When it comes to customer satisfaction and feedback, communication is key to success in any business. That resonates even more with WooCommerce websites that are completely online without physical contact. Emails are the main vocal point for your online business. In this article we will cover how to customize WooCommerce Emails to further better customer experience and provide an individual approach for their journey through your online store.
Step 1. Understanding WooCommerce Default Email Structure.
Before you start making changes to your Email communication, it is crucial to understand how WooCommerce works by default and when and why emails are sent so that you can better understand what you want to alter and personalize it to your liking.
WooCommerce in general, sends out many transactional emails, and we will cover the most important ones, which you can see here:
- New Order – This Email is sent out to notify you when an order is placed by a customer on your WooCommerce website;
- Cancelled Order – Respectively, an email is sent to notify you that an order has been cancelled.
- Failed Order – This email is sent when an order that has been placed or processed fails.
- Order on hold – This email is sent to the customer who completed an pending order but has changed its status to On-Hold.
- Processing Order – This email is sent for confirmation to the client who has completed an order with the specific order details.
- Completed Order – This email is sent to the client who completed an order with the details when it is shipped out to the given address.
- Refunded Order – This email is sent to the client to inform him that the order he made has been refunded.
- Order details – This email is sent to the client with the specific order details and payment options that he can use to make a purchase.
- Customer note – This email is sent to the client with additional notes attached to the order if the online business owner has additional information.
- Reset password – This email is sent to clients whohave requested a password change. It contains a password reset link which they can follow and complete the process.
- New account – This email is sent to newly registered clients to your WooCommerce website.
Keep in mind that the first couple of transactional emails are being sent to you, the owner of the online business. It is crucial that you add an admin email that is working properly. One good recommendation is to use at least two alternative email providers in case that one stops working so that you do not lose track of your orders.
The need for changing the emails that WooCommerce sends out by default is mainly to add individuality to your online correspondence with future and past clients. The emails themselves are generic and do not contain any specific touch connected to the niche you are marketing and selling in.
Step 2. Make changes to the WooCommerce Emails through Settings.
To start the process of changing specific emails that are sent to your clients, you would need to log in to your WooCommerce website and, navigate to WooCommerce (1) and select Settings (2) then Emails (3) to list all the options:
From there, you need to select the specific category of email that we explained earlier in Step 1, and select the Manage button:
Once you have selected the specific Email Category from the WooCommerce dashboard, you will see all the settings that can be changed:
We will cover all the fields that can be changed in a list, similarly to the types of orders we did earlier:
- Subject – You can set the specific subject title of the email for the category completed orders on your WooCommerce website;
- Email heading – The main title of the email for the category completed orders;
- Additional content – The additional field is important if you want to add anything special or specific for that type of email when an order is completed. Examples can be thankfulness, happy wishes and usefulness of your products;
- Email Type – You can change the type of email being sent in format such as HTML, Multipart or Plain Text.
Make sure to choose Save Changes once you are ready with everything:
Keep in mind to make sure that the Enable/Disable option tick is always on. That is directly connected to the functionality of WooCommerce sending out emails for that specific category.
Step 3. Customize WooCommerce Email Sender Options and Email Templates.
The next two things would be to touch-up the email sender options or in other words, how clients see your name and email address. The other part of the equation would be to set up custom Email Templates when sending out bulk email or newsletters depending if you have discounted prices or general newsletter.
To do that, you would need to navigate again through WooCommerce (1), then select Settings (2) and go to Emails (3) section:
From there, you need to scroll down the page until you see the fields Email sender options and Email templates:
We will cover both fields again in a list:
- Email sender options:
- ‘’From’’ name – The option to set the specific name you want to be seen as sender when a client receives emails;
- ‘’From’’ address – The option to set the specific email address you want to use for correspondence with your clients.
- Email templates:
- Header Image – The option to add a specific Image URL(link) to set up the header in your emails;
- Footer text – The option to set specific text that will show up in the footer of your email;
- Base color – The option to choose the specific color for your email template;
- Background color – The option to set the background color of your email template;
- Body Text Color – The option to set the color of the main text in your emails.
When you are done with all the changes, make sure to choose the Save Changes button:
That’s it! You have successfully edited your WooCommerce Emails inside and out. To sum it up, the importance of keeping track and making changes to your email is connected directly to your Brand management, improving customer satisfaction and overall experience through email correspondence and better engagement overall. An important thing to remember is that you want to stand out from all the other online businesses that are in the same niche as you. That will give you a better chance of getting more clients and building trust and relationships as the business continues.
