Skip to content

How to write confirmation emails

Rate this post

How to write confirmation emails: Is your company slowly taking shape and would you need some “tips” to prepare a confirmation email template for receiving orders to send to all your customers? Have you recently started organizing the human resources department of your business and have any doubts about how the confirmation message to be sent to candidates should be set up?

Know that in all these cases I can help you by giving you some suggestions and how to write confirmation emails . I state that the various indications that I am going to provide you are not intended as “binding rules” but as simple advice and precautions that could help you establish a transparent relationship with the public or customers with whom you relate.

By putting the instructions in the tutorial into practice and therefore writing clear, informative and complete confirmation emails, you can also build a positive image of your business and in this way it will be more likely that, in the future, your customers will return to choose. the latter again or recommend it to others. Now, however, I think the time has come to “roll up our sleeves” and therefore start focusing on what to do. Do you agree? Optimal! Then I wish you a good reading and a good job!


How to write an order confirmation email

Has a customer just made a purchase from your e-commerce and would you like to notify him of the receipt of the order with an email ? In this case, it is advisable to fill in the latter with all the useful data available on the order itself in order to offer the customer the possibility of checking that the system has automatically registered the item or items they want correctly.

The first step to take, therefore, is to insert an appropriate , clear and concise object in the message and which possibly includes the order number . Furthermore, the subject must be ” explicit ” (and therefore contain the word ” order ) and sufficiently informative since this is the first element that the customer will notice of the received email. The “purpose”, in this case, is to absolutely avoid that the latter goes “unnoticed” or, even worse, is thrown away.

In the subject of the email you could therefore write “ Confirmation of receipt of order no. [order number] ”or“ We have received your order number [order number] ”(in the latter case, you can choose to set up a less formal register and therefore replace“ his ”with“ yours).

Once this initial step has been completed, it is time to choose an appropriate introductory formula and therefore insert the “opening greetings”. From the latter, in which you address the customer directly, you can set the writing register to be maintained during the rest of the message.

The choice of style is up to you and, possibly, the latter should keep in line with the image you want to create of your business. By opening the email with formulas such as ” Dear [username] , we have received your order at our e-commerce ” or ” Dear ” or ” Dear ” you will give the message a formal tone ; other openings such as ” Hello [username] , we have received your order “, ” Hello ” or ” Hello ” will be more conversational .

The important thing, once the register has been chosen, is to keep it for the rest of the message so that it is stylistically coherent . In addition, it is also good to thank the customer for the order placed and therefore relying on the service you offer: ” Thank you for choosing us / Thank you for your purchase “.

Receipt of the order must be communicated in the body of the email and all data relating to the order placed by the customer must be entered clearly and unambiguously . It is therefore good to repeat the order number , the name of the goods or services purchased, the time and date of the purchase, the cost and, if present, the shipping cost , the selected payment method and the delivery address. billing : “ We have received your order number [order number] , for [item or service name] , placed on[purchase date] , at [purchase time] . The amount paid is [cost of the good / service] and the shipping costs amount to [cost of shipping costs] ; the selected payment method is [chosen payment method] . The address to which the order will be shipped is [shipping address] “.

It is also good to enter information on the courier who will take care of the shipment (” The shipment will be entrusted to the courier [name of courier]) and on the processing status of the order (eg” At the moment the order is being processed “, or” At moment We are processing your order ).

If necessary, you can also provide details explaining how the next order update statuses work (in particular the expected shipping date) and the forecasts on when these will occur: ” As soon as we have processed the payment we will move on to processing the order ( …). We plan to ship the latter on [Expected Shipping Date] ”.

This last point is very important since entering this information will help create a transparent image of your business and provide useful information to the customer in order to prevent and “anticipate” any questions or requests for clarification .

In this same vein, it is also advisable to provide details on the type of commercial guarantee offered, the duration of the latter and the terms of order cancellation or withdrawal: “ The purchased item is covered by a two-year European guarantee (…). You may possibly cancel your order in the time frame prior to shipment; the withdrawal can be made by following the procedure found on our website at this address [link]).

You can also insert any links that refer to the status of the order on your website and invite the customer to regularly visit the relevant page to find out in real time the progress of the order: ” You can follow the progress of the order in real time at this address [link] “.

