{"id":1675,"date":"2020-12-18T15:18:06","date_gmt":"2020-12-18T12:18:06","guid":{"rendered":"https:\/\/www.byteplant.com\/blog\/?p=1675"},"modified":"2021-07-20T15:44:14","modified_gmt":"2021-07-20T12:44:14","slug":"how-to-send-a-confirmation-email","status":"publish","type":"post","link":"https:\/\/www.byteplant.com\/blog\/how-to-send-a-confirmation-email\/","title":{"rendered":"Everything You Need to Know About Confirmation Emails"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Email marketing automation is a highly efficient element of your marketing strategy. When it comes to creating high-quality confirmation emails, you need to implement top-notch tactics.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">While a confirmation email is something many marketers take for granted, without a smart approach, it may hinder your entire sales and marketing campaign.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A confirmation email isn\u2019t just a tool for confirming clients\u2019 actions, it\u2019s a way to build trusted relationships, improve retention rates, and uphold your brand\u2019s reputation. Let\u2019s take a closer look at different aspects of confirmation emails and how to keep them working toward the company\u2019s profitability.<\/span><\/p>\n<h2><b>What is a Confirmation Email?<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Confirmation emails are transactional messages. They are usually sent automatically when a customer takes a certain action. It can go out when a customer confirms an order at an online store, sign ups for a mailing list, subscriptions for a newsletter, registrations for an event, bookings for a trip, and much more.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The main goal of a confirmation email is to:<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Make sure the customer didn\u2019t take an action by mistake<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Show the customer that you are processing their request.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Confirmations emails don\u2019t just confirm actions, they can give customers instructions about further steps or give them an opportunity to cancel. These emails are beneficial both for the sender and the recipient because many actions taken online are accidental.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Without a confirmation email, you may end up with an unwanted order and an unhappy customer down the line. Setting up the automatic confirmations can save you time and money.<\/span><\/p>\n<h2><b>4 Common Types of Confirmation Emails<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Different types of confirmation emails exist to simplify interactions with your customers and keeping them happy with your service.<\/span><\/p>\n<h3><b>1.<\/b> <b>Order Confirmation Email<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">This is the most popular confirmation email type. It goes out after the client makes a purchase in an e-store. Regardless of the type or amount of purchase, the email confirms the actions taken.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The order confirmation message gives the customer peace of mind that the purchase is being processed. Meanwhile, it allows the buyer to make changes to the order if, for some reason, the purchase was done by mistake.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Such emails are usually automatically generated. They should contain such information as:<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Customer\u2019s name<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Order number<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Order details<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Purchase amount<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The order confirmation emails should also mention the next steps, if any, the customer should take to get the product or service. It could also explain what you, as a store owner, plan to do next. For example, \u201cthe order will be delivered by {date} or \u201cvisit the website to choose a delivery option.\u201d<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Purchase confirmation emails are an excellent place to offer the customer supporting products. If the person just purchased ski boots, the email can have a link to ski hats, skis, jackets, and other related products you are selling.<\/span><\/p>\n<h3><b>2.<\/b> <b>Registration Confirmation Email<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Visitors get this type of confirmation email when they register to get a product or a service on your website. For example, they sign up for a newsletter or register for a webinar.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">These registration confirmation emails are highly important because signups are often whimsical. When a customer gets an email in the inbox, they have an opportunity to rethink the registration.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In case they decide that it\u2019s not necessary, customers can always opt out, thus preventing misunderstandings in the future. Meanwhile, you can still keep their address on your email list for further marketing efforts.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When you email confirmation for event registration, it should have the following information:<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Customer\u2019s name<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Event description<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Event date<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Confirmation number (if applicable)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">You should make it simple to opt out of the event and describe the consequences of such actions. In case of a webinar, you may need to explain that the fee is non-refundable (if it\u2019s part of your TOS). If you are confirming newsletter signup, don\u2019t forget to explain how much they are missing out in case of a cancelation.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Just like with the purchase confirmation email, you can use the opportunity to market other products and services that logically go with what the customer registered for.<\/span><\/p>\n<h3><b>3.<\/b> <b>Booking Confirmation Email<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Booking confirmation emails go out to customers who made an online booking. Such bookings can vary from a hotel and plane tickets to dinner or a doctor\u2019s appointment. The key goal of a booking confirmation email is to make sure the customer made the right decision. Meanwhile, it gives the consumer peace of mind about the upcoming travel plans.