As an e-commerce fulfillment company, we understand the importance of keeping our customers informed about their order tracking and shipping updates. In the Southeast Asian market, e-commerce has seen tremendous growth in recent years. In fact, according to a report by eMarketer, e-commerce sales in Southeast Asia are projected to reach $211 billion by 2025.

With this growth comes an increased demand for transparent and efficient customer communication. That’s why we’ve compiled a list of email templates to help e-commerce businesses in Southeast Asia relay order tracking and shipping updates to their customers. These templates provide a simple and effective way to keep customers informed about the status of their orders, helping to build trust and improve the overall customer experience.

Whether you’re just starting out in e-commerce or an established business looking to improve your communication with customers, these email templates can be valuable. So without further ado, let’s dive in and look at the templates we’ve prepared for you.

What is order tracking in e-commerce?

Order tracking in e-commerce refers to keeping track of an order’s progress from when it is placed until it is delivered to the customer. This typically involves updating the customer on the status of their order at various points in the fulfillment process, such as when the order is received, when it is being prepared for shipment, and when it is on its way to the customer.

Order tracking is an important aspect of the e-commerce experience because it helps customers stay informed about their orders and provides them with peace of mind that their purchase is on its way. It can also help e-commerce businesses keep their customers informed about any potential delays or issues that may arise during the fulfillment process.

In addition to providing updates to customers, order tracking can also help e-commerce businesses keep track of their own inventory, optimize their fulfillment processes, and identify potential problems before they arise. Overall, order tracking is a critical aspect of any e-commerce operation. Businesses need to have a system to keep their customers informed about the status of their orders.

The benefits of e-commerce order tracking for brands

The benefits of e-commerce order tracking for brands are numerous, and it’s no surprise that so many businesses are implementing systems to keep their customers informed about the status of their orders. 

Some of the key benefits of e-commerce order tracking include the following:

1. Reduce costs

Order tracking can help you reduce costs in a number of ways. First, by keeping track of your inventory and fulfillment processes, you can identify areas where you may be able to streamline operations and reduce costs. For example, suppose you notice that certain items consistently run low on inventory. You can adjust your ordering processes to ensure a sufficient supply to meet customer demand.

By providing timely updates to customers about the status of their orders, you can help reduce the number of customer service inquiries you receive. This can save you time and money, as you won’t have to devote as many resources to answering customer questions about their orders.

2. Meet customers expectations

Customers today expect a high level of transparency and communication from businesses, and order tracking is an important part of meeting those expectations. By providing regular updates to customers about the status of their orders, you can help ensure that they feel informed and in control of the process. This can help build trust and improve the overall customer experience.

In addition, by providing a way for customers to track their orders on their own, you can give them the autonomy to check on the status of their orders at their own convenience. This can be especially helpful for customers who are anxious to receive their orders and want to stay up-to-date on the progress of their shipments.

3. Have more control over fulfillment

Order tracking can also help you have more control over your fulfillment processes. You can identify bottlenecks or other issues that may slow down the process by keeping track of your inventory and fulfillment progress. This can help you adjust your fulfillment process to make it more efficient and ensure that orders are shipped out promptly.

Additionally, by providing customers updates about their orders’ status, you can help manage their expectations and prevent any potential issues from arising. For example, suppose you know there may be a delay in the delivery of an order. In that case, you can proactively communicate this to the customer and provide them with an estimated delivery date. This can help prevent customer frustration and ensure everyone is on the same page about the order’s status.

In addition to these benefits, order tracking can also help you gather valuable data on your customers’ purchasing habits and preferences. By analyzing this data, you can make informed decisions about your inventory and fulfillment processes and identify opportunities to improve the customer experience.

Overall, order tracking is an essential part of any e-commerce operation. By providing regular updates to customers and using the data gathered from tracking to optimize your fulfillment process, you can improve the customer experience, reduce costs, and gain a competitive edge in the marketplace. So, it is always a good idea to have a system in place for keeping your customers informed about the status of their orders.

Shipping Confirmation Email Strategies

Shipping confirmation emails are essential to the e-commerce experience, as they provide customers with important information about their order and its expected delivery date. 

Here are some strategies you can use to make your shipping confirmation emails more effective:

1. Offer information about shipped products

In your shipping confirmation email, include details about the products that have been shipped. This might include the product name, quantity, and any relevant details or specifications. By providing this information, you can help customers confirm that they received the correct products and that there were no errors in the fulfillment process.

