Order Confirmation Email Template With Example

An order confirmation email does exactly what it suggests – use this template to confirm a recent order made by your customer. Set out exactly what you have agreed with your client, including dates, working times and prices.

You may have gone through negotiations and deliberations for weeks or even months before a customer places an order. This is just a final way of putting your order details in one place, such as order process, shipping information, order status and order number. After all, you wouldn’t expect to shop online and not be able to view your basket before checking out.

Big Commerce sums up email confirmation very well:

“The email verifies basic information, such as who made the purchase, what was purchased, and how much it cost. These emails can also confirm a reservation, appointment, subscription, or some other type of service that you’ve agreed to provide.”

An order confirmation:

• Shows any final changes to the initial offer
• Acts as a reference to general terms and conditions
• Gives a complete service overview
• Keeps communication with your client ongoing
• Offers the client a chance to raise any issues early
• Can be used in court cases

However, it is crucial that your order confirmation email looks professional and stands out.

Do you have to send an order confirmation email?

An order confirmation is not something that is required by law, but it can become legally binding in a court of law. It can act as a reference if your client queries something in the future. As with everything in business – get it in writing.

By sending through an email, you are confirming what was discussed before getting started. Experienced clients will often expect one, as it is useful for their files and budgeting.

What should be included in an order confirmation?

Order confirmation emails are not a legal requirement so there are no set rules stating what must be included. However, we suggest the following should be listed:

• Company name and address
• Customer’s name and address
• Contract or customer number (if applicable)
• Date of the order confirmation
• Description of the order – including prices and all services
• Final sums plus any taxes
• Estimated delivery of goods or services
• Terms of payment

Why use an email template?

The short answer is that you’ll be hoping to send a lot of these and using an order confirmation email template is just quicker.

Keeping it uniform every time will also make you look more professional, plus it will be easier to scan your records if you need to go back through any of your confirmation orders in the future and provide customer support. If you are looking to cross-sell in the future, this is also an excellent way of keeping track.

Legal issues

We touched briefly on the fact that these orders can be used in court cases if needed. This means that all of the relevant information needs to be included at the very beginning, so that you have written proof that things are in order from your end.

You should include all the services that both parties agreed to and then list all of the correct fixed terms and costs. By including everything at this point, you can save yourself a great deal of work and stress later down the line.

However, as stated by Ionos in this article, it also works both ways.

This is binding — as soon as the order confirmation has been written and sent to the customer, you are then legally bound to complete the order.

Include a personal message

Just because this is a template, it doesn’t mean you can’t make it personal.

Make sure you add the client’s name at the beginning so that they don’t think it is a cut and paste effort. You can also add something in the subject line to personalise their experience.

MailBakery on personalised messaging:

We live in a world where consumers crave personal and emotional connections with the brands they support. A bland, one-size-fits-all autoresponder doesn’t exactly scream “personal touch”.

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Product order confirmation email template:

Copy and paste this into your email composer:

Subject line: Hey [customer’s first name], order [order ref #] is being processed!

Dear [customer’s name] [customer ID #],

We successfully received your order on [date] at [time]. Your order reference number is [order ref #] – please quote this in any future communications regarding this order.

Your order summary:[If selling products, you may want to create and paste an itemised table like so:]

Item	Item Ref	Quantity	Price
Item 1	000000	1	15.00
Item 2	000000	1	15.00
		Total incl VAT:	30.00

Your goods will be shipped via carrier [carrier’s name] to the following address between [delivery date estimates]:
[Customer’s address line 1] [Line 2] [Line 3]

This order has been paid in full with card ending XXXX.

Thank you for shopping with us – please don’t hesitate to get in touch regarding your order. You can reach us at [customer support contact details].

We hope to see you again soon,
[Company name] [Company address] [Company contact #]

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Services order confirmation email template:

Copy and paste this into your email composer:

Subject line: Hey [customer’s first name], we’ll be seeing you soon!

Dear [customer’s name] [customer ID #],

We successfully received your order on [date] at [time]. Your order reference number is [order ref #] – please quote this in any future communications regarding this order.

Further details of your order, including our terms of payment, can be found on invoice number [invoice #].

We’ll see you on [date & time], at [location].

Thank you for choosing [Company name] – please don’t hesitate to get in touch regarding your order. You can reach us at [customer support contact details].

Thank you,
[Company name] [Company address] [Company contact #]

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How to use these templates

Simply copy and paste either template when composing your confirmation email.

Replace the content contained within brackets with the relevant information. It’s also common to send a simple confirmation email with an attached item summary, invoice or separate order confirmation document.

Thanks for reading and be sure to check out our other fantastic tools and templates.