5 Great Backorder Email Templates To Copy & Paste

It's a great problem to have: your product is so popular it's sold out. Now comes the important part—letting your customers know what's happening with their order.

A well-crafted backorder email can turn a potential frustration into a positive customer experience. Referring to a template makes it simple to communicate clearly and beautifully every time.

Tips for writing Backorder Emails

• Be upfront and clear. Don’t hide the fact that an item is on backorder. State it clearly in the subject line and the first sentence of your email. Honesty builds trust and manages expectations from the get-go.
• Provide a realistic timeline. Vague promises like “shipping soon” can cause frustration. Give your customer a specific, estimated shipping date. If you don’t have one, explain why and tell them when they can expect an update.
• Offer alternatives. Empower your customer with choices. Suggest a similar, in-stock product they might love, or offer a small discount on their order as a thank you for their patience. It’s a simple gesture that shows you value their business.
• Keep them in the loop. Don’t let the backorder email be the last they hear from you. Send a follow-up if the shipping date changes, or even just to confirm that their order is still on track. Consistent communication makes the wait feel shorter.
• Make it easy to cancel. If a customer decides they don’t want to wait, provide a clear, simple way for them to cancel their order. A direct link shows you respect their decision and aren't trying to make things difficult.

Types of Backorder Email Templates we will cover

1. Apology Backorder Email Template
2. Update Backorder Email Template
3. Delay Notification Email Template
4. Shipping Confirmation Email Template
5. Cancellation Option Email Template

5 Backorder Email Templates

1) Apology Backorder Email Template

<template>

Subject: An Update and Apology Regarding Your Order #[Order Number]

Hi [Customer Name],

We're writing to sincerely apologize. Due to unexpectedly high demand, an item from your recent order is on backorder. We know this is not ideal, and we're sorry for the delay.

Here is the affected item:

• [Product Name]

We want to be transparent about the timeline. We now expect this item to ship by [New Estimated Shipping Date]. We will notify you again as soon as it's on its way.

As a thank you for your patience, we would like to offer you [e.g., a 15% discount on your next purchase]. If you would prefer not to wait, you can easily cancel your order for a full refund here: [Link to Cancellation Page].

Again, we are truly sorry for this inconvenience. Please let us know if you have any questions.

Sincerely,

[Your Name]

[Your Title]

</template>

2) Update Backorder Email Template

<template>

Subject: An Update on Your Order #[Order Number]

Hi [Customer Name],

We wanted to give you a quick update on your order. The [Product Name] you ordered is still on track and we expect it to ship by [Estimated Shipping Date].

We appreciate your patience and are working to get your item to you as quickly as possible. We'll send a confirmation email with tracking information the moment it leaves our warehouse.

If you have any questions or would like to make changes to your order, you can do so here: [Link to Order Page].

Thanks again for your understanding.

Best,

[Your Name]

[Your Title]

</template>

3) Delay Notification Email Template

<template>

Subject: A Delay Regarding Your Order #[Order Number]

Hi [Customer Name],

We're writing to let you know about an unexpected delay with your order containing the [Product Name]. We sincerely apologize for this.

We previously estimated your order would ship by [Original Estimated Shipping Date], but we've encountered a delay and your new estimated shipping date is [New Estimated Shipping Date]. We know this is frustrating, and we are working to get your order to you as quickly as possible.

We want to make sure you have choices. If you would prefer not to wait, you can easily cancel your order for a full refund here: [Link to Cancellation Page].

We will notify you the moment it ships. We truly appreciate your patience and understanding.

Sincerely,

[Your Name]

[Your Title]

</template>

4) Shipping Confirmation Email Template

<template>

Subject: Good News! Your Order #[Order Number] Has Shipped

Hi [Customer Name],

Great news! The wait is over. Your order containing the [Product Name] has officially shipped and is on its way to you.

You can follow its journey with this tracking number: [Tracking Number]. Please allow 24-48 hours for the tracking details to become active.

Track Your Package: [Tracking Link]

We appreciate your patience while we prepared your item. We’re excited for you to receive it. If you have any questions, simply reply to this email and we’ll be happy to help.

Best,

[Your Name]

[Your Title]

</template>

5) Cancellation Option Email Template

<template>

Subject: Your Choice Regarding Order #[Order Number]

Hi [Customer Name],

We’re writing to give you an update and a choice regarding your recent order. The [Product Name] is currently on backorder, and we expect it to ship by [Estimated Shipping Date].

We understand that waiting isn’t always ideal. If you would prefer not to wait, you can easily cancel the item for a full refund by clicking here: [Link to Cancellation Page].

If you’re happy to wait, you don’t need to do anything. We’ll hold your spot and send a shipping confirmation as soon as it’s on its way.

We appreciate your business and want to make sure you have the best option for you. Please let us know if you have any questions.

Best,

[Your Name]

[Your Title]

</template>

What about using Flodesk?

Now that you have these five backorder email templates, you need an effective way to send them. Flodesk offers intuitive email marketing tools for small businesses, helping you grow and monetize your email list. Without any coding or design skills, you can build, send, and automate emails that connect with your audience and support your business.

Thousands of businesses trust Flodesk to help them send emails that work, whether they're just starting out or are seasoned experts. We give you a straightforward email builder, powerful automations, and well-designed forms—everything required for successful email marketing, all without the usual complexity.

Wrapping up

Effectively communicating backorders protects your customer relationships, and these templates give you the language to do it well.

Flodesk provides the platform to send these emails beautifully and automatically. Sign up at Flodesk.com to start sending emails that connect with your audience.