So, an item is on backorder. It happens. What matters most is how you communicate it, and we've put together five backorder email templates to help you handle these moments with grace and clarity.
Referring to a template takes the guesswork out of what to say. It makes it simple to keep your customers informed and your brand looking good while you work on fulfillment.
<template>
Subject: We're Sorry — An Update on Your Order [Order Number]
Hi [Customer Name],
We're writing to let you know that an item in your recent order, [Order Number], is currently on backorder. We sincerely apologize for this unexpected delay and any inconvenience it may cause.
The [Product Name] has been more popular than we anticipated, and we're working closely with our suppliers to restock it as quickly as possible. We now expect your order to ship by [New Estimated Shipping Date]. We will notify you again as soon as it's on its way.
We understand if you'd rather not wait. We can offer you [Alternative Option, e.g., a similar product, store credit] or cancel the item for a full refund. Please reply to this email and let us know what works best for you.
Thank you for your patience and understanding.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: An Update on Your Order [Order Number]
Hi [Customer Name],
We're writing to provide a quick update on your order, [Order Number], which includes the backordered [Product Name].
We wanted to let you know that [Provide a brief status update, e.g., 'we are still on track with our previous estimate,' or 'the item has just arrived']. We now expect your order to ship by [New Estimated Shipping Date].
We appreciate your continued patience and will send a final confirmation email with tracking information the moment your order is on its way. If you have any questions, please don't hesitate to reply to this email.
Best,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: An Update on the Delay of Your Order [Order Number]
Hi [Customer Name],
We're writing to inform you about a further delay regarding your order, [Order Number], which includes the backordered [Product Name]. We sincerely apologize for this.
We encountered an unforeseen issue with our supply chain, which has pushed back our restocking date. Your new estimated shipping date is [New Estimated Shipping Date]. We know this is not ideal, and we're sorry for the extended wait.
If you would prefer not to wait, we can cancel your order for a full refund or offer you [Alternative Option, e.g., store credit, a similar product]. Please let us know how you'd like to proceed by replying to this email.
We appreciate your understanding and will notify you immediately once your order ships.
Thank you,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Good News! Your Order [Order Number] Has Shipped
Hi [Customer Name],
We have great news. Your order, [Order Number], which included the backordered [Product Name], is now on its way to you.
You can follow its journey with this tracking number: [Tracking Number and Link]. Please note that it can take up to 24 hours for the tracking details to become active.
We appreciate your patience and are excited for you to receive your item. If you have any questions, simply reply to this email and we'll be happy to help.
Best,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Your Options for Order [Order Number]
Hi [Customer Name],
We’re writing to check in on your order, [Order Number], which includes the backordered [Product Name]. We want to ensure you have clear options while you wait.
The current estimated shipping date is still [New Estimated Shipping Date]. We understand this might be longer than you’d like to wait, and we want to put you in control of your order.
If you would prefer to cancel the item for a full and immediate refund, please reply to this email and let us know. We will process it right away. If you’re happy to wait, no action is needed. We’ll keep your order active and notify you as soon as it ships.
Thank you for your patience.
Best,
[Your Name]
[Your Position]
[Company Name]
</template>
Now that you have these backorder email templates, you need a straightforward way to send them. Flodesk offers intuitive email marketing tools for small businesses, helping you grow your email list and communicate with your audience. Our platform lets you create, send, and automate emails without needing any coding or design skills, making the process effortless.
With our intuitive email builder, powerful automations, and clean forms, Flodesk gives you everything you need for effective email marketing, minus the complexity. We help both beginners and experts send well-designed, high-converting emails in a radically simple way. It’s how we empower businesses to build emails that engage their audience and drive results.
Handling backorders effectively is about clear communication, and these templates provide a solid foundation for maintaining customer trust. They turn a potential problem into an opportunity to show you care.
When you're ready to put these templates into action, Flodesk makes it simple to send beautifully designed emails that your customers will appreciate. Sign up for Flodesk to get started.
Stunning email marketing and automation tools to bring your brand to life and scale your small business.