I also suggest you insert a short final paragraph with your instructions on how to behave both in the event that the package containing the items purchased is intact and if the latter is damaged: “ If the package containing the goods is intact (…) ; if, on the other hand, it is damaged (…) “.

By doing so, therefore, the customer will be automatically informed on how to proceed in the event of any refund requests or on how to open processes for disputes . Everything is fundamental for the purposes of transparency and “fairness” which I mentioned earlier. You can also enter all this information in a schematic way, perhaps with a table, to try to communicate all the useful information in a clear, concise and perfectly understandable way “at a glance”.

Finally, choose the most suitable closing formula which must be in line with the message log . For example, formulas such as ” While thanking you again for the purchase, we send your best regards “, ” Cordiali saluti ” or ” Cordially ” are the most suitable for the formal register ; while ” Good continuation ” or ” Good day / Good evening ” are those in line with the colloquial style .

In conclusion, you can also enter the contact details of your business (” Telephone: [telephone number] , Fax: [fax number]”, etc.), of your customer service including the hours in which the latter is available (” The customer service can be reached at [phone number] and is available from (…)). Ideally, it would also be to send an email to the customer whenever the order status is updated.

How to write interview confirmation emails


Among the people who have sent their application for some open positions at the company you work for there are some who have particularly attracted your attention and, following an initial telephone contact, you have reached an agreement with the various candidates to arrange some cognitive interviews . Now, however, you are wondering how to write an interview confirmation email and you would need some “tips” about it, right?

Well, then I will immediately arrange to accommodate you. To get started, write the subject of the email clearly and succinctly . The latter, therefore, must include the terms ” appointment ” or ” interview ” and also the name of the company . This way, once the email is received in the recipient’s inbox, it will be immediately noticed by the recipient.

The time has now come for the introductory greetings in which you relate directly to the candidate and, at the same time, set up the formal register of the message (which, for reasons of consistency, must be kept until the end of the latter).

Using formal titles (such as, for example, ” Dott./ Dott.ssa “, ” Dear “, ” Dear ” or ” Dear ” ) will help to communicate to the candidate a rather “rigid” and rigorous image of the company; where openings such as a simple ” Hello ” will help to make it clear that your company aims to establish a flexible, friendly and informal relationship with employees right away. The choice is up to you, to the directives and to the “style” of the company itself.

After having entered the introductory greetings and, consequently, having set the “tone” of the message, communicate to the candidate, as previously agreed, all the details relating to the interview in an exhaustive manner: ” This is to communicate the details of the cognitive interview “/” I am writing to provide you with information relating to the meeting “.

The “purpose” of the message is to perfectly put the candidate in the condition of being able to be present at the appointment in order to completely “foil” the hypothesis that the latter does not go there (which would involve a waste of time for you and your company!).

Then summarize all the information useful to the candidate: date and time of the interview , indicative duration of the same, address , house number , interior of the structure in which the latter will take place, documents and materials that need to be presented (e.g. portfolio of previous works ).

If you are not the person who will hold the interview, also enter the name of your colleague who will be responsible for doing this: ” to be held on [date of the interview], from (…) until, indicatively, at (…) [ interview time], in Via [street name] n. [house number], extension [extension number]. Please bring [document type] to the meeting. Dr. [name colleague] will hold the interview “.

From the same pragmatic point of view, some brief information on how to reach the place where the meeting will be held could also be useful , both if he goes to the same place with his own means (in this case enter information also about any adjacent parking spaces the meeting place), and in the event that the latter is more inclined towards public transport (in this case, consulting Google Maps could help you): ” Our office is located near the junction for the locality [location name] and can be reached by train (station [station name]).

I recommend: always try to enter the information in a clear , concise way and that goes ” straight to the point “. Finally, conclude the message by inserting a greeting formula appropriate to the register you initially chose and that you have kept throughout the email.

Formulas such as ” In thanking you for your attention, best regards ” or ” Sending cordial greetings ” are in line with the formal register; if you prefer to opt for the informal tone, you can close with formulas such as ” See you soon ” or ” I greet you while waiting to meet us in person “. To conclude the message, enter your name, the position you hold or your title and your contact details or those of your company.