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The booking confirmation email should include the following:<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Customer\u2019s name<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Booking date<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Confirmation number<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Location<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">These emails can also contain such important information as directions, currency exchange options (for overseas travel), travel tips, and much more.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When the customer makes a booking, you get a variety of important information about them. Based on this data, your marketing tools can suggest what to add to this type of email.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, if a customer books a flight to London, you can offer car rental suggestions. Even if you don\u2019t deal with car rentals, you can collaborate with a company that does, thus forming efficient partnerships.<\/span><\/p>\n<h3><b>4.<\/b> <b>Subscription Confirmation Email<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Subscription confirmation emails are especially important because they remind the customer what to expect from your company. When they get a newsletter, they should understand where it comes from. Otherwise, it may end up in the spam folder, thus hurting your reputation, open and<\/span><a href=\"https:\/\/www.byteplant.com\/blog\/everything-you-need-to-know-about-email-bounce-rates\/\"> <span style=\"font-weight: 400;\">bounce rates<\/span><\/a><span style=\"font-weight: 400;\">, and marketing ROI.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The subscription confirmation email should contain the following information:<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 What your company does<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 What newsletters are about<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Link to your website<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">You may even want to include a previous newsletter if it\u2019s not too outdated to give the recipient an understanding of what to expect. There should also be an option to opt out of the newsletter, even if the subscriber decides to cancel the newsletter subscription, their email address stays on your email list for further marketing efforts.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">These emails are an excellent opportunity to show your personality and tone of voice and start building a closer relationship with the prospect.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A subscription confirmation email could also be a double opt in. If a person signs up for your newsletter, you can send an email asking them to confirm the subscription. This way you can be 100% sure that it wasn\u2019t accidental.<\/span><\/p>\n<h2><strong>How to Send a Confirmation Email<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">Be it a booking confirmation or registration confirmation, there are several ways to send confirmation emails. While it\u2019s possible to send confirmation emails manually, it\u2019s easy to miss the occasion to do so. That\u2019s why it\u2019s imperative to set up a process that sends confirmation emails automatically. And make sure that each of the addresses is valid with the<\/span><a href=\"https:\/\/www.byteplant.com\/email-validator\/\"><span style=\"font-weight: 400;\"> email validation<\/span><\/a><span style=\"font-weight: 400;\"> tool.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are important tips to consider when sending confirmation emails<\/span><\/p>\n<h3><b>1.<\/b> <b>Create a Different Address<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">When you are dealing with a large flow of customers or visitors, you should consider splitting the email stream into two. You should have a separate IP address for your marketing and confirmation emails.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The reason is simple. Marketing emails tend to have a worse reputation than<\/span><a href=\"https:\/\/www.byteplant.com\/blog\/transactional-email\/\"> <span style=\"font-weight: 400;\">transactional emails.<\/span><\/a><span style=\"font-weight: 400;\"> Many of them end up in spam folders or get deleted without being opened. Meanwhile, confirmation emails tend to have an excellent open rate since they go out in response to the sender\u2019s actions.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you use two different IP addresses for marketing and confirmation emails, the reputation of the former won\u2019t hurt the latter.<\/span><\/p>\n<h3><b>2.<\/b> <b>Pay Special Attention to Your Content<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">While the content of a confirmation email isn\u2019t always aimed at conversions, you still need to take the time to improve its quality.<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Create a clear subject line so the recipient understands what the email is about. Otherwise, it may end up in the spam folder.<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Even if you plan to promote some products in the confirmation email, don\u2019t make it outright sale-oriented. It can hurt the chances of ending up in the clients\u2019 inbox.<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Make sure to keep your brand tone of voice in the confirmation email.<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Focus on keeping the transactional email\u2019s content personalized. It can help you build a closer relationship with your clients.<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 If you need the recipient to take action, include a clear and easy-to-notice Call to Action.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The next step before sending confirmation emails is to double-check the content so it doesn\u2019t look out of place. While some information will be inserted automatically, it shouldn\u2019t appear generic. For example, avoid he\/she or Mr\/Mrs references. Allow the email to read \u201cDear John\u201d, instead of \u201cDear Mr. Smith.\u201d<\/span><\/p>\n<h3><b>3.<\/b> <b>Make it Mobile Friendly<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The importance of catering to customers who use mobile devices is higher than ever. Even Google is making an emphasis on mobile-friendliness. In 2021, it will<\/span><a href=\"https:\/\/developers.google.com\/search\/blog\/2020\/07\/prepare-for-mobile-first-indexing-with\"><span style=\"font-weight: 400;\"> index the mobile version of websites first<\/span><\/a><span style=\"font-weight: 400;\"> so a poor mobile setup will affect the site\u2019s rankings.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Pay special attention to the mobile-friendliness of your confirmation email. There is a good chance your clients will use smartphones to read it.