[UPDATED] How to Set up and Send an Automatic Confirmation Email + 15 Confirmation Examples
An automatic confirmation email is sent to users after they interact or purchase on your website. Whether it’s appointments or shipping notifications, such emails are essential if you want to maintain brand trust with your customers.
Sending a confirmation email acts as an immediate acknowledgment, builds confidence, and reduces customer anxiety. When done correctly, they encourage further email engagement, such as exploring new products or subscribing to additional services.
To improve customer support, we’ll review what a confirmation email is, email confirmations and examples, how to send confirmation mail, best practices, and procedures for you.
What is Email Confirmation?
An automatic email confirmation is an automated message sent to users after they activate a trigger. Confirmation emails are a type of transactional emails; an example confirmation email would be a confirmation sent after a purchase that helps customers track shipping and other important details. The primary purpose of a confirmation email is to assure users that their action is successful.
The key characteristics of auto-confirmation emails include:
- Immediacy: When you send email confirmation promptly after a user takes action, it helps provide real-time updates. That’s why it’s critical to find the best time to send emails.
- Automation: These emails are generated by systems or software and follow automation best practices, reducing the need for manual intervention.
- Clarity: They provide detailed information regarding the transactions and other confirmations, reducing errors and email spoofing.
- User engagement: When you auto confirm receipts or purchases, it encourages users to explore more products or services, increasing the chances of sales. Plus, using compelling email copywriting techniques can enhance user experience and prompt repeat purchases.
Sending automatic emails provides users with the information they need on time. This is not the only thing they do — they help build trust and enhance user experience overall.
Why is Automating Registration Emails Important?
Sending an email to confirm any user action is helpful in moving customers along the email marketing funnel while building credibility. It shows you understand where they are in their email marketing customer journey, increasing trust and brand experience.
Here are the key benefits:
- Enhanced customer experience: Whether it’s shipping updates or account registration details, automatic confirmations help retain customers and foster a positive customer relationship.
- Verification of customer action: The automatic email system acknowledges the completion of an action: sign-up, purchases, or registrations. The automated email verification creates trust and reliability in your business.
- They reduce customer anxiety: By providing real-time updates, they reduce customer anxiety regarding purchase confirmations or shipping updates.
- They provide clear communication: Automatic confirmation email provides a detailed summary of the user interaction. This clarity in communication avoids errors and reduces confusion for customers.
- They prevent redundant inquiries: By furnishing detailed order information, customers can reference these messages, reducing the number of redundant inquiries. These one-off messages also help reduce email fatigue.
- Efficient record keeping: Confirmation emails act as record keeping for customers to track back their interactions with a business.
Transactional email confirmations create a positive user experience — 64% of customers consider order confirmations to be the most important. They also have the highest open rate in email marketing – as high as 70%.
Even with the highest open rate, confirmation emails can face challenges — spam traps may flag these emails, users may overlook them, or users may not understand what action to take.
Email Marketing Confirmation Emails: Common Challenges and Solutions
Focus on these challenges to avoid common email marketing mistakes and get your automated confirmations on track:
- Email deliverability: Confirmation emails are more likely to be marked as spam and not reach your subscribers’ primary inboxes. Sometimes, a user’s confirmation email address could vary from their primary email ID. The best method is to use an ESP with a great inbox placement reputation — Campaign Refinery provides the highest email deliverability rate in the market. Check out our user reviews!
- Forgetting to click confirm: When you email for confirmation, users may forget to click the confirmation link, making it hard to complete the signup process. Follow-up with a double-opt in process to remind them to continue the signup process.
- Mis-typed email address: A mistyped recipient email address can jeopardize your brand name and cause customers to lose trust. Use a reliable ESP to maintain email list hygiene and verify recipient details before sending emails.
A confirmation in email must be a part of your workflow to create a valuable brand experience for your customers. This means it’s essential to schedule and integrate with email marketing software.
