Master the art of confirmation emails with 15 proven templates

Share

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
• Prices
• 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 & voice

• Design your confirmation emails to include your brand’s color scheme and logo.
• Apply any distinctive design elements or patterns used in your branding to the confirmation email template to reinforce brand identity.
• 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.
• 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]

Dear [Recipient name],

I hope this email finds you well. I am writing to confirm our meeting scheduled for [date] at [time]. We will be discussing [brief description of meeting topic]. The meeting will take place at [Location] / via [Video conference platform].

Please let me know if this time and date are still convenient for you or if there are any changes needed. 

Looking forward to our meeting.

Best regards,
[Your name]
[Your position]
[Your contact information]

Copy text

2. Registration confirmation email template

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

Dear [Recipient name],

Thank you for registering for [Service/event name]! We are excited to have you join us on [service start date/date of event].

Here are the details of your registration:

• Name: [Recipient name]
• Event/Service/Event: [Service/event name]
• Date&time: [date and time]
• Access/Location: [How to access service/location]

Please keep this email for your records. If you have any questions or need to make any changes, feel free to contact us at [contact information].

Welcome aboard!

Best,
[Your name]
[Your organization/event name]
[Your contact information]

Copy text

3. Appointment confirmation email template

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

Dear [Recipient name],

This email is to confirm your upcoming appointment with [Your company name] on [date] at [time]. 

Appointment details:

• Service: [Service name]
• Location: [Location]
• Duration: [duration]

Please arrive [number of minutes] minutes early to complete any necessary paperwork. Should you need to reschedule or cancel, kindly inform us at least [number of hours] hours in advance.

We look forward to having you!

Best regards,
[Your name]
[Your position]
[Your contact information]

Copy text

4. Rate confirmation email template

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

Dear [Recipient name],

Thank you for choosing [Your company name] for your [Service/project name]. This email confirms the agreed-upon rates and terms of our service:

• Service/Project: [Description]
• Rate: [rate]
• Duration: [duration]
• Terms: [Payment terms]

Please review the details above and feel free to contact us with any questions or for further clarification.

Thank you for your business!

Warm regards,
[Your name]
[Your position]
[Your contact information]

Copy text

5. Payment confirmation email

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

Dear [Recipient name],

We have received your payment of [amount] for [Product/service name]. Thank you for your purchase!

Transaction details:

• Order number: [order number]
• Date: [transaction date]
• Payment method: [Payment method]

Your [Product/service name] is now [being processed/ready for download/being shipped]. You can expect [delivery/download] by [expected delivery date].

If you have any questions, please contact us at [contact information].

Best regards,
[Your company name]

Copy text

6. Hotel confirmation email

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

Dear [Recipient name],

Thank you for choosing [Hotel name] for your stay in [City/location]! We are pleased to confirm your booking details:

• Check-in date: [check-in date]
• Check-out date: [check-out date]
• Room type: [Room type]
• Guests: [number of guests]

For any special requests or further assistance, please do not hesitate to contact us. We look forward to making your stay memorable.

Warm regards,
[Your hotel name]
[Your hotel contact information]

Copy text

7. Order acknowledgment template

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

Dear [Recipient name],

Thank you for your order with [Your company name]! This email is to acknowledge that we have received your order, and it is currently being processed.

Order details:

• Order number: [order number]
• Order date: [order date]

Best regards,
[Your company name]
[Your contact information]

Copy text

8. Delivery confirmation email

Subject line: Your delivery is scheduled for [date]

Hi [Recipient name],

I am happy to confirm that your delivery is scheduled for [date]. Your order [#order number] will be arriving at the following address: [Address].

To track the status of your order, please visit our website at [website link] and enter your order number in the tracking section.

If you have any special instructions or need to reschedule, please contact us at [contact information].

Thank you for choosing [Your company name].

Best regards,
[Your name]
[Your position]
[Your company name]

Copy text

9. Subscription confirmation email

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

Hi [Recipient name],

We’re beyond thrilled to have you on board. Your subscription is now active, and you can start exploring the exciting benefits and features that come with it.

