What Are Some Transactional Email Best Practices?


6 min read

What Are Some Transactional Email Best Practices?

Table of Contents

What Are Some Transactional Email Best Practices?

From allowing users to decide the importance of your emails to connecting the email with your brand, here are 11 answers to the question, “What are the best practices for a transactional email?”

  • Make Unsubscribing and Notification Management Easy
  • Add Social Media Links to Boost Engagement
  • Use Authentic and Unique Meta Information
  • Do Not Ignore Data Protection
  • Create Personalized Content
  • Write Based on Your Customers
  • Use Unique Subdomains and IP Addresses
  • Avoid “No-Reply” Emails
  • Time Your Transactional Emails Perfectly
  • Keep Promotional Emails Separate
  • Stay True to Your Brand Voice

Make Unsubscribing and Notification Management Easy

It’s crucial to allow users to decide how important your transactional emails are to them. No one likes pushy brands that make it all about themselves. One way to accommodate user choices is to make unsubscribing to your brand emails and managing notifications an easy and simplified affair.

Don’t hide these settings in an obscure corner of your email with unreadable font size. Even worse, would leave these options out altogether. To a seasoned user, these are immediate deterrents. Instead, offer these options openly and give the user the right to decide.

Riley BeamRiley Beam
Managing Attorney, Douglas R. Beam, P.A.

Add Social Media Links to Boost Engagement

Adding social media links to your transactional emails can be a highly effective way to boost engagement with your brand and increase your social media following. By including social media links in your transactional emails, you can increase the exposure of your brand to a wider audience.

This can help to drive traffic to your social media profiles and increase your reach. The added links encourage recipients to engage with your brand beyond the email itself.

This can lead to increased social media engagement, such as likes, comments, and shares. You are making it easy for recipients to follow your brand and stay connected with your content by adding social media links.

Georgi TodorovGeorgi Todorov
Founder, ThriveMyWay

Use Authentic and Unique Meta Information

The email’s meta-information creates the first impression of your firm. Based on the information you supply through the address, subject, and header text, the receiver may open it, disregard it, or flag it as spam.

The recipient will doubt the validity of your email if your email address doesn’t correspond to your company name. Thus, make sure your address contains the name of your website or company.

Avoid using “no-reply” email addresses, as they suggest you don’t care about your subscribers’ opinions and are only interested in selling your product to them.

The subject line should be brief and clear to express the email’s aim and attract the recipient to open it.

Madhurima HalderMadhurima Halder
Content Manager, Recruit CRM

Do Not Ignore Data Protection

For a secure transaction email, encrypt the message and don’t send confidential information without it being protected. Mask any personal or financial data included in the email and restrict it to the intended recipient.

We must inform the recipient of what data we are collecting, why we are collecting it, and how we will use it under relevant data protection laws and regulations. Finally, we can respect the recipient’s privacy rights and ensure that they have control over their personal information by including a clear and easy-to-use opt-out option in the email.

Dan JohnsonDan Johnson
Business Development and Sales Manager, Pearl Scan

Create Personalized Content

You should make the content of a transactional email individualized. Personalization helps to create a connection between the sender and the recipient. It includes using the recipient’s name in the subject line or salutation, referring to past purchases or interactions, and tailoring the content to their specific needs or preferences.

Personalized transactional emails have a higher chance of being opened, read, and acted upon, leading to increased engagement and customer satisfaction. Personalization can also help to build brand loyalty, as customers feel valued and understood.

It’s essential to keep the email concise, clear, and actionable, providing all necessary information without overwhelming the recipient. By implementing personalization and clarity, businesses can create effective transactional emails that deliver value to their customers and drive business success.

Isabella MeyerIsabella Meyer
Editor, Art In Context

Write Based on Your Customers

Sending a post-purchase automated email is a common way to use transactional emails to engage and keep customers while also informing them of crucial order details. Always have a purpose in mind while writing transactional emails. They should clearly state why a user received your email, what they should do with it, and how they may move forward.

Watch out for particular email communication methods that are automated. For instance, customers may understand a humorous comment in person but the joke could fall flat or even be misunderstood in writing. With every connection, even a brief automated email, be careful to speak with cultural intelligence.

Janie DoyleJanie Doyle
Marketing Director, SC Vehicle Hire

Use Unique Sub-Domains and IP Addresses

Your transactional emails are far more critical than your regular bulk marketing emails and should differ accordingly. You must ensure you have allotted unique sub-domains and IP addresses for sending out these emails and do not mix them with your regular marketing infrastructure.

Reputations are now being associated with IP addresses and domains, making dedicated sub-domains a good idea. This way, you won’t have the reputation linked to your marketing emails affecting the delivery of your transactional content.

Brendan McGreevyBrendan McGreevy
Head of Strategy, Affinda

Avoid “No-Reply” Emails

When a customer receives a system-generated email, there’s no room for engagement. If they have a question about your transactional email, they’re stuck. They’ll have to find an email address or phone number to get in contact with someone.

That immediately lessens their customer experience. Make sure you either include a “Contact Us” link or send your email from an address that is monitored.

Harry DiFrancescoHarry DiFrancesco
CEO, Carda Health

Time Your Transactional Emails Perfectly

Sending timely transactional emails can help build brand recognition and customer loyalty. When customers receive prompt, helpful, and informative emails, they are more likely to view your brand in a positive light.

Transactional emails can also promote additional products or services, and timing is critical to this strategy. Sending these emails at the right time, such as immediately after purchase, can increase the chances that customers will make additional purchases and increase revenue for your business.

Khanh TranKhanh Tran
Growth Manager, Villa-Ibiza

Keep Promotional Emails Separate

It’s a good idea to have different emails for promotional content and transactions. This means that promotional content should be distinct from transactional content in the same email.

This is the optimal option because it makes sure that other promotional messages do not lessen the main purpose of the email. For example, imagine receiving an email confirming a purchase you made online, but the email also includes a promotion for a completely unrelated product.

This can be confusing and may cause the recipient to overlook important information. Keeping promotional emails separate helps the recipient concentrate on the information related to the transaction, which results in a better experience.

Peter ReaganPeter Reagan
Financial Market Strategist, Birch Gold Group

Stay True to Your Brand Voice

Your brand voice is a crucial part of your business strategy, and transactional emails play a role in building the image you’ve aimed for your brand, too. Staying true to your brand voice is, therefore, quite important.

The branding doesn’t have to be heavy, as this may distract the user from the transactional content. All you need to do is use your email footer optimally to include your branding preferences and enable the user to connect the email with your brand.

Ariav CohenAriav Cohen
VP of Marketing and Sales, Proprep

Submit Your Answer

Would you like to submit an alternate answer to the question, “What is one best practice for a transactional email?”

Submit your answer here.

Related Questions