Let’s learn how to send an automatic email to keep your customers in the information loop.
How to Send a Confirmation Email?
The first step to sending an automatic confirmation email is to create an automated system to generate and send emails in response to specific triggers.
Here are the steps to create and send the sequence:
- Choose an email service provider: Select an ESP to set up your automated confirmation emails. Campaign Refinery integrates well with 800+ marketing tools and systems to create the finest email marketing campaigns. Plus, with our superb email deliverability performance, more of your emails hit your subscribers’ primary inbox.
- Integrate your system with the ESP: Connect your website, e-commerce platform, or application to your chosen ESP. Follow the integration procedure of your ESP or use APIs to connect your platform. You can also connect your email marketing CRM to streamline the process.
- Identify user triggers: Distinguish trigger actions such as user registrations, product purchases, form submissions, or appointments.
- Design confirmation email templates: Create visually appealing confirmation email campaign templates with consistent brand colors, logos, and other elements. Also ensure to use the best font for email to improve readability and email accessibility.
- Personalize content: Use dynamic content to personalize emails, adding recipient names, appointment times, or other relevant details.
- Set up automation rules: In your ESP, configure conditions based on user actions or triggers, and define when the confirmation emails will be triggered.
- Include clear CTAs: Guide users to the next steps through links to account settings, additional products, or social media profiles.
- Test automation workflows: Run a test for each trigger event to check if the content is accurate and the emails are triggered properly.
- Monitor and analyze performance: Use your ESP’s built-in tools to track your email campaign metrics and make adjustments to the timing, frequency, or automation rules.
- Implement security measures: Since most email confirmations carry sensitive user information, ensure the protection of your emails by setting up email authentication protocols, such as SPF, DKIM, and DMARC.
Implementing email automation can save time and ensure your confirmation emails are consistent and relevant. However, to include the right elements in your emails, you must be aware of the different types of emails you can send.
Types of Short Confirmation Messages + Confirmation Email Examples
Automatic email confirmations can take different forms based on the type of user interaction. Below, you’ll find 4 commonly used confirmation messages along with confirmation email examples.
1. Subscription Confirmation Email
A subscription confirmation is sent to a user after signing up for email marketing newsletters, services, or mailing lists. This email serves as an acknowledgment of the user’s decision to opt in and confirms the success of the subscription.
Usually, the message starts with “This is an automated email” or “This email serves as confirmation” to let the user understand the purpose immediately. Once they’ve signed up, they will receive a message “email subscription confirmed.”
On your end, you may receive a notification like “confirmation email sent” that helps you keep track of all acknowledgments.
In your subscription email, make sure to include the elements before you send confirmation mail.
| Element | How to write it |
|---|---|
| Email subject line | Clearly state the purpose of the email and subscription confirmation. |
| Greeting | Include a prominent CTA button that helps customer confirm their subscription with a single click. |
| Confirmation message | Use a friendly and personalized greeting to foster a loyal customer relationship. |
| Subscription details | Include details about the newsletter name, frequency of emails, and type of content the user can expect. |
| Opt-in confirmation | State the confirmation of subscription and thank the user for joining your brand journey. |
| Call-to-action button or link | Include a mandatory unsubscribe button if the user changes their mind and wants to leave. This is necessary for legal compliance, too. |
| Contact information | Provide a contact information section in case users have queries. |
| Unsubscribe option | Include a mandatory unsubscribe button if the user changes their mind and wants to leave. This is necessary for legal compliance, too |
Along with this, use your brand colors and elements in all your subscription emails.
2. Order Confirmation Email
Sending confirmation about recent orders is typically done as soon as a customer purchases a product from your website.
These emails are instantaneous and usually contain the following details:
- Order summary: A concise summary of the order; purchase items, prices, quantities, and total cost.
- Billing information: Include the billing details provided by the customer at the time of purchase, such as name, billing address, and payment method.
- Confirmation messages: Clearly state that the order has been confirmed and will be processed soon.
