Confirmation email — 10 example templates

How to write a confirmation email - with 10 samples

Have you finally nailed down that appointment, meeting, or event slot? Then, lock it in with an email confirmation.

Sending an email received confirmation is a common courtesy in the professional world. Not only does it get details in the diary, but it also builds confidence when confirming payments and shipping.

The best confirmation emails are basic. Why?

Because the hard work is already done, you're just rubber-stamping things.

In this guide on how to write an email confirmation, we break down the process into three simple steps and provide 10 email received confirmation examples.

Confirmation email format

The following email format should be similar and familiar if you've ever written a professional business email.

There are three key parts to any email confirmation:

1. You start with a clear subject line that sticks out in the inbox.
2. Once you've captured the click, provide details in the email body.
3. You finish with a positive sign-off (which includes all your contact details).

Here's a step-by-step breakdown of the email format for confirmation emails:

1. Confirmation email subject line

Confirmation emails must be easy to read. Always include a reference to the invitation, booking, meeting, or appointment you're confirming. Here are some examples to see how this can work:

• Meeting confirmation: (Date, time & location)
• Order number (number) has been shipped!
• Interview confirmation – (Job title) – (Date and time)
• Appointment confirmation – (Details, date, and time)

2. Confirmation email body

Confirmation emails have a single purpose, so there's no need to go into details. Always try and be clear and concise, acknowledge the request, and confirm immediately.

• Thank you for inviting me to interview for the (job name) position on (date). I can confirm that I will be attending the interview.
• I can confirm that I have received your meeting request. The date and time are great, and I've added it to my diary.
• We've processed your order and can confirm that it's been dispatched. You should receive it in (number) of days.

As you can see in these examples, it's better to keep email confirmations short and to the point.

3. How to end a confirmation email

Before ending your email, consider whether you need to ask any questions or request any additional information.

For example, you may want directions to the location, a parking permit, or details of the presentation you need to deliver. If you're confirming the despatch of a product, always add tracking details.

On the other hand, if you're confirming an appointment or a meeting, you could add helpful details like your contact details or provide an agenda.

• I've attached a copy of the agenda with this confirmation email. Please review it and let me know if you want to add any other items.
• Want to know when your order is arriving? Follow its progress with this tracking code (Insert code).

Finally, add your contact details and a positive sign-off before sending your email.

• If you have any questions or need to change your appointment, contact me at (insert details).

When Should I Send Order Confirmation Emails?

Sending order confirmation emails promptly is crucial for maintaining customer satisfaction and trust. As soon as an order is placed, it's essential to send a confirmation email to acknowledge the purchase and provide the customer with important details. Here are some key moments to consider when sending out order confirmation emails:

1. Immediately After Purchase
   ‍The best practice is to send the order confirmation email immediately after the customer completes their purchase. This instant acknowledgment reassures the customer that their order has been received and is being processed. The email should include the order summary, order number, order date, and other relevant order details.‍
2. After Payment is Processed
   ‍If your system separates the purchase process from payment processing, send the order confirmation email once the payment is successfully completed. This type of confirmation email should still include the order summary and details about the transaction.‍
3. When the Order is Shipped
   ‍Following the initial order confirmation, a delivery confirmation email should be sent when the order is shipped. This email provides the customer with shipping details, including tracking information and the expected delivery date, enhancing the customer experience and keeping them informed.‍
4. On the Order Confirmation Page
   ‍Besides sending a confirmation email, displaying an order confirmation page immediately after the purchase is a good practice. This page should summarize the order details and reassure the customer that their order is being processed. It can also prompt customers to check their email for the detailed order confirmation.‍
5. For Subscription Renewals
   ‍If your business offers subscription services, send an order confirmation email each time a subscription is renewed. This ensures that customers are aware of the renewal and any associated charges. Include the order summary and details about the next delivery or service period.‍
6. Custom Order or Backorders
   ‍For custom or backordered items, send an initial confirmation email upon receiving the order, followed by updates as the order progresses. This keeps the customer informed about the status of their order and sets clear expectations.

