In the digital age, emails have become the main tool of communication, and confirmation emails make up an important part of almost every company and organization’s communications. They improve clarity, create a proof for actions, and present the next steps that the customer or member can follow. All of these help the company or organization to highly benefit from the confirmation emails. This article got you covered on what a confirmation email is, why, and how you should write them!
What Is a Confirmation Email?
A confirmation email is one of the main communication tools of an organization with its customers or members to inform upon a variety of topics: interview, order, shipping, membership application, newsletter subscription, or cancellations. Confirmation emails are usually prepared in advance and sent automatically after the customer takes a certain action such as making an order on the website.
Why Should You Send a Confirmation Email?
Confirmation emails improve the related process by providing clarity, including more details, managing member data, and creating a direct connection between the company and its customers. Let’s explore some of the benefits of confirmation emails together:
1- Customer reassurance
Customers look for proof of their actions, such as ordering online or subscribing to a newsletter. A confirmation email helps to reassure the customers and give them the clarity that their actions have been approved and taken care of. Thus, customer experience is improved especially if the confirmation emails are personalized with small details, like including their first name.
2- Effective data tracking and storage
As customers provide information about themselves such as email addresses and phone numbers to be contacted with confirmation emails, your company has the opportunity to ask to use such data in the future. This stored data comes in handy for email marketing, future email newsletters, and other ways you would like to contact your customers for updates.
3- Direct connection
Rather than the customer’s individual experience as ordering or subscribing online, a confirmation email gives you the opportunity to directly connect with the customers and create a more personalized experience for them. Confirmation emails also create a way to lead the customers to your other products, offers, or memberships.
Now that you know what it is and how creating one can help you, let’s take a look at how to write one yourself!
How to Write a Confirmation Email in 4 Steps
1- Simple and on-brand design
As the first step of your confirmation email template, you should create the design and layout of your emails. Since a confirmation email’s primary aim is to inform the customers about the process and updates, the design should be simple. However, you should still design a look that represents your brand and give a sense of belonging to the customers. You should also keep the mobile users in mind, and make sure the email is compatible with mobile views.
2- All the essential information
Next, you should decide on the details you will include in the confirmation email depending on the topic. If you are writing one for orders, you can include the order number, list of ordered products, shipping information, and a contact number or email in case of any questions. On the other hand, for confirmation emails of subscriptions, you can include the option to opt-out. Just put yourself in the shoes of the customer and include all the essential information that you would like to see in a confirmation email.
3- Personalized and sincere tone
While writing a confirmation email, it is important to decide on the tone you want to convey to your customers. You can prefer a more sincere tone and add personalizing elements such as including the first name of your customer in the introduction. This will enhance the customer experience and improve your brand.
4- The way to the next steps
As mentioned in the benefits of confirmation emails, this is the perfect opportunity to present to the customers what else they can do with your business and promote your social media accounts. Don’t promote these aggressively but including your social media links and a few quick links to other products, blog posts or newsletter subscriptions will definitely benefit your company!
Now, it’s your turn!
Confirmation emails manage your relationships with customers more effectively, and creating different confirmation email templates on a variety of topics will help your company’s operations. Presenting clarity to your customers, making further offers about your company, and keeping a sincere tone are some of the essential steps to writing the best confirmation email. Raklet gives you the opportunity to create confirmation email templates without writing them from scratch every time as well as automating payment reminders!
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