There are certain situations in which a company needs to send an informative email to its customers or users, to provide them with information that is not particularly promotional in nature. 🤔
In this article, we’re going to share 15 free templates with you. 🏃 Here we go!
How to Write an Informative Email to Customers?
Writing an e-mail to provide information is a recurring activity for any company. ✍️ So here are a few tips on how to write them well:
- Be Clear and Concise
Mails to inform are not called «informative» for no reason. 👍 Their main purpose is to inform the recipient of a specific action, and while it’s always good to be creative, you shouldn’t be too secretive, vague, or mysterious at this stage.
So be clear and concise because time is money 🤑 not only for you, but also for your recipients!
- Stay Consistent
If you’re following a template to send your informational mails, don’t suddenly change it. 👀 Your audience may be used to seeing certain elements in your mails, including the email address you use, the email subject line, the layout, or even the time of day you send them.
Essentially, stay consistent and make sure customers don’t confuse your email with another brand’s. 🙊 In addition, only send your emails to inform when absolutely necessary: don’t clutter up your customers’ inboxes with too many emails!
- Think about the Style
Speaking of e-mail layout, make sure your e-mail is properly formatted. 🪶 It’s likely that many recipients won’t read it all the way through; they’ll judge the content by the subject line, bold phrases or bulleted lists.
The format of your email to inform should get straight to the point and have the right tone 🎶 For example, if you have something unpleasant to announce, it’s probably not the best idea to use too many emojis or exclamation marks. 😥 Because, they can only add to the feeling of disappointment or anger.
On the other hand, if you have something positive to inform, you can start an e-mail with a cheerful greeting. 🤗 In any case, always think about style and polite formulas!
15 Informative Email Templates
Now let’s get down to business! 🤓
We’ve concocted 15 informational email templates, which will serve you in any situation: to confirm a professional meeting, to inform of a problem, to confirm an order delivery 📫 and even, to announce your departure for unemployment.
1. Informative Email for Appointment Confirmation
Subject: Appointment confirmation at [Company name] – Don’t miss it! 🌟
Hello [name of recipient],
I hope you’re as excited as we are! 🎉 Just a quick reminder that our appointment is confirmed for [date and time]. We look forward to meeting you at [Company name] for [mention purpose of meeting].
📍 Location: [Full address]
🕒 Date/Time: [Date and time]
📞 Contact: [Telephone number if required].
If you encounter any problems or need to modify it, don’t panic! Give us a call or send us a message.
See you soon for what promises to be a memorable experience. Prepare to be impressed! 🤩
Sincerely,
[Your name]
[Job]
[Company name]
[Telephone]
[Contact e-mail address]
PS: Please let us know if this email is not intended for you, and we will make the necessary arrangements. 🚀
👉 When to use it:
This appointment confirmation email is ideal for companies that want to confirm scheduled meetings with their customers in a casual and engaging way.😀
While providing all the necessary details to ensure clear communication and avoid confusion before the event! ✔️
2. Informative Email for an Upcoming Meeting
Subject: 🚀 Join us for the next strategy meeting at [Company name]!
Hi team,
Get ready to promote your ideas at the next strategy meeting! 🌟 Below is detailed information so you don’t miss this crucial meeting:
📅Date: [Date]
🕔Time: [Time]
📍 Location: [Virtual meeting address or link]
We’re counting on your presence and innovative ideas to fuel our [project name] project. Make sure you’re armed with your suggestions and ready to collaborate.
Please confirm your attendance by [confirmation deadline]. In case of unavailability, please inform us promptly so that we can adjust accordingly.
We look forward to seeing you in this energetic and creative meeting!
Sincerely yours,
[Your name]
[Job]
[Company name]
[Contact e-mail address]
[Phone number]
PS: Don’t forget your good humor and good ideas. ⚡
👉 When to use it:
This email is perfect for informing and mobilizing team members before an important strategic meeting. 🔔
It’s designed to encourage active participation, prepare ideas in advance and ensure that all participants are fully informed of essential logistical details! 📍
3. Example of an E-mail to Inform a Customer Visit
Subject: We’ll be there soon! Preparing for our visit to [Customer name] 📅
Hello [name of recipient],
Just a quick note to say that our team is delighted to see you on [day of visit]. 🚀 We have some great ideas to share and look forward to hearing from you.
📅 What day? [Date of appointment]
🕒 What time? [Time]
📍 Where? [Customer address]
Promise, we won’t arrive empty-handed: get ready for some pleasant surprises! 😊 Be sure to block this date in your calendar; it’ll be an appointment not to be missed.
Please confirm that this date is convenient for you, or suggest an alternative time if necessary. We can adapt!