Tips for Effective Order Confirmation Emails

• Clear Subject Lines: Use clear and concise subject lines that immediately convey the purpose of the email, such as "Your Order Confirmation [Order Number]."
  
• Detailed Order Summary: Provide a comprehensive order summary that includes itemized details, quantities, prices, and shipping information.
  
• Support Team Contact: Include contact information for your support team in case the customer has any questions or issues with their order.
  
• Personalization: Personalize the email by addressing the customer by name and including specific details about their purchase.
  
• Confirmation Email Examples: Refer to various confirmation email examples to get inspiration and ensure your emails are clear and effective.

Using order confirmation templates can streamline this process, ensuring consistency and professionalism in your communication. Additionally, consider leveraging an Outlook AI assistant to automate and optimize your order confirmation emails, making them more engaging and personalized.

Need to write a great confirmation email? Try MailMaestro for free!

MailMaestro can help you draft a great confirmation email in seconds. One of our standout features is the Improve existing email option. You can input your draft and MailMaestro's AI email assistant will refine it, making it more professional, concise, and compelling.

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🪄 MailMaestro tip:

Use MailMaestro's Improve existing email feature. Customize any of the email examples below to suit your needs. Or, enter a quick sentence explaining the message you'd like to convey. After filling in the placeholders, use MailMaestro's Improve existing email option. Then, paste your draft into the text box. Make sure to select your preferred email tone and length. And just like that, you'll have a polished email ready to send!

Professional confirmation email templates

Still want some tips to create great confirmation emails? Here are 10 (yes, 10) business email confirmations.

Take your time and read these templates to understand how to structure your message. Or you can copy and paste them. It's up to you. Whatever works best for you and your business.

1. Order confirmation email template

If you're in a successful business, this order confirmation email sample is one you'll send often.

This order confirmation template contains several gaps you'll need to fill in before sending!

2. Appointment confirmation email template

Like the example above, this appointment confirmation email sample is short and sweet. We've added a space and bullet points where you can add essential details, such as date, time, and location.

3. Receipt confirmation email template

You should always confirm receipt if you receive an essential document, mail, or message. This receipt confirmation email sample is, once again, a short message.

Feel free to add more information, dates, and details if necessary.

4. Interview confirmation email reply template

Securing your slot at an interview is a great feeling. This friendly email confirmation sample is a polite and positive way to make a great first impression.

Again, you can adapt this interview confirmation email reply sample to ask questions and clarify specific details.

5. Meeting confirmation email template

The business world is based around meetings offline, online, in-person, and virtually. Use this meeting confirmation email sample to ensure everyone attends, has everything they need to contribute, and prepares beforehand.

6. Attendance confirmation email template

It could be a conference, presentation, drinks, or dinner invitation – whatever it is, this attendance confirmation email sample is suitable.

Always read through and ensure you've included all information requested, but remember to RSVP promptly to alleviate the stress of the organizers.

7. Payment confirmation email template

It's all about the money with this payment confirmation email sample. Specifically, you're confirming that you've received a payment for a product, service, or something else.

Be sure to include specifics, such as attaching a receipt.

8. Shipping confirmation email template

Shipping confirmations are essential in the world of ecommerce.

Add extra information to this shipping confirmation email sample, including tracking details and the expected delivery window.

9. Registration confirmation email template

Event organizers, this one is for you! You can use this simple registration confirmation email sample to get that slot in the diary. You can add all the information you need to a future email, so use the confirmation sample as a save-the-date.

10. Ask for confirmation email template

You should request a confirmation if someone hasn't responded to a message. Here's how to ask for confirmation in an email sample.

Final words on confirmation emails

Remember that confirmation messages aren't meant to be complicated.

So don't worry about providing too much detail; just follow the format, focus on the message, and be friendly.

Do all that, and you'll find writing email confirmations easy. If not, then there's always MailMaestro, your trusted AI email assistant.