Subscription details:

• Plan chosen: [Plan name]
• Subscription start date: [subscription start date]
• Next billing date: [next billing date]

As a valued member of our community, you can expect:

• [List the key benefits (access to exclusive content, priority support, regular updates, etc.)]
• [Mention any additional perks, such as free trials, discounts, or bonuses]

If you have any questions, please contact us at [contact information].

Best,
[Your name]
[Your position]
[Your company name]

Copy text

10. Donation confirmation email

Subject line: Thank you for your donation! ❤️

Dear [Recipient name],

We’re grateful for your generous donation to [Your organization name]. Your trust in our mission and your willingness to support our cause mean the world to us.

Every donation, no matter the size, brings us closer to [briefly mention the organization’s goal or mission (providing education to underprivileged children, finding a cure for a life-threatening disease, etc.)].

Here are the details of your donation:

• Donation amount: [donation amount]
• Donation date: [donation date]

Stay updated on how your contribution is making a difference: [organization updates link]

Warm regards,
[Your name]
[Your position]
[Your contact information]

Copy text

11. Webinar confirmation email

Subject line: Webinar registration confirmation: [Webinar title]

Dear [Participant’s name],

I am thrilled to confirm your registration for our upcoming webinar [webinar title].

During the webinar, our expert panel will share their insights and expertise on [webinar topic], covering key areas such as [key areas]. You’ll have the opportunity to ask questions, engage with our speakers, and connect with fellow participants.

Webinar details:

• Date: [webinar date]
• Time: [webinar time]
• Duration: [webinar duration]

To join the webinar, please use the following link: [webinar link]. We recommend logging in a few minutes early to ensure a smooth experience.

Looking forward to a great session together!

Best regards,
[Your name]
[Your position]
[Your company name]

Copy text

12. Feedback reception confirmation email

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

Hello [Recipient name],

Thank you for sharing your feedback with us. We appreciate you taking the time to let us know your thoughts.

One of our team members will review your feedback and get in touch with you within the next 24 hours if any follow-up is needed.

In the meantime, here are some frequently asked questions that might help you find the information you’re looking for:

[include a link or list of FAQs]

All the best,
[Your name]
[Your position]
[Your company name]

Copy text

13. Sign-up confirmation email

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

Hi [Recipient name],

Thank you for signing up with [Your company name]! We’re thrilled to have you on board.

Here’s what’s next:

• Access your account anytime by logging in here: [login ink]
• Check out our features and get started with [brief description of key features or benefits]
• If you need any help, our support team is here for you: [support email or phone number]

Best wishes,
[Your name]
[Your position]
[Your company name]

Copy text

14. Support ticket confirmation email

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

Hi [Recipient name],

Thank you for reaching out. We’ve received your support request and created a ticket with the number [#ticket number].

Ticket details:

• Issue: [Brief description of issue]
• Submitted on: [submission date]

Our support team is reviewing your request and will get back to you within [SLA response time].

In the meantime, you can track the status of your ticket here: [ticket status link]

If you have any further questions or additional information to share, please reply to this email or contact us at [support email or phone number].

Thank you for your patience,
[Your name]
[Your position]
[Your company name]

Copy text

15. Membership cancellation confirmation email

Subject line: Goodbye for now — your membership cancellation confirmation

Hello [Recipient name],

Your membership is set to be canceled on [date].

We truly appreciate your time with us. If there’s anything we could have done differently or if you have any feedback you’d like to share about your experience, we’re all ears: [feedback survey link]

If you’ll ever change your mind or want to restart your membership in the future, we’d be more than happy to have you back: [link to restart membership]

Best regards,
[Your name]
[Your position]
[Your company name]

Copy text

Launch email campaigns with Textmagic

Ready to use these templates in real campaigns? Create, send, and track business emails & SMS in one single platform.

Start your first campaign

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 customers. Keep your content varied and make sure to showcase your brand effectively. Remember that personalized recommendations and relevant content go a long way in boosting engagement.