has been completed. The confirmation email must not take several hours or days to be sent to the recipient after an agreement. The reason for that is to provide an immediate response to end the transaction or to ask for questions and further information. However, there are confirmation emails that are taking a lot of time to be sent. Payments for products or services, for instance, need 3 to 7 business days to be processed. The customers or recipients must expect the confirmation emails to arrive at these particular times.

What are the Best Examples of Confirmation Emails?

The best examples of confirmation emails are listed below.

• Amazon Order Confirmation Email: It is a confirmation email that provides a straightforward and brief piece of knowledge regarding the products bought, the total expenses, and the established delivery schedule. It is highly detailed yet short to deliver the best data to the recipient without consuming their type on reading it which makes it one of the best confirmation email examples.
• Airbnb Confirmation Email: It is a type of confirmation email that is sent to a recipient and contains the summary of the data of the reservation, a map of the venue or setting, and the details on how to reach the host.
• Uber Confirmation Email: Uber offers the name of the driver, the model of the car, and the license plate number. Apart from that, the map of the pickup location and real-time updates on the driver’s progress are sent via a confirmation email.

What are the Best Confirmation Email Templates?

The examples of best confirmation email templates are listed below.

First Example:

Hello [name],

Thanks for joining [customer portal].

We’d like to confirm that the account was created successfully. To access [customer portal] click the link below.

[Link/Button]

If any issues are experienced upon logging into the account, please reach out to us at [email address].

Best,

The [customer portal] team

Second Example:

Dear [name]

Thanks for completing the registration with [customer portal].

The email serves as a confirmation that the account is activated and that you are officially a part of the [customer portal] family.

Enjoy!

Regards,

The [company] team

Hello [name],

Thanks for creating the [customer portal] account.

We look forward to reading the posts and hope you enjoy the space that we created for our customers.

The [customer portal] team

Third Example:

Hello [name],

We’re happy that another incredible person joined our [product/service] community.

Let’s start with the basics!

To get started, try out these three simple tasks that are going to help you understand our platform:

Task 1 [login]

Task 2 [create an entry]

Task 3 [use a basic feature]

Remember to check out our tutorials [link] and sign up for the first 10 introductory lessons to get the most out of [customer portal].

Thanks for joining, let’s make great things happen together!

Sincerely,

The [company] team

Fourth Example:

Hi there!

Thanks for signing up for our [customer portal]

To get started, please click on the button below to log in to your account for the first time.

If you didn’t submit your email address to join our subscriber list, please ignore such a message.

Regards,

The [company] support team

Fifth Example:

Subject: Confirmation of Your [Event/Order/Registration/Subscription]

Dear [Recipient Name],

Thanks for your [event registration/order/subscription] with [Company Name]. We are delighted to confirm your [event registration/order/subscription] and are pleased to have you as our valued customer.

Details of your [event registration/order/subscription] are provided below as reference:

[Event/Order/Subscription] details:

[Name of the event/product/service]

Date and time: [Date and time of the event/delivery/subscription]

Venue: [Address of the venue/delivery address]

Price: [Price of the event/product/service]

Payment Method: [Payment method used]

We kindly ask you to review the details and notify us immediately if any errors or discrepancies are noticed.

Sincerely,

The [company] team

The usage of images in confirmation emails is important since it provides more visual aid to the content. Some customers or recipients prefer to have a visual representation of what message is being delivered by the sender. They tend to understand and appreciate the content more whenever they see images in confirmation emails. Confirmation emails, apart from that, makes the delivery of the message easier and faster to the target audiences since it encapsulates the entire thought through graphics and forms. Additionally, an image is a crucial part of the email design. Confirmation emails with messages have more chances of catching the attention of the recipients, which makes them interested and curious. It convinces the recipients to read and look at the entire email. Therefore, it is very significant to select and use an image that is related to the topic and objectives. Furthermore, it must be able to support the purpose of the confirmation email.

What are the Best Practices for Crafting Confirmation Emails?

The best practices for crafting confirmation emails are listed below.

• Formulate a “Brief-and-Sweet” Letter: A confirmation email must begin with a brief, warm, and personalized message with an appealing subject heading. Customers must feel valued and appreciated whenever they spend time with an organization or institution. The emphasis of the message must be on the objectives. However, links or leads for extra details are allowed to be given to those recipients who desire to have them.
• Tout the Label: Organizations and institutions must secure that the confirmation emails project their strengths and capabilities. The mixture of both professionalism and label identity with the inclusion of making the recipients feel that the organization or institution is eager to compensate for their needs is a strategy for prosperous labeling.
• Take Note of Mobile Customers: Mobile phones have different interfaces compared to laptops and desktops. Organizations and institutions must remember their recipients that are using mobile phones, so they are to create a layout for confirmation emails that fits their screens well. It is to ensure that the influence of their confirmation emails covers a wide scope of audiences and devices.
• Put a “Call-to-Action” if Appropriate: Adding a call-to-action encourages recipients to follow social media accounts. Additionally, it allows organizations to send discount coupons to recipients and other benefits whenever they refer other people. It is highly advantageous to both the sender and the recipient since it promotes opportunities for more interactions.
• Create an Outstanding Message: An outstanding message is a must since it ensures that the confirmation emails are read and appreciated by the recipients. Less engaging messages usually end up unread by the recipients. It is best to not let competitors outshine the messages that the organization is sending to the recipients.