See you soon,
[Your name]
[Job]
[Company name]
[Phone number]
[Contact e-mail address]
PS: We can’t wait to show you what we have in stock! 💰
👉 When to use it:
This e-mail is ideal for informing customers of the date and details of a scheduled visit, ⌚ building customer loyalty, discussing ongoing projects or introducing new products.
It’s designed to generate enthusiasm and confirm customer availability! 😊
4. Request Information Email Template
Subject: Seeking valuable information about [Company name] 🕵️♀️
Hello [Name of recipient],
I hope you’re well! 🌞 This is [Your Name], always looking for innovation and collaboration. I have a favor to ask: Could you please send me more information on [specific topic]?
We want to know how you [specifically describe the action or process]. 👉 So, here are the details that will be extremely useful to us:
[Information request number 1]
[Information request number 2]
[Information request number 3]
Your expertise will be a great help to us in [mention the objective or project in question]. 🚀
Thank you so much for your help and your time! Please do not hesitate to contact me by e-mail or telephone if you have any questions.
Best regards,
[Your name]
[Job]
[Company name]
[Phone number]
[Contact e-mail address]
PS: We look forward to hearing from you! 😉
👉 When to use it:
This email is perfect to request information on a specific subject from a colleague or partner company. 🔍
It’s particularly suited when you need data to move a project forward, or to better understand a specific process or product. 👍 Plus, here’s an article to find out the 30 ways to say “Looking forward to hearing from you” by email! 😏
5. Informational Email for a Change of Address
Subject: We’ve moved! Discover our new address 🚚
Hello [name of recipient],
I hope you’re doing well! We have some exciting news to share: [Company name] has moved. 🎉 We’ve planted our flag in a beautiful new space, more in line with our ambitions and growing team.
🌟 New address: [New complete address].
All our operations, including appointments and deliveries, will now take place at this new address. 📍 Remember to update this information in your contacts so that our future interactions run smoothly.
Share this news with your team, and if you have any questions or just want to say hello, don’t hesitate to drop in or drop us a line! 🤗
Warm regards,
[Your name]
[Job]
[Company name]
[Phone number]
[Contact e-mail address]
PS: We look forward to welcoming you to this new space! 🏠
👉 When to use it:
This e-mail is ideal for informing customers, suppliers, and partners of company address changes. 🌍
It ensures that future communications and deliveries are routed to the right place, and will strengthen relationships by inviting contacts to visit the new facility. 🍵
6. Example of an E-mail to Inform Moving out
Subject: Notice to vacate my accommodation – Important information.
Dear [Name of owner or agent],
I hope you are well. I would like to inform you that I intend to move out and that, in accordance with our lease, I will respect a notice period of [notice period] months. My departure date will therefore be [precise date].
In addition, I undertake to leave the apartment in perfect condition and to arrange a visit to inspect the premises at your convenience prior to departure. I am also available to discuss details regarding the refund of security deposits and the steps to be taken.
Please confirm receipt of this e-mail and inform me of the next steps.
Thank you very much,
[Your name]
[Accommodation address]
[Telephone]
[E-mail address]
👉 When to use it:
This e-mail is used to formally notify the owner or estate agency of your intention to leave a property, respecting the notice period specified in the rental contract. 🗝️
In this way, it is used to initiate the administrative steps required to terminate the lease and return the deposit. 💸
7. For Your Information Email Template
Subject: Notification of move – Update my personal information.
Hello [Name of contact person or administrative department],
For your information, I am writing to inform you of my move. To ensure the continuity of our communications and the proper receipt of any future communications, here is my new address:
[New complete address].
I would like this new address to be updated in your system as soon as possible. Can you also confirm receipt of this e-mail and the updating of my information?
I thank you in advance for your efficiency and am always ready to provide you with further information.
Yours faithfully
[Your name]
[New address]
[Telephone]
[E-mail address]
👉 When to use it:
This e-mail is used to notify administrative bodies and services (such as banks, insurance companies, tax authorities) ⚖️ of a change of address following a move.
It is used to update contact details in official documents to ensure accurate correspondence and uninterrupted services. 💌
8. Information Email Template for Renovations
Subject: Notification of upcoming works – Important information.
Hello [Name of recipient],
I would like to inform you that renovation work is planned in our building located at [full address]. This work will begin on [start date] and is expected to be completed around [end date].
We will do our best to minimize inconvenience and ensure that everything runs as smoothly as possible.
This is what the job entails:
[Job description]
[Duration of work]
[Measures to be taken to limit noise and other nuisances].