2. Use a clear subject line

The subject line of your shipping confirmation email is crucial, as it determines whether or not your email will be opened. Be sure to use a clear and concise subject line that lets customers know what the email is about. Something like “Your order is on its way!” or “Your [product name] has shipped!” would be a good choice.

3. Highlight the expected delivery date

Customers are naturally interested in when they can expect to receive their products, so include the expected delivery date in your shipping confirmation email. This can help set customer expectations and prevent unnecessary inquiries or complaints about delayed shipments.

4. Include product recommendations to drive future purchases

Consider including product recommendations in your shipping confirmation email if you want to drive future purchases. These could be related products that customers might be interested in based on their previous purchases or new products that you think they might like. By providing recommendations, you can help customers discover new products and encourage them to make additional purchases in the future.

5. Provide contact information

It’s important to include your contact information in your shipping confirmation email so that customers know how to get in touch if they have any questions or issues. Be sure to include your phone number, email address, and any relevant social media or support links.

6. Invite the customer to join your loyalty program

If you have a loyalty program, consider inviting your customers to join in your shipping confirmation email. This can be a great way to build customer loyalty and encourage repeat business.

7. Explain the exchange and returns policy

Customers may have questions about your exchange and return policy, so include this information in your shipping confirmation email. This can help avoid any confusion or misunderstandings down the line.

8. Highlight any special requirements for delivery

If your products have any special requirements for delivery (e.g., they need to be kept at a certain temperature or handled with care), highlight this in your shipping confirmation email. This can help ensure that your products are delivered in the best possible condition.

What is an order confirmation email series?

An order confirmation email series is a series of emails sent to a customer after placing an order on an e-commerce website. The purpose of these emails is to confirm the order’s details and provide the customer with important information about their purchase.

The first email in the series is an order confirmation email sent immediately after the customer places their order. This email typically includes details about the items purchased, the total cost of the order, and any applicable taxes and fees. It may also include a receipt or invoice for the purchase.

The second email in the series is usually a shipping confirmation email sent once the order has been shipped. This email includes information about the expected delivery date and may include a tracking number or link so the customer can track their order.

Finally, the third email in the series is typically a delivery confirmation email sent once the order has been delivered to the customer. This email may include a request for feedback or a review of purchased products.

Overall, an order confirmation email series helps to keep the customer informed about the progress of their order and provides them with important information about their purchase. By sending these emails, you can improve the customer experience and build trust with your customers. So, an order confirmation email series is always a good idea to keep your customers informed about their orders.

12 Order Confirmation Email Template Examples—You’ll want to steal

Order confirmation emails are an important part of the e-commerce experience, as they provide customers with important information about their orders and help build trust and credibility. 

In this section, we’ll provide you with a collection of order confirmation email template examples that you can use to acknowledge customer orders, confirm payment, thank customers for their purchases, and more. These templates are categorized into Pre-Shipping, Shipping, and Delivery.

Pre-Shipping

1. Acknowledge customers’ orders

The first step in the order confirmation process is acknowledging that you have received the customer’s order. This can be as simple as sending an email that says, “Thank you for your order!” or “We’ve received your order and are processing it now.” By acknowledging the order, you can let customers know that you are working on fulfilling their request and that they can expect to receive updates on the status of their order.

Best practice: Include the order number in the subject line of your email so that customers can easily reference their order.

Email template:

Subject: Order #[Order Number] Received

Dear [Customer Name],

Thank you for placing an order with us! We are excited to get your [Product Name] on its way to you.

Your order number is [Order Number] and we will be in touch with updates on your order’s progress.

Thank you again for your business.

Sincerely,

[Your Name]

2. Confirm customer payment

Once you have received a customer’s order, it’s important to confirm that their payment has been processed. This can help prevent any issues with payment and ensure that the customer’s order is fulfilled as smoothly as possible.

Best practice: Include the total amount paid and the payment method in your email to provide customers with a clear understanding of their purchase.

Email template:

Subject: Payment Confirmation for Order #[Order Number]

Dear [Customer Name],

Thank you for your payment of $[Total Amount Paid]. Your payment has been successfully processed, and we are now working on fulfilling your order.

Your order details are as follows:

Order Number: [Order Number]

Payment Method: [Payment Method]

Total Amount Paid: $[Total Amount Paid]

We will be in touch with updates on the status of your order. If you have any questions or concerns, please don’t hesitate to contact us.

Sincerely,

[Your Name]

3. Send thank-you emails after each customer purchase

It’s always a good idea to send a thank-you email to your customers after they make a purchase. This helps show your appreciation for their business and can improve customer loyalty.

