Updated on October 26, 2023

  • 9 min
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How to write a confirmation email

How to write a confirmation email

A type of email we’ve all grown accustomed to over the years is confirmation emails. Confirmation emails are generally involved, whether it's an online purchase, sensitive information, or signing up for a new online service. From a business standpoint, someone has to be drafting these messages, regardless of whether they’re templates or custom-written. In this article, you’ll get a look at how to write confirmation emails and why AImReply is the tool for the job.

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It’s important that these types of emails carry the necessary information for the recipient. In some cases, the recipient will need to take an action within the email to access the confirmation info. Nevertheless, those drafting these emails have several specific criteria they need to keep in mind.

Even though many people use automation services for such emails, there are still many reasons why a custom-written email is needed. Learning how to write confirmation emails is beneficial for your professional experience and how you connect with the recipient on the other end.

How to write a confirmation email with examples | AImReply

Examples of Confirmation Emails

Whether you use these examples verbatim or add your own spin to them, the way they’re written is appropriate for a wide range of confirmation emails. Diving into the industry, how to write confirmation emails doesn’t have to be complex.

Keep in mind that the way these are worded is merely industry suggestions. You’re more than welcome to simply take them as inspiration and write your own custom confirmation email template. Overall, these "how to write a confirmation email" samples are more than enough to get the job done.

How to write a confirmation email with examples | AImReply
1. Order confirmation emails

Likely to be one of the most common types of confirmation emails, order confirmation emails occur in the thousands on a daily basis. However, you’ll notice that no two are the exact same, and they can contain a broad variety of information. Considering your own customers when learning how to write confirmation emails will lead you to the best possible outcome.

Dear [Customer Name]

We appreciate you for submitting your order (Order #)! You can find your receipt attached.

This email is to confirm that we have received your order and are quickly processing it.

Once your order is ready to be shipped, we will be in touch with another confirmation email to give you an update.

Of course, don’t hesitate to reach out to us if you have any particular questions or concerns. We’re happy to help!

Best wishes,
[Your Name/Company Name]

How to write a confirmation email with examples | AImReply
2. Interview confirmation emails

When it comes to how to write a confirmation email for an interview, companies tend to go through a long list of candidates. It can be challenging to keep track of the time slot for every interview, and this is where confirmation emails can be helpful.

Dear [Recipient Name]

I hope this message finds you well! I’m reaching out in hopes of scheduling an interview with you at your earliest convenience. My availability is pretty open next week, so please let me know what works best for you between the hours of (insert timeframe here).

After reviewing your resume, I'm interested in talking with you more about the position, as you seem like a great fit. Have a great day, and I will speak with you soon!

All the best,
[Your Name]

How to write a confirmation email with examples | AImReply
3. Confirming an appointment

As everyone goes on about their busy lives, staying on top of a consistent schedule can be challenging. When appointments with the doctor or a mechanic come along, it can really throw some people's schedules for a loop. By sending them a confirmation email, they will have a visual reminder and prompt them to create a reminder of their own.

Dear [Recipient Name],

This email serves as your confirmation for your upcoming appointment with us at (company name) at (time) on (date). In the event you need to cancel your appointment, please reach out at least 48 hours ahead of your scheduled time slot.

We’re happy to assist you if you have any questions or concerns in the meantime. If needed, feel free to reply to this email or call us at (company phone number). We look forward to seeing you soon!

All the best,
[Your Name/Company Name]

Digital communication is a necessity today, and general salutations as a reminder aren’t as effective as they once were. These templates focus on various scenarios where confirmation emails are needed, but the list goes far beyond these alone. Regarding subject lines, make sure they are concise and directly address the topic.

How to write a confirmation email with examples | AImReply

The benefits of confirmation emails

As mentioned earlier, confirmation emails act as an official reminder for the recipient, but other aspects also provide some unique benefits. It's a transactional email that can act as a paper trail when needed in further communication regarding an order, appointment, and so on.

Here are a few known benefits that stem from effective confirmation emails:

  • Both parties have the chance to introduce themselves if needed;
  • It offers a starting point of contact that builds trust between the company and the consumer;
  • Confirmation emails see much more engagement from customers than other types;
  • You can include details like an FAQ section.

When you consider how many confirmation emails get sent daily, you can see why so many businesses take advantage of them. They can be much more than just a reminder, as FAQs, marketing material, and additional information can all be added.

In the same light, you have to wonder how much time goes into creating, customizing, and changing confirmation emails. Someone has to do it, and it can be a time-consuming task requiring more attention than expected. To help with this, tools like AImReply can streamline the emailing process by handling outgoing communications for you.

How to write a confirmation email with examples | AImReply

Save Time with AImReply

You can use artificial intelligence to craft impeccable confirmation emails through a simple three-step process. It has the ability to determine tone, context, structure, and many other fine nuances of human conversation.

On your end, you just select the content of the incoming email and then use AImReply to sort through reply recommendations. You can also adjust a variety of parameters to ensure AImReply carries the tone you’re looking for.

It doesn’t matter if it’s for a reservation, a purchase, or a meeting; AImReply won’t miss a single bit of context in its replies. The recipients won’t be able to tell any difference between your text and the AIs. On top of that, the more customization you add to the mix, the better outcome you’ll get with every word.

Part of what's made AImReply increasingly popular is the fact that registration is free. They don't make you jump through hoops just to gain access. Within minutes, you can have AImReply working in your favor, sending out one confirmation email after another.

Remember, it’s still important to learn how to write an email confirmation, but the actual workload can be left to AI. It doesn’t come with a massive learning curve, so it shouldn’t only take you a few minutes before you get the hang of things.

How to write a confirmation email with examples | AImReply

What’s the full scope of benefits?

First and foremost, you’ll be getting hours back in your day that previously went to drafting emails. Many professionals don’t consider how much time they spend on emails, and data shows that it’s hours every day.

Once you start utilizing the full scope of what AImReply has to offer, you’ll start to see the positive difference in your schedule. You’ll find a few other core benefits of AImReply in the list below.

  • Supports for 16 languages;
  • Universal access on either desktop or mobile devices;
  • Chrome extension for quick and easy use;
  • Communication that’s tailored to the context, intent, and tone of your conversation topic;
  • Data integrity that guarantees each person’s information will never be compromised;
  • Zero mistakes with flawless grammar in every email.
How to write a confirmation email with examples | AImReply

This is just an example of an order confirmation email, that took a second for AImReply to come up with:

Subject: Order Confirmation for [Order Number]

Dear [Customer's Name],

We are pleased to confirm your recent order with [Your Company Name]. Thank you for choosing us for your [Product/Service] needs.

Here are the details of your order:

Order Number: [Order Number]

Order Date: [Order Date]

Shipping Address: [Shipping Address]

Order Summary:

Total Amount: [Total Amount]

Shipping Method: [Shipping Method]

Estimated Delivery Date: [Estimated Delivery Date]

Payment Method: [Payment Method]

If you have any questions or concerns regarding your order, please don't hesitate to contact our customer support team at [Customer Support Email/Phone Number]. We are here to assist you in any way we can.

Please note that you will receive a shipping confirmation email with tracking information once your order has been dispatched.

We sincerely appreciate your business and trust in our products/services. Your satisfaction is our priority, and we are committed to delivering the highest quality [Product/Service] to you.

Thank you for choosing [Your Company Name]. We look forward to serving you and hope you enjoy your purchase.

Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Contact Information]

How to write a confirmation email with examples | AImReply

To truly understand what AImReply is capable of, you simply have to test it out for yourself. There’s no requirement for a subscription, and only takes moments to start seeing results in every response.

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