Inform Customer Email Sample: Examples and Best Practices

If you’re looking for a way to effectively communicate with your customers, you’ll want to consider sending out informative emails. These types of emails can help you keep your customers in the loop about new products, services, promotions, or important news. Plus, it’s a great way to build a relationship with your audience, and keep them engaged with your brand.

To help you get started, we’ve included some informative email samples below. These examples are intended to inspire your own email communications, as well as providing you with a useful starting point for drafting your messages.

The best part? These examples are fully customizable, so you can modify them to meet your specific needs and brand voice. So don’t hesitate to incorporate your unique style into the messages you send out.

So, without further ado, here are some informative email samples to help you engage your customers!

The Ultimate Structure for Informing Your Customers: A Step-by-Step Guide

Are you tired of sending emails that don’t get the response you want from your customers? Do you find yourself struggling to communicate important information effectively? If so, you’re not alone. Many businesses struggle with writing emails that inform and engage their customers. But with the right structure and approach, you can change that. In this guide, we’ll outline the best structure for informing your customers and provide you with a sample email so you can see it in action.

Step 1: Start with a Clear Subject Line

The first step in creating an effective email is to have a clear subject line. Your subject line should be short and to the point, describing the main purpose of your message. Use active language, and try to include a sense of urgency if appropriate. For example, instead of saying “Update on our Services,” you might say “Important Changes to Our Services – Act Now.”

Step 2: Begin with a Personal Address

Opening up with a personal address provides a personal touch to the email. Addressing the email as “Dear valued customer,” or “Dear [name]” reassures the recipient that the email is specifically for them, and can make them feel valued – ultimately leading to a greater likelihood that they will read on.

Step 3: Provide Context

Once you’ve addressed the recipient, it’s important to provide some context about the purpose of the email. Whether you’re providing an update about a product or service, or notifying them of a change in policy, be sure to frame the information in such a way that the recipient understands why they are receiving the message.

Step 4: Provide the Main Information Clearly and Concisely

When it comes to informing customers, it’s important to get directly to the point. This means providing the main information in a clear and concise way. Use bullet points or headings to break up large amounts of text and help the recipient quickly understand the main points you’re trying to make.

Step 5: Provide a Call to Action (CTA)

Last but not the least, it’s important to provide a call to action. This can be a specific next step or action you want the customer to take. Make it direct, clear, and easy for the customer to follow. Whether it’s to purchase a product, sign up for a service, or provide feedback, be sure to make it as straightforward as possible for the recipient to take that action.


Creating an effective email structure will give you a winning edge while communicating with your customers. Start with a clear subject line, address personally, provide context, provide information in bullet points, and always provide a clear call to action. By following these simple steps, you can ensure that your emails not only inform but engage your customers, ultimately driving sales, and building loyalty.

Informing Customer About Delayed Order

Greetings Valued Customer,

We regret to inform you that your order is delayed due to unforeseen circumstances in our warehouse. We are doing everything in our power to rectify the situation and will be expediting your order as soon as possible. We sincerely apologize for any inconvenience this might have caused you.

Rest assured that our team is working around the clock to ensure that your order is delivered promptly. We will keep you updated on the progress of your order through email or phone call. We appreciate your patience and understanding.

If you have any questions or concerns, please do not hesitate to contact us. We value your business and look forward to providing you with excellent service in the future.

Best regards,

Your Company Name

Informing Customer of a New Offer

Dear Valued Customer,

We hope this email finds you well. We are excited to inform you of our latest offer on our products. For a limited time only, we are offering a 10% discount on all purchases made on our website. This is an amazing opportunity to grab your favorite products at a discounted rate.

To take advantage of this offer, simply apply the promo code “DISCOUNT10” at checkout. Please note that this offer is only valid for online purchases made before the due date. Don’t miss out on this opportunity!

If you have any questions or need assistance with your purchase, please don’t hesitate to contact us. We look forward to serving you!

Warm regards,

Your Company Name

Informing Customer of New Product Launch

Hi [Customer’s Name],

We are excited to introduce our latest product. Introducing the all-new [Product Name]. This [Product Name] is a revolutionary solution designed to enhance your [specific purpose] experience. It is jam-packed with features that will add value to your everyday life.

The new [Product Name] is available for purchase on our website. And the best part is, we are currently offering a special discount for early birds. Don’t hesitate to take advantage of this opportunity to upgrade your [specific purpose] game.

If you have any questions or need assistance with your purchase, please do not hesitate to contact our customer service team. Thank you for your continued support and we look forward to serving you.

Best regards,

Your Company Name

Informing Customer of Transaction Details

Dear [Customer’s Name],

We are writing to confirm your successful transaction with us. We have received payment for your purchase [Order Number] made on [Transaction Date].

