WRITING CONFIRMATION EMAILS

The first step in creating an effective confirmation email is to ensure that it gets to the intended recipient. In these days of SPAM filters, it is a real possibility that your confirmation email maybe filtered out because of a few simple words.
First, you want to pay attention to the subject line. Most SPAM filters look for certain words and phrases that are associated with SPAM, such as “free, loans, subscribe, opportunity, please read, special promotion and all new”. Avoiding these types of words will help you to avoid the SPAM filters.
You will also want to avoid repeating words, all capitals and excessive punctuation as all of these are warning flags for the filters. If you trigger enough flags with the words and punctuation you use, your message won’t get delivered. There are many good websites that have much more in depth articles about SPAM filters and full lists of words and tactics to avoid. Just search the term “spam filter trigger” in any search engine and you will find them. Assuming that your email makes it through to the inbox, there are a few things that you can do to get it opened and read before it is deleted with the other masses of email many people get each day.
Again, the subject line is important here. While avoiding the items we mentioned above, you still need to come up with something event participants will recognize and find interesting enough to open.
Another configurable part of the confirmation email is the sender’s name. This should be setup to show as an actual name rather than just an email address. If you prefer not to use a personal name you should still use other readable text.
For example, “Michelle Smith” or “ABC Conference Registrar” as a from name is better than msmith@abc.com. Again, choose something that your event participants will recognize.
Once you have people receiving and opening your confirmation emails, you need to think about the content.
Of course you need to include the obvious line about receiving the registration data, but don’t stop there. Many people will want to print the confirmation email, so include times, dates and locations of the event and other reminders such as what to bring, what to wear, etc.
Here are some other items you may want to include:

    • Contact information for people to use in case they need to get in touch with the event planner, venue or others.
    • Instructions on who to contact in case they need to make a change to their registration.
    • Suggestions on where to park or the best route to the venue.
    Public transit information such as bus numbers and stop locations.
    • Adding links to the confirmation is another good idea. Links allow people to access much more in depth information and resources without cluttering up the confirmation email..

Here are some link ideas that might be relevant to your event.

    • A link to a map of the area.
    • Links to accommodations in the area.
    • Links to car rental companies.
    • Links to sponsors websites.
    • Links to websites that have information about activities, restaurants or other information about the host city.
    • A link to a weather website for the area.

Following these suggestions will help you prepare great confirmation emails and get you on the way to planning another memorable event.

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