How to Set up and Send an Automatic Confirmation Email with 5 Best Practices

OK hand sign illustration for automatic confirmation email

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.

These auto-messages act as immediate acknowledgment, build confidence, and reduce customer anxiety. When done correctly, they encourage further customer engagement, such as exploring new products or subscribing to additional services.

To improve customer support, we have compiled confirmation email examples, best practices, and procedures for you. 

What is an Automatic Confirmation Email?

An automatic email confirmation is an automated message sent to users after they activate a trigger. Confirmation emails are a type of transactional emails; for example, a customer automatically receives email shipping confirmation after a purchase. The primary purpose of a confirmation email is to assure users that their action is successful.

The key characteristics of auto-confirmation emails include:

  1. Immediacy: Confirmation emails are sent promptly after a user takes action, providing real-time updates.
  2. Automation: These emails are automatically generated by systems or software, reducing the need for manual intervention.
  3. Clarity: They provide detailed information regarding the transactions and other confirmations.
  4. User engagement: Many confirmation emails encourage users to explore more products or services, increasing the chances of sales.

Automated confirmations provide 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 an Automatic Confirmation Email Important?

They are helpful in moving customers along the sales funnel while building credibility. 

Here are the key benefits:

  • Enhanced customer experience: Whether it’s shipping updates or account registration details, automatic confirmations increase customer trust and foster a positive customer relationship.
  • Verification of customer action: The confirmation emails acknowledge the completion of an action: sign-up, purchases, or registrations. This immediate response 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.
  • 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 filters may flag these emails, users may overlook them, or users may not understand what action to take.

Confirmation Emails: Common Challenges and Solutions

Focus on these challenges to get your automated confirmations on track:

  1. Email deliverability: Confirmation emails are more likely to be marked as spam and not reach your subscribers’ inboxes. Use an ESP known for getting your emails to the primary inbox — Campaign Refinery provides the highest email deliverability rate in the market. Check out our user reviews
  2. Forgetting to click confirm: 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.
  3. 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 clean out your email list and verify recipient details before sending emails. 

An automatic confirmation 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.

How to Send an Automatic 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:

  1. 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.
  2. 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.
  3. Identify user triggers: Distinguish trigger actions such as user registrations, product purchases, form submissions, or appointments.
  4. Design confirmation email templates: Create visually appealing confirmation templates with consistent brand colors, logos, and other elements. Optimize the space for dynamic content such as order details or account information.
  5. Personalize content: Use dynamic content to personalize emails, adding recipient names, appointment times, or other relevant details.
  6. Set up automation rules: In your ESP, configure conditions based on user actions or triggers, and define when the confirmation emails will be triggered.
  7. Include clear CTAs: Guide users to the next steps through links to account settings, additional products, or social media profiles.
  8. Test automation workflows: Run a test for each trigger event to check if the content is accurate and the emails are triggered properly.
  9. 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.
  10. Implement security measures: Since most of 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 email confirmations.

Types of Automatic Email Confirmations Customers Need

Automatic email confirmations can take different forms based on the type of user interaction. Below you’ll find 4 commonly used confirmation messages.

1. Subscription Confirmation Email

A subscription confirmation is sent to a user after signing up for 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. In your subscription email, make sure to include the elements listed in the table.

ElementHow to write it
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 confirmationState the confirmation of subscription and thank the user for joining your brand journey.
CTAInclude a mandatory unsubscribe button if the user changes their mind and wants to leave. This is necessary for legal compliance, too.
Contact informationProvide 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
Components of a subscription confirmation email

Besides this, use your brand colors and elements in all your subscription emails.

2. Order Confirmation Email 

Order confirmations are typically sent 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 an opt-out link 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 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:

  1. Webinar registration confirmation,
  2. New-user sign-ups,
  3. Thanking your beta-waitlist subscribers,
  4. 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. 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:

Booking detailsClearly state that the booking has been confirmed and thank the customer for choosing your business.
Confirmation detailsInclude 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 informationTell users how their information will be used and reiterate your commitment to their privacy and consent.
Privacy and consentTell users how their information will be used and reiterate your commitment to their privacy and consent
Components of booking confirmation emails

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 Automatic Email Confirmation Best Practices

To create the perfect user experience, follow these 5 best practices as you plan your confirmation emails:

  1. Keep your messages short and sweet: Convey the message quickly and avoid overwhelming your customers with unnecessary information.
  2. Stay consistent with your branding: Keep your brand colors, logo, and other elements consistent across all types of confirmation emails.
  3. Remember your mobile customers: Optimize your email design and content for use on different devices.
  4. Relevant CTA: Stick to one CTA per email and guide users toward the next steps.
  5. Create high-impact messages: Include compelling email copywriting principles to inform users and encourage more participation.

Set Up Any 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 batter 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 domain 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. 

Still on the fence?

How about we give you a gift — all of our core strategies in one document, for FREE! For higher email open rates, better inbox placement, and smart email marketing set up, download the Inbox Formula, our comprehensive guide to successful email marketing, and watch your numbers soar. Or work with us and never worry about setting up another domain again. 

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