Confirmation email templates to keep clients informed

Don’t let your clients feel like you ghosted them. Use these confirmation email templates to let them know you’re moving forward with a contract, payment, meeting, and more. 

No matter the type of business you run, your clients want to feel supported. They want to feel that communicating with you is easy, and they want to know that you hear them. 

Integrating the right approach to your email strategy can be a game-changer when it comes to effective client communication, whether that involves sending emails after a lack of response, cold emails, or thank-you emails. By harnessing the power of automated emails with HoneyBook, you can keep your clients informed throughout a variety of processes and situations, with the potential to close a major deal.

How do you write a follow-up email? And when should you do it? This guide walks through why these types of emails are so important and provides confirmation email templates you can start using right away.

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Best practices for confirmation emails

The purpose of a confirmation email is pretty straightforward—you are confirming an action that you or your client took. This could involve signing up for an event, scheduling a meeting, signing a contract, making a payment, and many other actions.

These emails help you stay in touch with clients. Most people want to know that something they’ve signed up for or a purchase they made was actually received. A confirmation gives them peace of mind. In fact, 64% of consumers think that purchase confirmation emails are the most valuable messages they receive.

Follow-up emails also help you keep your organization at the top of clients’ minds. They’ll appreciate receiving an immediate email, which shows them you are paying attention.

Now, though, how do you actually write a great confirmation email? You will want to reassure your clients while taking advantage of the opportunity to connect with them once again. Next, here are a few best practices to follow:

Keep emails short and sweet

Your clients just want to know that their action was successfully completed—not your business’s entire history or details of a new product or service. Today, most emails are read on mobile devices, so content needs to be digestible. Don’t write too much when creating confirmation emails via HoneyBook. 

Instead, keep the text clear and concise. Thank your clients for their purchase or sign-up. Hit on a point or two about the benefits they’ll get and provide a short CTA. Remember that today’s consumers don’t want to spend much time reading emails. 

Include a relevant CTA

You should still include some kind of CTA in confirmation emails, even though calling clients to action may not be the point of the message. However, make sure you aren’t inserting a CTA that has no relevance to your client or the action they’ve already taken. Don’t overwhelm people with salesy language or too much information.

Write a strong subject line

The subject line is the first thing a client sees when they get a new message. It’s important that it sums up what’s inside the email. The subject line is sort of like a headline—you want it to be strong, clear, simple, and relevant.

Show gratitude

Whatever action your client takes, always show some gratitude. They are interacting with your brand in some way, even if it’s just a request for an initial meeting or for more information. This isn’t usually a cold email, where you are reaching out before any interaction has taken place. The client has taken an action that you’re confirming.

Always say thank you within the first few lines of the email, if not the subject line. You want your clients or prospects to feel like you care about their satisfaction. Showing appreciation sets up the relationship to be positive and enables you to start building trust.

Personalize the email

You may be working from a template so you don’t have to come up with a brand-new email every time a client takes a certain step, but you can still personalize automated emails and templates with HoneyBook.

Pro tip

Manage all your emails using a client portal like HoneyBook so it’s easier to keep track of emails sent and what you still need to confirm with clients.

In addition, consider what stage clients are in when they take a specific action. Where are they on their sales journey? What are their pain points and needs? Considering these questions will help you craft content that will connect with the right audience at the right time.

How to write a confirmation email

Even with these best practices supporting your strategy, you still may not know where to start when you sit down to write your emails. That’s why this post provides confirmation email templates for a variety of scenarios your clients might face.  

1. Confirming the submission of an inquiry

Clients may simply want to know more about your business. They may have reached out to gain access to a resource or to speak to a representative about your products and services. This is the perfect time to submit a confirmation email. 

Here is a simple template:

Subject: Nice to meet you!

2. Confirming a meeting time

A client may be able to schedule a meeting with you via an online calendar or automated system. Make sure they receive a confirmation and reminder email about the meeting, though, so they know it’s happening and can add it to their calendar. 

Follow this template to get started:

Subject: Meeting confirmed on [date]

3. Confirming a contract signature

Another common situation where you need a confirmation email template is when you are looking for contract signatures. Maybe you’ve landed a new client, and they’ve just signed your agreement. If so, assure them that everything went through and send them some short follow-up emails. 

Here is a template:

Subject: Contract complete

4. Confirming receipt of a payment

Many clients now rely on digital payments for their purchases and service needs, so create a template that assures your customers their payment was received and provides any additional information they should know about when it will post and what happens next. 

Here’s an example:

Subject: Payment received

5. Confirming a booking

Finally, you may need a template to send out a confirmation after a client has booked a service with your business. Follow this template for a booking confirmation:

Subject: See you on [date]!

Communicate more efficiently with HoneyBook

Your client experience and communication differentiate you from competitors and help you build an excellent reputation. With HoneyBook, you’re able to manage all your client communication in one place, meaning nothing can slip through the cracks.

Even better, you’re able to set up email automation for things like client onboarding emails, confirmations, follow-ups, and more. To get started, copy and paste our confirmation email templates above and schedule them with HoneyBook automation. When you communicate efficiently while getting back more time in your day, you can work on growing your business.

Try HoneyBook for free and see how easy it is to facilitate your client relationships!

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