No matter what business you’re in, you often have to send emails, either to place or confirm orders. This type of correspondence offers you the opportunity to convey professionalism and promote your company’s products and services.
Let’s take a closer look at these types of emails and how you can make them as effective as possible.
place an order
Many companies have online forms to fill out to place your order for supplies or equipment. There are times when you need to send an email, either to accompany the form or as a stand-alone form of communication.
Even if you’ve placed an order online or over the phone, an order email is a good way to put the details of an important business order in writing. that way both you and the other company have a copy of the transaction details.
an effective order email has the following components:
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product specifications
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quantities
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agreed price
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expected delivery date
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other terms and conditions
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your name and contact information
Whenever possible, find the direct email address of the person in charge of completing the order. taking the time to visit the company’s website or call the company’s office to obtain this address is well worth it. that way you can prevent your request letter from ending up in someone’s spam folder.
An effective subject line will ensure that your request is also read. Please be as specific as possible, as to the product, and indicate that you are placing an order. here are some examples:
reorder item #110
online order tracking 071515
phone order confirmation for January. 20 delivery
order 100 copies of kindergarten math fun
This is an example of an effective email placing an order:
subject: order 200 copies of kindergarten math fun
dear mrs. reyesley,
thank you for your time talking with me today about your company’s interactive teaching tools. I am writing to confirm Jackson Elementary School’s order for 200 copies of Kindergarten Math Fun.
I understand the cost of each book is $45, but we will receive a 10 percent volume discount. the cost of our order, then, will be $8,100. We understand that we can avoid shipping costs if we pick them up at your downtown warehouse.
As we discussed, we will have a check ready when we pick up the books on August 15th.
thanks again.
sincerely,
your name
your contact information
recognition of an order
an order confirmation email gives you a great opportunity to contact your customer and offer more information about your company. A return receipt email can be an effective sales tool and a way to build relationships with your customers.
an order confirmation email must:
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thank the customer for the order
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review order content
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give delivery details
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summarize the cost
You can close your email with a short paragraph about your company, your service, or your reputation. you can also provide a link to your website or social media page.
dear anna,
Thank you for your order of 250 personalized wedding invitations and for your prompt online payment. Your order will be shipped within three to five business days. we’ll send you a quick email when it ships.
We are pleased that you have chosen our company for your special day invitations. We know you have many choices when it comes to wedding invitations, and we’re proud to offer you the best quality invitations at the lowest prices. We’ve been in the personalized card business for 20 years, and we believe our longevity is because we value our customers.
Have you considered custom thank you notes to accompany your invitations? many of our customers enjoy using the same design on their thank you notes that they used on their invitations. visit our website at (your website address) for more details. As a returning customer, you’ll receive an automatic 20 percent discount when you order before June 30.
Thank you for shopping with us. And congratulations on your next big day!
sincerely,
your name
your position in the company
your contact information
sometimes a sales confirmation email can be a way to request additional information such as:
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a shipping address if, for example, a post office box was used in a form
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an alternative form of payment, if a credit card was declined
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more details to complete the order (such as color or size)
These details should be written in a professional manner. Again, the subject line is essential to get your recipient’s attention. you can signal that there is a problem with the order with this type of subject line: order late: quantity needed.
This is an example of an email requesting more information.
dear mr. old:
thank you for ordering sunray sunglasses today. We appreciate your business and look forward to bringing you a pair of America’s best prescription sunglasses.
Unfortunately, your order is on hold because there is a problem with your prescription. when we contacted his doctor, she said he hadn’t had an eye exam in five years. To complete your order, we need your doctor’s prescription. Could she get in touch with her office and then tell us how to proceed?
thank you and we look forward to hearing from you soon.
with kind regards,
your name
your position in the company
your contact information
In other situations, you may need to send a confirmation email that provides more information to the recipient.
This is an example of a registration confirmation email.
subject: confirmation of registration for the leadership summit
dear mrs. Allen:
thank you for your recent registration for the 2016 leadership summit. we received your registration form, your questionnaire and your payment for the two-day conference.
Please visit the hospitality desk in the main lobby of the richland hotel at 8:30am. m. on February 1. 12 to receive your welcome pack. the conference starts at 9 a.m. m. with the main session in the main ballroom. breakout sessions continue throughout the day and will be detailed in your packet.
visit our website (website address here) for more information.
We hope to see you at the summit. If you have any questions, please let me know.
Best regards,
your name
your position in the company
your contact information
Another example of a confirmation email is one that lets the recipient know they’ve received business-related information, such as a job application. In some circumstances, it is polite to inform your recipient that the materials have been received and to let them know when to take the next step in a decision process.
These emails can be short and to the point. here is an example:
subject line: Thank you for your recent request
dear mr. jenkins:
Thank you very much for applying for the Director of Marketing position at it resources. my team and I will review the applications this week. If you are selected for an interview, we will contact you by Monday, October 1. 10 to schedule an appointment.
We appreciate your interest in ti resources.
sincerely,
your name
your position in the company
your contact information
No matter what type of email you’re writing, it’s important to check your content, your subject line, and your recipient’s address.
to say thank you, or not to say thank you.
There is some disagreement in the business correspondence world about whether it is necessary to reply to all company-related emails.
Some people argue that a simple “thank you” email wastes their time. They say that clicking through an email just to see a word or two is a waste of time. others say they always appreciate a thank you.
How do you decide if you recognize a business email? First, consider whether or not the person needs to know that you got the information. if there has been a previous miscommunication or a missing attachment, for example, a quick thank you shows the recipient that all is well right now.
Since many of your recipients are inundated with emails, add a polite touch to say what you’re grateful for. Instead of just typing “thank you” when you received the previously missing attachment, consider typing “thank you. I received the attachment fine this time.”
Another time to send a thank you acknowledgment is when someone has gone out of their way to meet your needs. an acknowledgment in this situation just makes sense. Think of these acknowledgments as a way to convey sincere appreciation, rather than just a quick thank you.
Again, it’s polite to be specific, but brief, in these cases. here are some examples:
Thank you for responding so quickly to my request for more information.
thank you very much. I appreciate your flexibility
This information is just what I needed. thanks!
Thank you for letting me know about the date change. I’ll see you next Wednesday.
In today’s culture, many of us have sacrificed courtesy for speed. yes, we are all busy and we don’t want to waste time reading unnecessary emails. however, the flip side of this coin is that we have lost some of the basics of business and personal etiquette.
A well-written acknowledgment email shows that you value a client’s business. It shows that you value someone’s efforts. An acknowledgment email also reflects well on you, the sender, and your workplace.
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