Our team will be processing your order shortly and you will receive a separate email regarding the expected delivery date of your order. Please note that our standard delivery time is [X] days. However, depending on your location and the availability of the product, this may take longer.

If you have any questions or concerns about your purchase, please do not hesitate to contact us. Thank you for choosing our company, and we look forward to serving you in the future.

Warm regards,

Your Company Name

Informing Customer of Updated Policies

Dear [Customer’s Name],

We are writing to inform you of the updated policies of our company to ensure that we continue to provide you with the best service possible. Our updated policies are intended to enhance our service standards and make it more convenient for you to interact with our company.

Please visit our website to view and familiarize yourself with our updated policies. Should you have any questions, please do not hesitate to contact our customer service team.

We thank you for your continued trust in us and look forward to serving you in the future.

Best regards,

Your Company Name

Informing Customer of Product Recall

Dear [Customer’s Name],

Our company is committed to providing high-quality products to our customers, and we regret to inform you of a recent issue regarding one of our products. We have discovered that the [Product Name] may not meet our high-quality standards, and thus, we are recalling all affected products.

Please refer to your purchase receipt to verify if your [Product Name] is affected by the recall. If your product is affected, please discontinue use immediately and bring the product to our store for a full refund or exchange.

We apologize for any inconvenience this may have caused you. We will strive to make the returns or exchange process as smooth as possible. If you have any questions or concerns, please do not hesitate to contact us.


Your Company Name

Informing Customer of Service Disruption

Dear [Customer’s Name],

We regret to inform you that we are currently experiencing a service disruption and are unable to process any new requests or orders at the moment. This disruption is due to [specific reason].

Please accept our apologies for any inconvenience this may cause you. Our team is working tirelessly to resolve the issue as soon as possible and we appreciate your patience during this time.

Please do not hesitate to contact us if you have any questions or concerns. We value your business and will be sure to keep you updated on the status of our services.

Best regards,

Your Company Name

Tips for Informing Customers via Email

Email communication is an essential part of customer service. A well-written email can communicate your message clearly and effectively to your customers. Here are some tips for informing customers via email:

  • Keep it concise: Customers have limited attention spans, so it’s important to get to the point quickly. Keep your email concise and easy to read. Use short paragraphs, bullet points, and subheadings to break up the text.
  • Use plain language: Avoid using technical jargon or complicated language that your customers may not understand. Use simple, straightforward language that everyone can understand.
  • Be informative: Provide your customers with all the information they need to know. Include relevant details such as dates, times, and locations. If possible, provide links to additional resources.
  • Be clear and specific: Make sure your email is clear and specific. Avoid vague language and be specific about what action your customers need to take. If you’re making a request, be clear about what you’re asking for.
  • Include a call to action: Don’t forget to include a call to action in your email, telling your customers what you want them to do next. Whether it’s filling out a survey, emailing you back, or visiting your website, make sure it’s easy for your customers to take the next step.

In summary, keep your email brief, use plain language, include all necessary information, be specific and clear with your message, and include a call to action for your customer. By following these tips, you can inform your customers effectively and improve your customer service communication.

FAQs related to Inform Customer Email

What is an inform customer email?

An inform customer email is a type of email that businesses and organizations send to their customers to inform them about important updates, changes, or events relating to their products or services.

What should be included in an inform customer email?

At a minimum, an inform customer email should include a clear subject line, a brief summary of the update or change, the impact of the update or change on the customer, any action items that the customer needs to do, and any relevant contact information.

Why is it important to send an inform customer email?

Sending an inform customer email helps to keep customers informed and engaged, and can help to prevent misunderstandings or confusion about updates or changes. It also shows customers that their business is valued, and can help to build trust and loyalty.

When should I send an inform customer email?

An inform customer email should be sent as soon as possible after an important update or change has been made. It is important to strike a balance between sending the email in a timely manner and ensuring that all necessary information is included.

How can I make my inform customer email more effective?

To make your inform customer email more effective, make sure that the subject line is clear and attention-grabbing, use language that is easy to understand, provide any necessary background information, and include specific action items for the customer to take.

What should I do if I receive an inform customer email?

If you receive an inform customer email, carefully read through the email and take any necessary action items. If you have any questions or concerns, don’t hesitate to reach out to the contact information provided in the email.

How often should I send an inform customer email?

The frequency of inform customer emails can depend on the nature of the updates or changes. In general, they should be sent as soon as possible after a change or update has been made, but should not be sent too frequently as to overwhelm the customer with updates.

Thanks for Reading!

We hope this sample email has given you some ideas on how to inform your customers about updates and changes. Remember, clear and concise communication is key to keeping your customers informed and engaged. Don’t forget to check back for more tips and tricks on how to improve your customer service. Thanks again, and see you soon!