<\/span><\/p>\n<h3><b>4.<\/b> <b>Avoid Images and Videos<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Video content is great for marketing. However, when it comes to registration or order confirmation emails, it can be bad for the user experience. Consumers aren\u2019t looking for another marketing email when they book a hotel or register for a webinar. By inserting images and videos into the email, you can put them off.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Meanwhile, media content may affect the loading time of an email, frustrating the user even further.<\/span><\/p>\n<h3><b>5.<\/b> <b>Include Useful Buttons<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">If you want the visitor to take some steps to follow up with bookings or order confirmation emails, you need to include a clickable link or button to make the process easier.\u00a0 A confirmation email isn\u2019t something consumers are ready to spend too much time on. That\u2019s why it should be crystal clear and concise.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When you send a confirmation email, consider adding links and buttons to encourage the recipient to follow your brand on social media. This can help nurture your relationship with clients across various channels.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A confirmation email sent to the consumer should also contain a link to your website where the client can either check the order, track it, or browse another product or service.<\/span><\/p>\n<h3><b>6.<\/b> <b>Work on the Subject Lines<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Subject lines in the confirmation email should be crystal clear. They should contain as much information about your email as possible.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A good example of a subject line could be: <\/span><i><span style=\"font-weight: 400;\">We confirm your order#109380.<\/span><\/i><\/p>\n<p><span style=\"font-weight: 400;\">While an email sent to a consumer should provide sufficient details about the order, they shouldn\u2019t reveal 100% of the information. Otherwise, the recipient may not open them, thus hurting your email reputation and open rate.<\/span><\/p>\n<h2><strong>Confirmation Email Examples<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">A good registration confirmation email example would be:<\/span><\/p>\n<blockquote><p>\u201cHello, James!<\/p>\n<p>We are so glad you registered for our webinar \u201c7 Aspects of Emotional Intelligence\u201d.<\/p>\n<p>Webinar date: 01.01.2021<\/p>\n<p>We will send you another reminder on 31.12.2020<\/p>\n<p>Buttons\/links:<\/p>\n<ul>\n<li>\u00a0 \u00a0 \u00a0 \u00a0 Check out our webinar schedule for next week<\/li>\n<li>\u00a0 \u00a0 \u00a0 \u00a0 Add our email address to your address book<\/li>\n<\/ul>\n<p>Signature with relevant links and cancellation options.\u201d<\/p><\/blockquote>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">An excellent booking confirmation email would sound like this:<\/span><\/p>\n<blockquote><p><span style=\"font-weight: 400;\">\u201c<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Hello, James!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Thank you for booking a room at our hotel. We\u2019ll be happy to see you on 01.01.2021 \u2013 10.01.2021.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you\u2019d like to learn more about the wonderful city of London, please check out these websites:<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Link: car rental, guided tours, restaurants, etc.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Buttons:<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Check out our well-equipped conference rooms<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Add our email address to your address book<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Signature with relevant links and cancellation options.\u201d<\/span><\/p><\/blockquote>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">An order confirmation email example:<\/span><\/p>\n<blockquote><p><span style=\"font-weight: 400;\">\u201cHello, James!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Thank you for your order! Your fleece jacket already on the way. Your order number is 1234567. It should arrive by 01.01.2021. The total amount charged to your credit card: $50. If you have any questions, please let us know!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Buttons:<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Check out these fleece pants to go with your jacket<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 Find out about our amazing deals.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Signature with relevant links and cancellation options.\u201d<\/span><\/p><\/blockquote>\n<h2><strong>The Takeaway<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">Confirmation emails are an integral part of your sales and marketing effort. They help you build trusting relationships with clients, keep your email list clean, and avoid misunderstandings. By automating the confirmation process, you can improve your marketing strategy and contribute to the company\u2019s profitability.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Email marketing automation is a highly efficient element of your marketing strategy. When it comes to creating high-quality confirmation emails, you need to implement top-notch tactics. While a confirmation email is something many marketers take for granted, without a smart approach, it may hinder your entire sales and marketing campaign. A confirmation email isn\u2019t just [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":1677,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":[],"categories":[10],"tags":[],"_links":{"self":[{"href":"https:\/\/www.byteplant.com\/blog\/wp-json\/wp\/v2\/posts\/1675"}],"collection":[{"href":"https:\/\/www.byteplant.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.byteplant.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.byteplant.com\/blog\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.byteplant.com\/blog\/wp-json\/wp\/v2\/comments?post=1675"}],"version-history":[{"count":5,"href":"https:\/\/www.byteplant.com\/blog\/wp-json\/wp\/v2\/posts\/1675\/revisions"}],"predecessor-version":[{"id":1681,"href":"https:\/\/www.byteplant.com\/blog\/wp-json\/wp\/v2\/posts\/1675\/revisions\/1681"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.byteplant.com\/blog\/wp-json\/wp\/v2\/media\/1677"}],"wp:attachment":[{"href":"https:\/\/www.byteplant.com\/blog\/wp-json\/wp\/v2\/media?parent=1675"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.byteplant.com\/blog\/wp-json\/wp\/v2\/categories?post=1675"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.byteplant.com\/blog\/wp-json\/wp\/v2\/tags?post=1675"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}