Best practice: Personalize your thank-you emails by including the customer’s name and the product(s) they purchased.

Email template:

Subject: Thank you for your purchase, [Customer Name]!

Dear [Customer Name],

Thank you for your purchase of [Product Name(s)]. We are thrilled that you chose to shop with us and we hope you are satisfied with your purchase.

If you have any questions or concerns, please don’t hesitate to contact us. We are always here to help.

Thank you again for your business.

Sincerely,

[Your Name]

4. Include a receipt in your order confirmation email

It’s a good idea to include a receipt in your order confirmation email so that customers have a record of their purchase. This can help track expenses, apply for returns or exchanges, or simply keep track of what they have purchased.

Best practice: Include all relevant details in the receipt, such as the product name, quantity, price, and total amount paid.

Email template:

Subject: Receipt for Order #[Order Number]

Dear [Customer Name],

Thank you for your purchase! Attached to this email, you will find a copy of your receipt for your reference.

Your order details are as follows:

Order Number: [Order Number]

Product Name: [Product Name]

Quantity: [Quantity]

Price: $[Price]

Total Amount Paid: $[Total Amount Paid]

If you have any questions or concerns about your purchase, please don’t hesitate to contact us.

Thank you again for your business.

Sincerely,

[Your Name]

Shipping

5. Inform about shipping details confirmation email(s) (template)

Once your products have been shipped, it’s important to inform your customers about the shipping details. This might include the tracking number, the shipping carrier, and the expected delivery date.

Best practice: Include a link to the tracking page in your email so that customers can easily follow the progress of their shipment.

Email template:

Subject: Your Order is on its way! (Order #[Order Number])

Dear [Customer Name],

We are excited to let you know that your order has been shipped! Your tracking number is [Tracking Number] and you can track your shipment using this link: [Tracking Page Link].

Your order is being shipped via [Shipping Carrier] and is expected to arrive on [Expected Delivery Date].

If you have any questions or concerns about your shipment, please don’t hesitate to contact us.

Thank you for your business!

Sincerely,

[Your Name]

6. Update customers with their order status

It’s important to keep your customers informed about the status of their orders, and one way to do this is by sending regular updates. These updates could include information about any delays or issues that may arise during the fulfillment process and updates on the shipment’s progress.

Best practice: Be transparent and honest in your updates, and provide contact information in case the customer has any questions or concerns.

Email template:

Subject: Update on Order #[Order Number]

Dear [Customer Name],

We wanted to provide an update on the status of your order, which has the order number [Order Number].

Unfortunately, we have encountered a delay in the fulfillment of your order. The expected delivery date has been pushed back to [New Expected Delivery Date]. We apologize for any inconvenience this may cause and are doing our best to get your order as soon as possible.

If you have any questions or concerns about your order, please don’t hesitate to contact us at [Contact Information]. We appreciate your patience and understanding.

Sincerely,

[Your Name]

Delivery

7. Follow up with your customer to receive feedback

After an order has been delivered, it’s a good idea to follow up with your customers to see if they are satisfied with their purchase. This can help you gather valuable feedback and identify any issues or areas for improvement.

Best practice: Include a link to a feedback or review form in your email to make it easy for customers to provide input.

Email template:

Subject: How was your experience with us?

Dear [Customer Name],

We hope that you are enjoying your [Product Name]! We value your feedback and would love to hear about your experience with us.

If you have a few minutes, we would appreciate it if you could fill out this short survey to let us know how we did: [Feedback Form Link]. Your feedback will help us improve our products and services.

Thank you for your business and for taking the time to provide your feedback.

Sincerely,

[Your Name]

7. Cross-Sell – Upsell products in order confirmation emails

Order confirmation emails can be a great opportunity to cross-sell or upsell related products to your customers. You can increase the average order value and drive additional sales by recommending products that complement their purchase.

Best practice: Only recommend products relevant to the customer’s purchase, and keep the number of recommendations to a reasonable level to avoid overwhelming the customer.

Email template:

Subject: Complete your [Product Name] experience with these related products

Dear [Customer Name],

Thank you for your purchase of [Product Name]! We hope you are enjoying your new product.

To complete your [Product Name] experience, we recommend these related products:

[Product Name #1] – [Product Description] [Product Name #2] – [Product Description] [Product Name #3] – [Product Description]

These products are a great complement to your [Product Name] and will help you get the most out of your purchase.

Thank you again for your business.

