Master the art of confirmation emails with 15 proven templates

Confirmation emails are a direct line between your company and your customers. Effective confirmation emails don’t simply confirm an action. They boost customer trust by providing assurance regarding their transactions or decisions. This shows how important it is to use a professional confirmation email template when writing engaging emails.

Personalized confirmation emails aim to provide the customer with extra value. They contain related product recommendations, helpful resources, or exclusive offers.

Keep reading to learn how to create confirmation emails that resonate with your customers. You may also jump straight to the templates.

What is a confirmation email?

A confirmation email is an automated message that recognizes actions customers have taken with a business. These can include:

• Making a purchase
• Creating an account
• Booking an appointment
• Signing up for a newsletter

These emails confirm that client transactions or requests have been received and processed.

Types of confirmation emails

Confirmation emails come in various forms, each catering to different stages in the customers’ journey with your business. Here are some of the most common types:

1. Order confirmations

These emails confirm the details of a purchase transaction. Details can include: 

• Product information
• Quantities
• Pices
• The expected delivery timeline 

2. Booking confirmations

These emails are sent after a customer books an appointment, makes a reservation, or buys an event ticket. They confirm the date, time, location, and other relevant details of the booking.

3. Subscription confirmations

This type of email is sent after a customer subscribes to a service, newsletter, or membership. It confirms the subscription details, including what the subscriber can expect to receive and how often.

4. Account creation confirmations

After a customer creates an account with a website or service, they receive an email confirming its establishment. The email may contain relevant details like the username or next steps for account setup. 

How to write a confirmation email

Here is a step-by-step guide for crafting a confirmation email.

1. Start with a clear and specific subject line

• Grab the recipient’s attention by clearly stating what the email is about. 
• Use specific details like “Your order has been confirmed!” or “Welcome to [Service name]! Subscription confirmed.”

2. Personalize the greeting

• Make the recipient feel valued right from the start. 
• Use their name in the greeting to create a personal touch: “Dear [Name],” or “Hello [Name]!”

3. Confirm the action taken by the recipient

• Immediately reassure the recipient that the intended action (order, booking, subscription) has been processed successfully. 
• A simple, straightforward statement works best: “Thank you for your order!” or “Your booking is confirmed!”

4. Provide the necessary details about the action

• Offer clarity and transparency about what has been done. 
• Include the following essential details.

❓What: Describe the action taken or the item purchased.

⏰ When: Include the purchase or event date.

📌 Where: If applicable, provide location details, like shipping address or event venue.

5. Include a call to action (CTA) guiding the next steps

• Direct the recipient towards the next steps or actions they may need or want to take.
• This could be tracking an order, exploring related products, or setting up an account.

6. Offer a way to contact for further assistance

• Build trust by ensuring the recipient knows how to get help if they have questions.
• Provide contact details or a hyperlink to a help center.

7. Close with a thank you message or a note of appreciation

• End on a positive note, showing appreciation for the recipient’s action or decision. 
• A simple “Thank you for choosing us!” or “We appreciate your business!” can enhance positive feelings towards your brand.

Best practices for maintaining brand consistency and voice

1. Design your confirmation emails to include your brand’s color scheme and logo.
2. Apply any distinctive design elements or patterns used in your branding to the confirmation email template to reinforce brand identity.
3. Personal touches make communication feel more genuine and aligned with a customer-centric brand. Use data you gather on-site, such as viewed products or services, to offer personalized recommendations.
4. For customers with wishlists on your site, mention related items or notify them of any items currently on sale or back in stock.

15 confirmation email templates

We’ve put together the following confirmation email templates for the most common business scenarios.