We appreciate your understanding and cooperation during this time. If you have any questions or concerns, please contact me. Thank you for your attention and understanding.
Yours faithfully,
[Your name]
[Organization]
[Phone number]
[E-mail address]
👉 When to use it:
This email is useful for informing nearby residents, tenants, or businesses about renovation or construction projects in a specific building or area. 🧱
It’s used to communicate details, dates and possible disruptions, and to seek their understanding and cooperation. 🙌 Plus, here are some thank-you email templates to put to good use!
9. Sample Order Notification Email
Subject: Your order is ready for shipping! 📦
Hello [Name of recipient],
Good news: your order [order number] has been shipped and will arrive at your door sooner than you think. 🌟 Get ready to receive happiness in a box!
📅 Shipping date: [Shipping date]
🚚 Deliverer: [Name of delivery service]
🔍 Tracking: This is your tracking number [tracking number], to follow your package every step of the way.
We bet you’ll love your order! If you require any further assistance, our superhero customer service team is always ready to help.
See you soon for your new shopping adventures,
[Your name]
[Job title]
[Company name]
[Contact e-mail address]
[Phone number]
PS: Please remember to share your experience after receiving the package, we can’t wait to hear what you think! 🥰
👉 When to use it:
With this e-mail, you can notify your customers after their order has been shipped and inform them of the delivery status. 🚗
It includes essential details such as delivery date, delivery service used and tracking number, increasing transparency and improving the customer experience. 💯
10. Example of Email Informing a Delivery Problem
Subject: We’re sorry, ⚠️ there’s a delivery problem with your order!
Hello [name of recipient],
Firstly, thank you very much for ordering from [company name]. ✨ Unfortunately, we’ve encountered a small delivery problem. Don’t panic, we’re already in solution mode.
Here’s what’s happening:
Problem: [Brief description of delivery problem]
Affected orders: [Order code]
But the good news is that we have a plan of action:
[First step of the solution]
[Second step if necessary]
[Estimated resolution date]
We want to make sure that you receive your order as quickly as possible and in the best possible condition. If you have any questions or need further information, please contact us at [email contact] or by phone at [phone number].
Thank you for your patience and understanding!
See you soon,
[Your name]
[Job]
[Company name]
PS: We’ll keep you informed every step of the way! 🚀
👉 When to use it:
Use this email when an order encounters shipping problems, such as delays or address errors. 🙈
It informs customers transparently and proactively, detailing the problem and the steps taken to resolve it, while maintaining open communication to reassure customers! 🙏
11. Sample Informational Email – To announce hiring
Subject: Welcome aboard! Get ready for a new adventure at [Company name] 🚀
Hi [recipient name],
We’re thrilled to announce that you’re officially a member of the [Company Name] team! 🎉 Your journey with us begins on [Start date] and we can’t wait to see your unique touch added to our project.
Here are some details for your first day:
🕗 Arrival time: [Time]
📍 Location: [Company address]
📄 Documents to bring: [List of documents]
Remember to check your email for more information and updates before you arrive.
Welcome to this wonderful adventure! For any clarifications, don’t hesitate to contact me.
See you soon,
[Your name]
[Job]
[Company name]
[Contact e-mail address]
[Phone number]
👉 When to use it:
This e-mail is sent to welcome a new member officially to the company after receiving a job offer. 📣
It confirms the practical details of the first day on the job, ensures a smooth transition, and demonstrates the team’s enthusiasm for integrating new staff. 👋
12. Informative Email Sample to Inform of Departure
Subject: A new chapter begins – Announcing my departure from [Company name] 🌟
Dear colleagues,
I hope you are all well. Today, I’m writing with a mixture of emotion and excitement to share some important news: after [a number of] incredible years at [Company Name], I’ve decided to pursue new adventures from [date of departure].
I’d like to express my deep gratitude for the moments shared, the exciting projects and everything we’ve learned together. It hasn’t been an easy decision, but I firmly believe that new challenges await me.
Stay in touch! You can continue to contact me at [Your personal email] or on LinkedIn.
Thanks for everything,
[Your name]
PS: I’m organizing a little farewell party on [date] at [time] at [location]. I hope to see many of you there to exchange our best memories! 🤗
👉 When to use it:
This email is used to inform your colleagues and company management of your decision to leave your current position. 🥸
In addition, it allows you to communicate your departure in a professional and positive manner, while expressing your gratitude for the experiences gained and nurturing future links. 🫶
13. Sample Email for Sharing Information to Colleagues
Subject: I’m embarking on a new adventure: My retirement! 🌅
Dear colleagues,
The time has come for me to put away my tools and say goodbye to an active life to joyfully welcome retirement as of [retirement date].
