Essential Confirmation Email Templates and Examples

Confirmation emails are practically sent between the seller and the customer because of 3 reasons: signal proof of the collaboration, communicate the results of the exchange, and develop trust with the customer:

  1. Communication: Confirmation emails establish a line of communication between the business and its customers, confirming the action taken and providing essential information.
  2. Proof: They serve as a receipt or proof of the transaction or interaction, which the customer can refer back to as needed.
  3. Trust and Customer Relationship: They increase trust and build customer relationships by offering transparency and immediacy, which are valued in customer service.

In this article, we cover details such as the definition, format, and, as the title suggests, the most common templates of confirmation emails.

What is a Confirmation Email?

A confirmation email is an automated message sent by a system to users after they perform a specific action, such as purchasing a product, booking a hotel, setting an appointment, or signing up for a subscription. The intent is to acknowledge the effort, provide relevant details, and offer the next steps or additional information.

What is the Format of a Confirmation Email?

While the format of a confirmation email can vary, they usually contain:

  • A clear and concise subject line that states the purpose of the email
    Appointment confirmation at [Date, Time, Location]

  • A polite greeting 
    Dear Mr. Johnson, 
    Dear Mary,

  • A confirmation of the action taken. 
    We have well received your order request for [product/service/solution]

  • Relevant details (like date, time, location, or items purchased). 
    This email is to confirm your attendance at [Event Name] on [Event Date] at [Event Location].

  • Next steps or additional information
    Your package is expected to be delivered by [Expected Delivery Date].
    Looking forward to seeing you at the event.

  • A signature or closing message
    With regards, 
    Thank you

Confirmation Email Templates

In the following lines, you will find five common examples of confirmation email templates:

Order Confirmation Email

When a user submits a new order via an e-commerce website, they usually receive a confirmation email. That email has a set of details that ensure the customer that the order is being registered, the details are correct, and what to expect next, plus contact details in case something is wrong. To end the email professionally, add a polite closing.

Subject: Your order has been received, [Customer's Name]!

Dear [Customer's Name],

Thank you for your purchase! This email confirms that we have received your order #[Order Number], which is now being processed.

You ordered:

[Detailed list of items]

Your order will be shipped to:

[Customer's Shipping Address]

You can expect delivery by [Expected Delivery Date].

Thank you for choosing [Your Company Name]! If you have any questions, please feel free to contact us at [Your Customer Service Email].

Best Regards,

[Your Name]

Appointment Confirmation Email

Let's say you schedule a meeting with the ads manager of an advertising agency. After you provide your details regarding your availability, you will expect a confirmation email to be sent to you. An email template covering the essential elements of such an appointment is provided in the lines below:

Subject: Appointment Confirmation with [Your Company Name] on [Date]

Dear [Customer's Name],

This email is to confirm your upcoming appointment with [Your Company Name].

Details of the appointment:

  • Date: [Appointment Date]
  • Time: [Appointment Time]
  • Location: [Location]

Please let us know at least [Time Frame] in advance if you need to reschedule or cancel this appointment.

Thank you for choosing [Your Company Name]! If you have any questions or concerns, please contact us at [Your Customer Service Email].

Best Regards,

[Your Name]

Tip: You can customize the email to invite a candidate for an interview with some of your coworkers to understand cultural fit.

Receipt Confirmation Email

In case you buy a digital good, like a course, a template, or services such as website design, the seller sends an email with the receipt with the purchase details. If you're a seller of such goods and looking to customize your default message, we have one that you can connect to your system:

Subject: Receipt for Your Purchase from [Your Company Name]

Dear [Customer's Name],

Thank you for your purchase! Here's your receipt for order #[Order Number].

You ordered:

[Detailed list of items]

Total Paid: [Total Amount]

This amount has been charged to the [Payment Method].

If you have any questions about your order, please feel free to contact us at [Your Customer Service Email].

Best Regards,

[Your Name]

Payment Confirmation Email

As a provider of online solutions, you probably must bill your customers for the value you provide. Think, for example, when the client pays for a subscription to a tool such as an absence management system or a video-conferencing solution. You might send such payments once when the customer pays for the first time or multiple times if the subscription renews automatically. The core details of the payment confirmation are a polite salutation, the body of the message containing the payment details, and the ending. These are mentioned in the template below:  

Subject: Payment Received - Thank You!

Dear [Customer's Name],

We've received your payment for [Product/Service]. Thank you!

Payment details:

Amount: [Payment Amount]

Payment method: [Payment Method]

Invoice number: [Invoice Number]

If you have any questions or concerns, please don't hesitate to contact us at [Your Customer Service Email].

Best Regards,

[Your Name]

Attendance Confirmation Email

Suppose you are an organizer of events and you have a long waiting list. In that case, you might cherry-pick your guests, as the number of participants is limited due to various reasons: costs, seats available, catering limitations, venue limitations, or the atmosphere you want to create. Such a confirmation email might look as follows:

Subject: Confirming your attendance at [Event Name]

Dear [Customer's Name],

This email is to confirm your attendance at [Event Name] on [Event Date] at [Event Location].

We look forward to your presence. If your plans change, please let us know at [Your Contact Email].

Thank you for your time. See you at the event!

Best Regards,

[Your Name]

Discover 20+ additional business email examples.

Key Takeaways

  • Clarity is Essential: Make sure your email clearly communicates its purpose from the subject to the last line. The user should immediately understand that it's a confirmation and what it's confirming.
  • Provide Relevant Details: Include all necessary information related to the transaction, such as dates, locations, amounts, items, etc. The user should have all the essential details without contacting you for more information.
  • Customer Service Opportunity: Use these emails as an opportunity to build relationships. Provide contact information, invite feedback, or offer related resources. This shows your commitment to customer service and can increase customer satisfaction and loyalty.

Automate your Human Resources management with the easy to use leave management system.

Easy set-up ● No contracts required ● No credit cards