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How to Send Order Confirmation Emails for Your SaaS

Gepubliceerd: september 5, 2025

To generate the order confirmation email, a merchant sends an automated message to the shopper after a successful purchase has been made. This communication is an important part of the SaaS order management process. This step provides the details of a transaction and confirms that the purchase was received.

 

Following the key takeaways along with this guide provides a step-by-step process for creating and implementing professional order confirmations for your SaaS. Keep reading to see how you can create a clear email that builds trust with your customers.

Stap 1

Automate the email trigger

The email needs to be sent automatically right after an order is placed. The timeliness of this message is important. A delay can make customers worry about their purchase. A system should recognize a completed transaction and send the email without any manual work. For SaaS and software, this is particularly important because access to the product is often immediate.

Hoe PayPro Global kan helpen

PayPro Global handles all post-purchase notifications for you. After each order, the system sends a purchase confirmation email automatically. This includes product information (delivery, licensing if applicable),support contact details, and information about the customer portal.

SaaS Order Confirmation Email Template

Craft professional and effective emails that build customer trust and loyalty.

  • Vinkje

    Template for your SaaS

  • Vinkje

    Automate your email workflow

  • Vinkje

    Details on upselling and cross-selling

  • Vinkje

    Mobile optimization

  • Vinkje

    Tips to boost engagement after a purchase

Ontvang uw GRATIS sjabloon
Stap 2

Include essential order details

The purpose of the email is to confirm the transaction. The email should contain a reference number or order number so the customer can easily look it up later. Other details to include are the customer’s contact information, a breakdown of costs, the payment method used, and an order summary. For SaaS, software, and video games, the summary should include the name of the product, subscription plan, or game purchased.

This is also a good opportunity for Upselling, cross-selling, and encouraging verwijzingen. You can mention related products, features, or add-ons that complement the customer’s purchase. This can be as simple as suggesting an upgrade to an annual plan or promoting a new feature. Offering a referral bonus or a discount coupon for a future purchase can also encourage repeat business. 

Hoe PayPro Global kan helpen

PayPro Global’s platform supports cross-sells, upsells, coupons, and referrals. Also you can use the “Customer Delayed Email” feature to send automated follow-ups offering complementary products or upgrades after a specific number of days.

Tip

Data shows that confirmation emails have a much higher open rate than other emails. Use this opportunity to provide clear and complete information. A study by Klaviyo found that order confirmation emails have an average open rate of 70.9%, significantly higher than the average marketing email open rate of 21.3%. This is a key metric to track and analyze.

SaaS Order Confirmation Email Template

Craft professional and effective emails that build customer trust and loyalty.

  • Vinkje

    Template for your SaaS

  • Vinkje

    Automate your email workflow

  • Vinkje

    Details on upselling and cross-selling

  • Vinkje

    Mobile optimization

  • Vinkje

    Tips to boost engagement after a purchase

Ontvang uw GRATIS sjabloon
Stap 3

Provide delivery and support information

The email needs to tell the customer what to expect next. For a SaaS product, this means explaining how the user can access their new subscription or software. Include information on next steps, such as a link to log in or a brief guide on how to get started. You should also include contact details for a customer support desk so users can get their questions answered.

Tip

If a customer buys a license for someone else, PayPro Global’s License to Another Person feature allows you to send the product to both the purchaser’s and the licensee’s emails. This is especially useful for gifting software or licenses within a company.

Opmerking

Having 24/7 customer support available is important. This ensures you can help customers who may have misspelled their email and didn’t receive their product, or those experiencing billing issues like a bank decline. By resolving these problems quickly, you prevent chargebacks and keep your customers satisfied.

SaaS Order Confirmation Email Template

Craft professional and effective emails that build customer trust and loyalty.

  • Vinkje

    Template for your SaaS

  • Vinkje

    Automate your email workflow

  • Vinkje

    Details on upselling and cross-selling

  • Vinkje

    Mobile optimization

  • Vinkje

    Tips to boost engagement after a purchase

Ontvang uw GRATIS sjabloon
Stap 4

Maintain brand consistency

Even though this is a functional email, it is part of your brand experience. The tone, layout, and logo should match your product and website design. This consistency establishes credibility. A message that looks out of place can feel suspicious, especially when it is about a transaction.


Here are some details that matter:

 

  • A Professional Subject Line: This is the first thing a user sees. The subject line should be clear and professional, for example: “Your Order [Order Number] is Confirmed.” It needs to be recognizable and avoid sounding like spam.
  • The “From” Field: The sender name should be recognizable, such as “Your Company Name” or “Company Support.” A generic sender like “[email protected]” can feel impersonal.
  • Dynamic Content: You can personalize the email with the customer’s name, specific plan details, or usage history. This makes the email more relevant and engaging.
Stap 5

Ensure email deliverability and mobile optimization

An email is not useful if it doesn’t reach the customer’s inbox. A service that handles deliverability is a common practice. This involves properly configuring DNS records like SPF, DKIM, and DMARC. The email design should also work well on mobile devices, since many users check their messages on a phone. The layout should be responsive, and any buttons should be easy to press without zooming.

Tip

Most emails are opened on a mobile device. In fact, a 2023 study by Litmus found that 41% of all emails are opened on mobile devices. Unfortunately, a design that is unresponsive can lead to a poor user experience.

Conclusie

Kortom, een professionele e-mail met orderbevestiging is cruciaal voor een positieve klantervaring. Het zorgt voor tijdige communicatie, gedetailleerde transactie-informatie en merkconsistentie. Door een gestructureerde aanpak te volgen, kunt u een betrouwbaar systeem creëren voor het verzenden van deze berichten. Het implementeren van een goed systeem voor orderbevestigingen zorgt ervoor dat klanten zich zeker voelen over hun aankoop en bouwt een goede relatie op met uw SaaS. Het proces begint met een tijdige, geautomatiseerde e-mail die alle noodzakelijke transactiedetails en informatie geeft over wat de klant vervolgens moet doen.

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