Sincerely,

[Your Name]

9. Promote a referral program

If you have a referral program, consider promoting it in your order confirmation email. This can be a great way to encourage customer loyalty and drive new business.

Best practice: Include information about how the referral program works and what benefits customers can receive for participating.

Email template:

Subject: Refer a friend and get [Referral Reward]

Dear [Customer Name],

We hope you are enjoying your [Product Name]! As a valued customer, we wanted to let you know about our referral program.

By referring friends and family to our store, you can earn [Referral Reward] for each successful referral. It’s a great way to save money on your next purchase and help spread the word about our products.

To participate, simply share your unique referral link with your friends and family. When they make a purchase using your link, you will receive your [Referral Reward].

Thank you for your business and for considering our referral program.

Sincerely,

[Your Name]

10. Shipping delay email templates

If there is a delay in the shipping of an order, it’s important to inform your customers as soon as possible. This can help set customer expectations and prevent any unnecessary inquiries or complaints.

Best practice: Be transparent and honest about the cause of the delay, and provide an estimated delivery date if possible.

Email template:

Subject: Update on Order #[Order Number] – Shipping Delay

Dear [Customer Name],

We wanted to provide an update on the status of your order, which has the order number [Order Number].

Unfortunately, we have encountered a delay in the shipping of your order. The expected delivery date has been pushed back to [New Expected Delivery Date]. We apologize for any inconvenience this may cause and are doing our best to get your order to you as soon as possible.

The cause of the delay is [Cause of Delay]. We understand that delays can be frustrating, and we are working hard to get your order to you as soon as possible.

If you have any questions or concerns about your order, please don’t hesitate to contact us at [Contact Information]. We appreciate your patience and understanding.

Sincerely,

[Your Name]

11. Offering a Refund

If a customer is not satisfied with their purchase, it may be necessary to offer a refund. In this case, it’s important to be understanding and accommodating and to provide clear instructions on how the customer can request a refund.

Best practice: Include information about the refund policy in your email, and provide a clear timeline for the customer to expect their refund.

Email template:

Subject: Request for Refund – Order #[Order Number]

Dear [Customer Name],

We are sorry to hear that you are not satisfied with your purchase. We understand that sometimes things don’t work out as expected, and we want to do everything we can to make it right.

If you would like to request a refund, please follow the instructions below:

Contact us at [Contact Information] to let us know about your request.

Include your order number ([Order Number]) and a brief explanation of your request.

We will review your request and respond within [Refund Review Timeline].

Our refund policy is as follows:

[Refund Policy]

We hope that this process will be as smooth and seamless as possible. If you have any questions or concerns, please don’t hesitate to contact us.

Sincerely,

[Your Name]

12. Sending an Apology Discount Code

If a customer experiences an issue with their order, it can be a good idea to apologize and offer a discount code as a goodwill gesture. This can help improve customer satisfaction and prevent negative reviews.

Best practice: Make sure to clearly communicate the terms and conditions of the discount code and provide a clear expiration date.

Email template:

Subject: Apology for Order #[Order Number] – Discount Code Included

Dear [Customer Name],

We are sorry for the inconvenience you experienced with your order, which has the order number [Order Number]. We understand that issues like this can be frustrating, and we want to do everything we can to make it right.

As a gesture of goodwill, we are offering you a [Discount Amount] discount on your next purchase. The discount code is [Discount Code] and it can be used on any purchase at our store.

The discount code is valid until [Expiration Date] and can be applied at checkout.

We hope that this will help make up for the issue you experienced with your order. If you have any further questions or concerns, please don’t hesitate to contact us.

Sincerely,

[Your Name]

Payment Gateways for ecommerce companies 

PayPal: PayPal is a popular payment gateway that offers a variety of features, such as buyer protection and fraud prevention. This can help e-commerce business owners reduce their risk of fraud and chargebacks.

Stripe: Stripe is another popular payment gateway that is known for its user-friendly interface and competitive pricing. This can make it a good option for e-commerce business owners who are new to accepting online payments.

Amazon Pay: Amazon Pay is a payment gateway that allows customers to pay for their purchases using their Amazon accounts. This can be a convenient option for e-commerce business owners who have customers who already shop on Amazon.

Authorize.net: Authorize.net is a payment gateway that offers a variety of features, such as recurring billing and fraud prevention. This can be a good option for e-commerce business owners who sell products or services on a subscription basis.

2Checkout: 2Checkout is a payment gateway that allows e-commerce business owners to accept payments from customers in over 200 countries and territories. This can be a good option for e-commerce business owners who sell their products or services internationally.