1. Confirm meeting email template

Subject line: Confirmation of meeting on [date] at [time]

2. Registration confirmation email template

Subject line: Welcome to [Service/Event name]! Registration confirmation

3. Appointment confirmation email template

Subject line: Your appointment confirmation with [Your company name] on [date]

4. Rate confirmation email template

Subject line: Rate confirmation for [Service/project name]

5. Payment confirmation email

Subject line: Payment confirmation for your [Product/service name] purchase

6. Hotel confirmation email

Subject line: Your stay at [Hotel name] is confirmed! Booking details inside

7. Order acknowledgment template

Subject line: We’ve received your order! [#order number]

8. Delivery confirmation email

Subject line: Your delivery is scheduled for [date]

9. Subscription confirmation email

Subject line: A warm welcome to [Service name] — your subscription is confirmed

10. Donation confirmation email

Subject line: Thank you for your donation! ❤️

11. Webinar confirmation email

Subject line: Webinar registration confirmation: [Webinar title]

12. Feedback reception confirmation email

Subject line: Thank you for your feedback — we’re listening

13. Sign-up confirmation email

Subject: Welcome to [Your company name] — your sign-up is confirmed

14. Support ticket confirmation email

Subject line: Your support ticket [#ticket number] is confirmed

15. Membership cancellation confirmation email

Subject line: Goodbye for now — your membership cancellation confirmation

Three confirmation email examples to inspire you

The following emails showcase the best practices in action. They demonstrate how you can effectively engage with your recipients.

Spring confirmation email

What makes it stand out

• Upbeat and welcoming tone: The opening line immediately makes the recipient feel part of a vibrant community.
• Clear call to action: The “Create now” button encourages users to start designing their merchandise right away.
• Highlighting popular products: This is a great starting point for new creators who may be overwhelmed by the abundance of choice. It helps guide them towards items that have proven appeal, potentially easing decision-making.

IKEA order confirmation email

What makes it stand out

• Trackable link: By including a trackable link in the order and providing an estimated delivery window, IKEA empowers the customer with complete control over the delivery process. The added transparency is bound to boost customer satisfaction.
• Support options: IKEA employed a proactive customer service approach by offering guidance on what to do if there are issues with the delivery. This reduces the odds of potential post-delivery complications.
• Detailed order breakdown: By including items purchased, prices, and subtotal, IKEA ensures transparency and helps the customer review their order for accuracy.

Unlayer account creation confirmation

What makes it stand out

• Outlining the core value proposition: Highlighting the primary benefit right from the start engages the reader’s interest instantly.
• Further learning options: The invitation to watch a “quick video overview” provides an immediate, accessible way to learn about Unlayer’s capabilities. Product video content is a highly effective tool for demonstrating features and benefits.
• Being open to feedback: The offer to answer questions or receive feedback via a simple reply encourages open, two-way communication. This makes the brand feel more approachable.

Best tools for creating confirmation emails

Here is our selection of software and online tools that can help you design and send confirmation emails.

1. Canva: Canva can design visually appealing email graphics and layouts that you can use in any email marketing software. Its high-quality visuals can significantly increase the impact of your confirmation emails.
2. Mailchimp: Mailchimp is known for its user-friendly interface and comprehensive email marketing features, including automated confirmation emails. It’s a good choice due to its scalability and integration capabilities with numerous other platforms.
3. Google Analytics (GA): GA tracks the success of your email campaigns by monitoring website traffic, conversion rates, and other behaviors triggered by your confirmation emails. Understanding how recipients interact with your website post-email is crucial for future campaign optimization.

Speaking of optimization, A/B testing (also known as split testing) plays a critical role in email marketing. It allows you to see which email confirmation version performs better with your customers. This involves sending different subject lines, content layouts, calls-to-action (CTAs), or messaging to various segments of your audience.

Optimizely provides A/B testing tools that you can apply to email campaigns. It helps you identify the most effective elements of your confirmation emails. This gives way to making data-driven decisions that improve the engagement and conversion rates of your emails.

Nurture your customers with confirmation emails

Confirmation emails are an early opportunity to start building relationships with your customers. A well-crafted email sets a positive tone for future interactions, laying the groundwork for ongoing engagement.

Never stop experimenting with different approaches to see what resonates most with your customers. Keep your content varied, try out different formats, and make sure to showcase your brand effectively. Remember that personalized recommendations and relevant content go a long way in boosting engagement.