After [a number of] rewarding years at [Company name], I leave with a bag full of memories, lessons and treasured friendships. It’s been a pleasure working with you and contributing to our success together.
Come celebrate this great departure with me on [date], at [time], at [location]. I hope to see you all there to share one last moment of fun together! 🥂
I’m not saying goodbye, but see you soon, as I plan to stay in touch. Please add me on LinkedIn or email me at [Your personal email].
Thank you for the wonderful years,
[Your name]
👉 When to use it:
This email can be sent to announce retirement to colleagues and management. ✈️
It’s used to express gratitude and memories, and to invite to a farewell celebration. 🍻 It eases the transition while maintaining relationships going forward.
14. Sample Email for Sharing Information to Boss
Subject : New chapter : Information about my contractual termination
Dear colleagues,
I would like to share with you an important decision related to my professional career. After careful consideration, I have decided to terminate my contract with [Company name], effective [departure date].
This decision has been taken in full agreement with management and opens up new opportunities for me, while enabling the company to continue to grow. I would like to assure you that this departure is taking place under the best possible conditions and with mutual respect between all parties concerned.
I am deeply grateful for the years I have spent with you and for everything I have learned from you. Please keep in touch via [your personal e-mail or LinkedIn].
Thank you for everything,
[Your name]
PS: Join me for a farewell coffee on [date], at [location]. It will be wonderful to say goodbye!
👉 When to use it:
This type of email is suitable when the employee and his employer reach an agreement on a conventional termination, i.e., a agreement on the termination of the employment contract. 🤝
It’s used to inform colleagues of the departure in a positive and transparent way, and to invite them to maintain professional and personal relationships through LinkedIn, for example! 🔗
15. Sample E-mail to Inform of Permanent Contract Resignation
Subject: New adventure – Announcement of my resignation
Dear colleagues,
I am writing to inform you of an important decision in my professional life. After careful consideration, I have decided to resign from [Company name], effective [date of departure], in accordance with the terms of my contract.
This decision was not easy, but it was necessary for me at this stage of my career. I’m grateful for all the valuable opportunities and experiences I’ve had here, and for the incredible relationships I’ve been able to build with each one of you.
I’d like to thank you all for your support and friendship over the years. I look forward to staying in touch. Please contact me on LinkedIn or by e-mail at [Your e-mail].
Yours sincerely
[Your name]
👉 When to use it:
Similar to the previous email, this email is appropriate when an employee decides voluntarily to leave their permanent employment. 🛠️
It is used to inform colleagues and superiors of one’s resignation in a professional and respectful manner, while expressing gratitude for the experience and keeping the door open to future relations. ✌️
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Recap : Emails to inform something to a customer, a person, an administration…
There you have it, plenty of email templates to inform something for any occasion, whether it’s to inform a customer or during a recruiting process. 👇 We’ve got everything you need:
- Example of a mail to confirm an appointment,
- Example of mail to inform a meeting,
- Example of a mail to inform a customer visit,
- Example of mail to request information,
- Example of mail to notify change of address,
- Example of an informative email to leave,
- Example of mail to inform of moving out,
- Example of mail to inform of renovation work,
- Example of a mail to inform of an order shipped,
- Example of mail to inform of a delivery problem,
- Example of information email for hiring,
- Example of mail to inform of departure,
- Example of mail to inform of retirement,
- Example of mail to inform of termination of contract,
- Example of mail to inform of resignation.
Pst… 🤫 Before you leave, we reveal our secret weapon for sending emails! 🔫 Our explanations below.
FAQ: Informational Email Templates
How to write an informative email to my prospects?
To inform your prospects in an automated way, step up your game, thanks to Waalaxy. 🚀 Here are the steps to follow:
- First, create a targeted campaign. 🎯 Import your prospect list, then create an e-mail template that clearly details the information to be conveyed.
- Customize messages for each prospect for maximum impact. 💥
- Schedule and automate e-mails via Waalaxy. 📅
- Use the dashboard to analyze open rates and engagement, so you can adjust your message as needed.
How do you send an informational email for a customer?
To send an informational email for a customer, you can use a Gmail account, for example. Here’s how to do it: ⏬
- Start by opening Gmail and clicking on «Compose», 🖊️ then enter your customer’s e-mail address.
- In the subject line, be clear and concise, for example: «Important update on your order».
- Write a polite and direct message, clearly explaining the information (like the informational email templates seen in this article). 👆
- Before sending, check for spelling mistakes and make sure the tone is appropriate.
- Finally, click on «Send» when you’re happy with the content. 📨
Thanks to this article, you’ll be able to find the perfect informative email! 😉
