Your WooCommerce emails are more than just order confirmations and shipping updates—they’re a direct reflection of your brand. Every email you send is an opportunity to reinforce your store’s identity, build trust with customers, and create a seamless shopping experience. But if your emails don’t align with your brand’s look and feel, they can feel generic and disconnected.
In this guide, we’ll show you how to design WooCommerce emails that perfectly match your online store’s brand. From customizing colors and typography to adding your logo and personal touches, you’ll learn how to make every email represent your business. Let’s get started!
Why customizing WooCommerce emails is important
By default, WooCommerce emails have a simple and functional design. While they get the job done, they don’t do much to reflect your brand’s identity. Customizing your emails helps you:
- Strengthen Brand Recognition – Consistent branding across all touchpoints makes your store more memorable.
- Enhance Customer Trust – Professional-looking emails reassure customers that they’re buying from a legitimate and reliable store.
- Improve Customer Engagement – Well-designed emails are more visually appealing, encouraging customers to read and interact with them.
Now, let’s explore what WooCommerce emails are and how to customize WooCommerce emails to match your brand better.
What are the WooCommerce emails to customize?
WooCommerce offers a range of transactional emails that store owners can customize to enhance their brand identity, improve customer engagement, and create a more personalized shopping experience. These emails serve as essential touchpoints between your store and your customers, helping to keep them informed about their orders, account activities, and special updates. By customizing WooCommerce emails, businesses can ensure consistency in branding, build trust, and encourage repeat purchases.
Below is a list of WooCommerce emails that you may want to customize to align with your business needs and customer expectations:
These emails keep customers informed about their purchases and order status.
- New order – sent to the store admin when a new order is placed.
- Cancelled order – sent to the store admin when an order is canceled.
- Failed order – sent to the store admin when an order fails due to payment issues.
- Order on-hold – sent to customers when an order is placed but needs manual confirmation.
- Processing order – sent to customers after payment is received.
- Completed order – sent to customers when the order is shipped or completed.
- Refunded order – sent to customers when a refund is processed.
- Customer invoice / order details – sent to customers with order details and a payment link (if needed).
- Customer note – sent when an admin adds a note to an order.
- Reset password – sent to customers when they request a password reset.
- New account – sent when a customer registers an account on your store.
How to design WooCommerce emails
There are many ways to customize WooCommerce transactional emails. Since the default WooCommerce options have some limitations, we will use Email Customizer for WooCommerce by Virfice, a free plugin that offers an easier design experience and a variety of extended features.
Install and activate the plugin
You can install it directly from your WordPress dashboard. Go to Plugins > Add New, search for Email Customizer for WooCommerce – Virfice.
and install and activate the plugin once it appears. You will see a activation welcome on your dashboard.
Configure basic settings
Before designing WooCommerce emails, it’s essential to configure some basic settings.
Navigate to Virfice > Settings > Email, where you’ll find fields for the From Name and From Email.
In the From Name field, enter the sender’s name. Use something easily recognizable, like your store name. To add a personal touch, consider a format like John Doe from My Store ([Your Name] from [Your Store]).
In the From Email field, input the sender’s email address. Click Save at the top to apply the changes.
You’ll also find fields for reply-to name and reply-to email address to WooCommerce emails. Fill these in and save your changes to ensure proper email functionality.
Customize brand settings globally
In the plugin settings, you can customize the global look and feel of your WooCommerce emails using the global brand settings.
Go to Virfice > Settings > Brand and click on Customize. This will take you to the global brand settings.
Here, you can:
- Upload a header logo
- Select colors for the inner and outer email background
- Define the email width
- Choose colors for other email elements globally
Once you’re done, save the changes.
Design WooCommerce emails individually
Once you have configured the settings and customized the global brand, it’s time to design WooCommerce emails individually.
Go to Virfice > Emails and open one of the 11 WooCommerce transactional emails you want to design. Let’s start with the order processing email.
Before clicking Edit, make sure you have enabled the Virfice template. This will allow you to use the template and email builder to design WooCommerce emails.
Once you are in the email editor, you will see a look at your new order email that you have set from the global brand settings. Also, there is the default content for the order processing email.
Add a header to your WooCommerce emails
You can add a header to enhance branding and professionalism. A well-designed header can include various elements, creating a consistent brand experience for customers. With simple customization, you can make your emails visually appealing and more engaging, boosting customer trust and recognition.
Click on “Ready Blocks“, then select “Header” from the right-side panel.
Choose your preferred header from the available options.
Add additional content to your WooCommerce emails
If you need additional content to convey any message to your customers, you can do that by adding content by taking a text element.
Add a signature to your WooCommerce emails
You can add a signature to personalize your WooCommerce emails and enhance credibility. A well-crafted signature can include your name, designation, and contact details, creating a professional touch. The plugin offers multiple signature variations to match your needs.
Click on “Ready Blocks“, then select “Signatures” from the right-side panel.
Choose your preferred signature from the available options.
Add a testimonial to your WooCommerce emails
You can add a testimonial to your WooCommerce emails to build trust and social proof. Featuring positive customer feedback helps reinforce credibility and encourages new customers to take action. With a well-placed testimonial, your emails become more persuasive.
Click on “Ready Blocks“, then select “Testimonials” from the right-side panel.
Choose your preferred testimonial from the available options.
Add a footer to your WooCommerce emails
Add a footer to your WooCommerce emails to provide essential information and enhance professionalism.
Click on “Ready Blocks“, then select “Footer” from the right-side panel.
Choose your preferred footer from the available options.
Apart from these elements and ready blocks, Virfice Email Builder also offers other design options and elements. You can add feature sections, CTAs, and special offers to enhance your emails. Simply include what you find necessary for your communication.
Once you’ve added the required elements and ready blocks to one of your WooCommerce emails, you can repeat the process for others. Depending on the email type, the content may vary from one email to another.
Configure individual email settings
WooCommerce comes with over 10 default emails, each with a different subject line. Virfice allows you to customize the subject line with shortcode support and add a preview text for a better inbox display.
While editing an email, click “Save & Next” on the right to navigate to the email settings.
Enter your desired subject line and preview text, then click “Save” to apply the changes.
You can also use available shortcodes in the subject line and customize the sender’s email address and name.
Preview WooCommerce emails
Ensuring that your WooCommerce emails look professional and function correctly is essential for maintaining strong customer engagement. Whether it’s order confirmations, shipping notifications, or promotional emails, having a preview option allows store owners to check formatting, branding, and content accuracy before sending. Virfice let’s you preview your WooCommerce emails on both desktop and mobile view.
Check the desktop and mobile icon at the top of your email and click on them to see the preview.
Send test emails for WooCommerce emails
Apart from customizing and previewing WooCommerce emails, you can send test emails to your preferred email address to ensure they appear as intended.
Click on the “Send test email” option:
Enter your preferred email in the popup, and click “Send”. A test email will be sent to the provided address immediately.
However, make sure your SMTP configuration is set up correctly to send emails.
Send test email button is available on all emails including brand settings so that you can check the look of your email in test email.
Designing WooCommerce emails that align with your brand enhances professionalism, boosts customer engagement, and strengthens brand recognition. By adding elements like headers, footers, testimonials, signatures, and CTAs, you create a consistent and visually appealing experience for your audience.
With Virfice Email Builder, customizing your emails is quick and effortless. Once you’ve set up one email, you can easily apply the same design principles to others, ensuring a cohesive look across all communications. Take the time to refine your emails, and you’ll leave a lasting impression on your customers while driving better results for your store.