- Discounts of coupons: Remind customers of any savings they made if they used email coupons or discounts during checkout.
- Delivery details: Include delivery instructions or information about the shipping carrier, if applicable.
- Return policy: Provide a brief overview of your return policy, including how customers can return the items.
- Cross-sell or up-sell opportunities: Include complementary products that customers might find useful.
- Feedback request: Link to a customer feedback survey or ask for brief feedback on the purchasing experience.
- Unsubscribe option: Provide a one-click unsubscribe and information on how customers can unsubscribe if they want to. This is often a legal requirement and good practice for customer consent.
Note: Regardless of the type of confirmation email you send, providing an unsubscribe option is mandatory as per CAN-SPAM requirements and GDPR laws. Campaign Refinery automatically includes a true one-click unsubscribe link in all the emails you send out. This is to keep you safe from spam complaints and safeguard your sender reputation.
3. Registration Confirmation Email
The purpose of registration emails is to confirm user participation.
Common types of registration emails you can send are:
- Webinar registration confirmation,
- New-user sign-ups,
- Thanking your beta-waitlist subscribers,
- Event registration confirmation,
Registration confirmations follow a similar format to the other confirmation emails.
Still, you should include the following additional details:
- Account details: Include relevant account details such as username, password, and email address used for signing up. If necessary, provide information on how to access the account or set up a password if it wasn’t already done during the registration process.
- Verification link: Use a verification link or button to confirm the subscriber’s identity and also follow email security protocols.
- Account benefits: Highlight the perks of registering their accounts — whether it’s access to exclusive content, personalized settings, or special occasions.
- Security information: Remind users to keep their login credentials safe and stay cautious of phishing attempts.
- Profile completion or next steps: If applicable, include brief information on the next steps; profile completion, exploring other features, or customizing settings.
4. Automated Booking Confirmation Email
Booking confirmation emails are usually sent after a user has completed a reservation, an appointment, or a service. Unlike the other emails, booking confirmations allows users to customize their booking by selecting their preferred seat, hotel, car, concert, sporting event, or other destination and activity.
Include these details in your booking confirmations:
| Component | Purpose |
|---|---|
| Booking details | Clearly state that the booking has been confirmed and thank the customer for choosing your business. |
| Confirmation details | Include a copy of the payment details, such as breakdown of costs and applicable taxes. |
| Payment details | If applicable, provide check-in and check-out timings, cancellation policy, and other details relevant to the booking. |
| Additional information | Tell users how their information will be used and reiterate your commitment to their privacy and consent. |
| Privacy and consent | Tell users how their information will be used and reiterate your commitment to their privacy and consent |
5. Payment Confirmation Email
A payment confirmation email is sent to acknowledge that a payment has been successfully processed. It reassures customers and acts as a record of payment, in case of disputes.
Ensure to include the following elements in your payment confirmation messages:
- A clear email subject line,
- A friendly opening,
- Transaction summary,
- Order details,
- Next steps.
6. Appointment or Reservation Confirmation Email
Like booking messages, appointment or reservation confirmations are sent after a user schedules an appointment or makes a reservation. The email contains critical details, such as the date and time, location, service or purpose of the treatment, and name of the service provider.
7. Password Reset Confirmation Email
A password reset confirmation email acts as a security communication in the account recovery process.
It’s usually sent immediately after:
- A user initiates a password request,
- Sent after the password has been successfully reset.
8. Event Registration Confirmation Email
Event confirmations can come in different formats, such as for meetups or a live webcast. It confirms the registration and provides essential details like the event name, date and time, registration ID, and other relevant details.
9. Shipping Confirmation Email
A shipping confirmation email is sent to inform the customer that their order is through and on the way.
The typical details provided are:
- Order ID,
- Summary of the items shipped,
- Shipping method and carrier details,
- Shipping address,
- Contact information,
- Optional information like instructions or links to full order details.