How to Determine Confirmation Email Topic?

The ways to determine the topic of the confirmation email are listed below.

1. Determine the action being confirmed. It is the first step where the actions such as a purchase, signup, or an appointment are determined. It aids the sender to identify the kind of confirmation email that is required to be sent.
2. Evaluate the data to be delivered. Secondly, a sender must formulate the data that is needed to be sent to the recipient after the kind of confirmation email is determined. It involves the following information; things bought, the date and time of the appointment, and the subscription plan picked, among others.
3. Identify the applicability of the data. Thirdly, a sender must assess if the data is relevant to the recipient and organize it accordingly, with the most relevant given the best priority. It is highly significant to secure, showcase, and display the most essential details in the confirmation email.
4. Put one’s foot on the recipient’s experience. The fourth step is to evaluate the experience of the recipient by the sender and what they require to learn to finish the action they have taken. It includes instructions for activating an account, data regarding delivery time frames, or details on how to reschedule an appointment.

What types of Emails should be Used in Confirmation Emails?

The types of emails that must be used in confirmation emails are listed below.

• Subscribers Confirmation Email: It is usually sent to the recipients who have recently subscribed to the services offered by a sender. It is one of the best confirmation examples since it is commonly used to identify whether the recipient accepts to subscribe to the emails and services or not.
• Order Confirmation Email: It is a type of confirmation email that is sent to a customer or recipient after an order is done on the website or online store application. It contains the details of the order of the recipients. An order confirmation email is one of the types of emails that aids in decreasing the post-order anxiety that the majority of buyers feel whenever they shop on the internet.
• Registration Confirmation Email: It is used for recipients after they are done registering on a particular website or application on the internet. The website or application includes certain products or services.
• Booking Confirmation Email: A booking confirmation email is utilized by a person or a company and an institution to the customers who have availed of reservations for plane tickets, hotel accommodations, restaurant tables, and tours, among others. It is often seen in the form of a “thank you” email to make the bond between the sender and the recipient stronger. It is used to deliver further details about the transaction to the customers, apart from being an expression of gratitude.

How to Use Mail Merge for Confirmation Email?

There are several steps to using mail merge for a confirmation email. Firstly, create a data source by using a spreadsheet or a database that has details on every recipient, which includes name, email address, order details, appointment date, and time, among others. Second, create a template for the confirmation email. It includes the text, photos, and other potential content that a sender wants to have. A sender must use placeholders for the personalized data that is about to be populated from the data source. An example is “{{Name}}” or “{{Order Number}}.” Thirdly, link the template and the data source by using software or an application such as Microsoft Word. For instance, the Mailings tab in Microsoft Word is used to begin the mail merge method and link it to the data source. Fourthly, preview the customized emails to ensure that they appear as the sender desires. Send it to some of one’s own email addresses to test it after previewing. Lastly, send the confirmation emails once the sender is already satisfied with the look of the pre-made confirmation emails. It must be sent to the list of recipients with just one click.

How often are Confirmation Emails used in Email Marketing?

A confirmation email must be used in email marketing based on how many transactions are done. There are no limitations to using a confirmation email, mainly because it always comes after every purchase, agreement, booking, and registration. Email marketing, for instance, having done 25 transactions in a day, is anticipated that the confirmation emails to be sent are around 25 or more depending on the case. It is very important to never neglect to send confirmation emails since they are crucial to some recipients. Having email templates that are scheduled to be sent immediately after a transaction is made is a helpful strategy to prevent cases of not being able to send confirmation emails to respective recipients.

Are Confirmation Emails Useful in Email Marketing?

Yes, confirmation emails are useful in email marketing. Confirmation emails are considered to contain the highest access rate which is measured at approximately 70% and an 85% higher click value compared to a usual marketing email. Furthermore, it is proven that confirmation messages are exceedingly important, particularly given the fact that receivers assume order confirmation emails as perhaps the most beneficial type of electronic messages. Confirmation emails are among the strategies to increase participation among organizations or institutions and their clients or receivers. Confirmation emails, apart from that, offer numerous perks for the clients such as reducing the degree of stress. Confirmation emails are effective since they are advantageous both to the sender and the recipient.

Do Confirmation Emails work?

Yes, confirmation emails work. Confirmation emails are highly effective for transactions done by both the sender and the recipient. It is a method to confirm that a client was successful in the transaction, such as purchasing goods or services. Furthermore, it provides additional important details to the previous emails or conversations that have occurred in the past. Moreover, confirmation emails provide directions or instructions for the next steps that the recipient is about to take.