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The Difference Between Notification and Confirmation Emails

May 20, 2014
Min Read

When you’re setting up your forms, do you get confused as to who gets what email when? If you can’t keep straight if your notification email is confirming a submission or your confirmation email is notifying a submitter, you might need a little extra help. Let’s take them one at a time and clarify the purpose and recipients of Formstack’s notification and confirmation emails.

Notification Emails are Internal

When a user submits a form, a notification email is sent to you and/or someone on your team. Your notification email format is up to you: you can include all submitted data, a link to the submitted data, or a customized message. You also have the option of including any File Uploads to the email. The purpose is to give a team member a heads-up that someone filled out your form.

You may want to enable  Routing Logic, which allows certain team members to be notified under specific circumstances. For example, if a user selects that they are not satisfied with the service they received, you can set up Routing Logic to send a notification email to the appropriate manager for follow-up.

If you create a custom message, you can include a notification email design that communicates next steps or reminders to your team. You can also include specific fields from the form. Doing so builds a notification email template that easily highlights key data.

Because how your team uses its forms is unique, you may want to experiment with which notification features are the most effective. No two notification email examples need to look exactly alike.

Confirmation Emails are External

Unlike a notification email, a confirmation email is sent to the person who filled out the form. When customers fill out an online form, they are beginning a conversation with you. Too often, these gestures towards companies are ignored or lost in the shuffle. A confirmation email, although simple, can reassure customers that their message was received.

You can use Email Logic with confirmation emails. For example, if a customer indicated a certain interest, you can send them a customized message inviting them to a special sale that is relevant to what they like. Email Logic helps you use the data you collect immediately to create a personalized experience.

Confirmation email examples are infinite: they can act as receipts (“Thank you for your purchase”), include next steps (“Connect with us on social media”), or extend offers (“Here is a 20% off discount code”). Even though they are automatically generated, remember to create a thoughtful confirmation email template. These messages can act as a reminder of a positive interaction with your company.

Want to know how to customize your notification and confirmation emails? Check the blog down below for some insightful tips!


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Formstack is a SaaS company with a mission to help organizations digitize what matters, automate workflows, and fix processes—all without code. A variety of team members come together to compile posts under Formstack's authorship.
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