10. Cancellation Confirmation Email
Sometimes, users may want to cancel a booking or appointment for various reasons. A cancellation confirmation email lets users know that their reservation or appointment has been successfully canceled and discusses refunds, if any.
11. Account Verification Email
An account verification message is sent as part of an account creation process to verify the user’s email address. This step ensures the user provides a valid email address that will be used for future communication.
12. Auto-renewal Confirmation Email
This email type notifies users of upcoming auto-renewal on their subscriptions or successful renewal. Auto-renewal emails are an important part of maintaining brand integrity by adhering to data privacy laws. Since you have the user’s credit card details, it’s critical to promptly inform them of the renewal.
13. Form Submission Confirmation Email
A form submission email confirms the successful submission of forms, such as surveys, feedback forms, applications, or other forms.
14. Security and Compliance Confirmation Email
Some brands understand the high-risk nature of account log-in attempts. Even though they adhere to email security best practices, phishing attempts are common and can damage the brand reputation.
A security confirmation email is sent to confirm that the sign-in was done by the user and to safeguard access from third parties.
15. Price Drop Confirmation Email
Price drop confirmation emails are sent to let customers know about the recent pricing changes. It can also be sent to acknowledge a price change for a product in a user’s wishlist or shopping cart.
A well-designed automatic confirmation email can be your gateway to higher email opens and click-throughs. It’s because such messages provide opportunities to learn more about your customers and then send them customized deals and offers.
Five Confirmation Emails Best Practices
To create the perfect user experience, follow these 5 best practices as you plan your confirmation emails:
- Keep your messages short and sweet: Convey the message quickly and avoid overwhelming your customers with unnecessary information.
- Stay consistent with your email branding: Keep your brand colors, logo, and other elements consistent across all types of confirmation emails.
- Remember your mobile customers: Follow email design best practices and implement mobile email marketing.
- Relevant CTA: Stick to one CTA per email and guide users toward the next steps.
- Create high-impact messages: Include compelling email copywriting principles to inform users and encourage more participation for highe email response rates.
How to Set Up Automatic Email Confirmation With Campaign Refinery
With a high open and click-through rate, confirmation emails allow you to generate more traffic and increase revenue. But even with excellent marketing results, automated messages can slip back on email deliverability if the system isn’t setup right.
This is why Campaign Refinery was established — to give you the highest email deliverability rate in the market, no matter what.
Our clients report an increase of 6x in email deliverability after joining us!
We get there by setting up a logical and bulletproof system of requirements and support, one of which is checking domain reputation and authentication — a soon-to-be must for all senders emailing Gmail and Yahoo accounts.
Our features include an automatic email list cleaning tool, an engagement rewards feature, and the evergreen flash sales option to allow our clients to set up forever sales in just a few clicks. Our unique tools and powerful automation help you design and send confirmation emails that cement the trust your customers have in you.
You focus on your campaigns. We’ll take care of the system.
Apply to become a part of the Campaign Refinery elite squad of senders.
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FAQ
What is an automatic mail?
An automatic or automated email is sent automatically based on specific user triggers, schedules, or predefined actions. It’s typically sent using an email marketing or automation tool.
Why do I keep getting confirmation emails?
You may receive automated confirmations if you’ve signed up for newsletters, purchased a product or service, or changed your password recently.
What are automated booking confirmations?
Automated booking confirmations are messages sent automatically after a customer completes a booking or reservation. These emails contain key information about the booking, including the details, customer information, reference information, and payment details.
How to confirm something in email?
To acknowledge a user action, use a clear subject line, address the recipient properly, and provide relevant transaction details in the email.
What is a good email confirmation reply?
A good email confirmation reply is polite and promptly acknowledges a user’s action.
For example, “thank you for confirming your email address.”
Should I automate client communication & appointment confirmations?
Yes, you must always automate client communication & appointment confirmations to improve efficiency, reduce errors, and enhance the client experience.