I recommend: as you write the text of the message, divide it into paragraphs to make everything clearer and more readable. Also, always pay special attention to punctuation and grammar. In this regard, the tips I gave you in my tutorial on how to correct spelling errors may also be helpful. Finally, where present, report any attachments that you send with the email: ” A copy of the non-disclosure agreement is attached “.

How to write an appointment confirmation email


Are you a professional , a client has requested an appointment at your studio and would you like to communicate the details of the meeting to the latter in a clear way to avoid unpleasant setbacks? Are you wondering how to write confirmation emails in this specific case?

You can easily refer to the information provided in the previous chapter . In this case, however, if you already know the customer you are going to meet, you can consider opting for an informal register , especially if you already have a certain degree of confidence.

How to write a hotel booking confirmation email


The recommendations and suggestions for writing a booking confirmation email for a hotel stay are very similar to those I proposed in the chapter on the message to be sent upon receipt of an order. Also in this case, therefore, the “starting point” corresponds to the subject of the email which must be as clear and concise as possible (and contain the words ” reservation ” or ” order ).

This will minimize the likelihood that the email will go unnoticed or be deleted by the customer (who, in all likelihood, is waiting for it with some apprehension!). In the object, therefore, you can use the formulas “ Booking confirmation n. [booking number] ”or“ We confirm the booking of your stay “.

Once this step is complete, you can move on to the initial introduction where you enter your greetings . It is the first opportunity to relate directly with the customer and the one in which you set the writing register . I strongly advise you to make the latter formal as this is the register that, on this specific occasion, lends itself most to communicating a reliable, “careful” and virtuous image of your structure. For these reasons, it is therefore advisable to open the email with formulas such as ” Dear ” or ” “.

Once this initial formula has been inserted, it is also good to thank the customer for the preference agreed with the order: ” Thank you for choosing our structure “. The goal is to immediately prove to be entirely customer-oriented . At this point, the information and data relating to the reservation must be scrupulously summarized , in order to offer the customer the opportunity to check them.

Then enter the dates on which the latter will take place, the number of nights , the check-in and check-out times , the number and type of rooms booked , the restaurant and bar times if available.

Finally, also enter the details on the costs of the stay , the tourist taxes and the types of payment available: ” As per the agreements made, we inform you that the stay will be held from day (…) to day (…) [start and end dates stay], for a total of [number] nights . Check-in can be done by (…) [check-in time] and check-out by (…) [check-out time]. [Number] of rooms [type of rooms] will be reserved for you. The restaurant and bar are open from (…)at (…). The total cost for booking the rooms amounts to [amount] and the tourist tax to [amount]. It is possible to pay at check-in and at check-out using [payment methods] “.

Also enter information relating to the type of documents requested during check-in and on the terms and methods for any cancellation of the order : ” We remind you that a copy of the document [type of document] must be delivered during the check-in phase . and that the order can be canceled within (…) “.

This, of course, will help make the service you offer more transparent . In addition, with a view to attention and orientation to the customer I was talking about earlier, you can also provide the latter with a short list of initiatives and upcoming events that will be held at your facility or in the city where the latter resides: ” With the hope of doing what you like, we are pleased to inform you that it will take place at our facility (…) “.

In this way, in addition to building customer loyalty and presenting your structure as a sort of “point of reference”, you can indirectly contribute to the organization of the latter’s stay who, in all likelihood, will be grateful to you for the information. provided and will therefore be more likely to stay at your property again or to recommend it to others. Finally, I suggest that you avoid entering data in tables that are too impersonal or schematic.

In conclusion, enter a closing formula appropriate to the chosen formal style (eg ” We thank you again for choosing us, Best Regards “, ” Kind regards ” , “Best regards ” or ” Sincerely ) and the contact details of your facility (e.g. telephone, fax and so on). Of course, if your guest does not speak your language, you will need to translate the message you have written.

To do this, take a look at my article on how to translate a text. If, on the other hand, you need other details and “tips” on what is explained in this tutorial, I refer you to my in-depth information on how to write a formal email and how to sign an email message