How to Send Shipping Confirmation on WooCommerce: A Beginner’s Guide
So, you’ve got your WooCommerce store up and running, orders are coming in, and you’re diligently packing boxes. Awesome! But don’t forget a crucial part of the customer experience: keeping your customers informed. A shipping confirmation email is a lifeline that assures your customers that their order is on its way. This article will walk you through how to send these confirmations like a pro, even if you’re new to WooCommerce.
Why is Shipping Confirmation So Important?
Think about it from your own perspective as a customer. You order something online, and days go by with no word. Are you confident the order is actually coming? Probably not.
Shipping confirmations provide:
- Peace of mind: Knowing their order is shipped reduces anxiety and prevents unnecessary “Where’s my order?” emails.
- Tracking Information: Customers can monitor the progress of their package, setting expectations for delivery.
- Professionalism: It shows you care about their order beyond just taking their money. This builds trust and encourages repeat business.
- Reduced Customer Support Load: By proactively providing information, you answer questions before they’re even asked. This saves you time and effort!
- Shipping Carrier: Choose the carriers you use (e.g., USPS, FedEx, UPS, DHL).
- Tracking Link Template: Some plugins allow you to customize the URL that customers click to track their packages (e.g., a direct link to the carrier’s tracking page).
- Email Customization: Some allow you to modify the email content.
- Tracking Number: The unique number assigned to the shipment.
- Shipping Carrier: The company handling the shipment (e.g., FedEx).
Example: Imagine you ordered a new pair of running shoes. Getting a shipping confirmation with a tracking number is far better than just wondering when they’ll arrive. You can plan your runs accordingly, knowing exactly when you’ll be hitting the pavement in your new gear.
WooCommerce’s Default Shipping Confirmation
WooCommerce *already* sends an “Order Complete” email. This is triggered when you manually mark an order as “Completed” in the WooCommerce admin. While this confirms the order is processed, it often lacks the crucial tracking information customers really want.
Adding Tracking Information to Your WooCommerce Emails
Here are a few ways to add that critical tracking info to your emails:
#### 1. Manually Adding Tracking Info (The Quick & Dirty Method)
This is a good starting point if you’re just handling a few orders and don’t want to install any plugins.
1. Process the Order: Log into your WooCommerce admin and go to WooCommerce > Orders.
2. Open the Order: Find the order you want to update and click on it.
3. Add a Note: In the “Order notes” section, add a note with the tracking number and the shipping carrier (e.g., “Shipped via FedEx with tracking number 1234567890”).
4. Select “Note to Customer”: Choose the “Note to customer” radio button. This ensures the customer will receive an email with the note you added.
5. Click “Add Note”: Save the note.
6. Change Order Status: Change the order status to “Completed” (if it isn’t already).
Reasoning: While this works, it’s incredibly time-consuming if you handle a lot of orders. Plus, it’s prone to errors (typos in the tracking number!).
#### 2. Using a WooCommerce Tracking Plugin (The Recommended Method)
This is the most efficient and professional way to manage shipping confirmations. There are several excellent tracking plugins available (both free and paid). Here’s how it generally works:
1. Install and Activate a Tracking Plugin: Search for plugins like “AfterShip” , “TrackingMore” or “WooCommerce Shipment Tracking” in the WordPress plugin repository (Plugins > Add New). Install and activate the one that best fits your needs and budget.
2. Configure the Plugin: Most tracking plugins will have a settings page where you can configure things like:
3. Add Tracking Information to the Order: When processing an order, the plugin will usually add new fields to the order edit page where you can enter:
4. Trigger the Shipping Confirmation Email: The plugin will automatically send an email to the customer, including the tracking number and a link to track the package. This may happen when you mark the order as “Completed” or upon entering the tracking information.
Example: Let’s say you use the “WooCommerce Shipment Tracking” plugin. After installation, you’ll see new fields appear on the order edit page. You enter the tracking number “9876543210” and select “UPS” as the carrier. The plugin automatically sends an email like this:
Subject: Your Order #1234 is on its way!
Hi [Customer Name],
Good news! Your order #1234 has shipped.
You can track your package using the following information:
Carrier: UPS
Tracking Number: 9876543210
Track your package here: [Link to UPS Tracking Page]
Thanks,
[Your Store Name]
Reasoning: Plugins automate the process, reduce errors, and offer advanced features like branded tracking pages. They provide a significantly better customer experience.
#### 3. Programmatically Sending Shipping Confirmation (For Advanced Users)
If you’re comfortable with PHP coding, you can customize the WooCommerce order processing to trigger your own shipping confirmation emails.
<?php
// Hook into the woocommerce_order_status_completed action
add_action( ‘woocommerce_order_status_completed’, ‘send_custom_shipping_confirmation’, 10, 1 );
function send_custom_shipping_confirmation( $order_id ) {
$order = wc_get_order( $order_id );
//Get Tracking Information (Replace with your actual logic to retrieve tracking number)
$tracking_number = get_post_meta( $order_id, ‘_tracking_number’, true ); // Assumes a custom field called “_tracking_number” stores tracking
$shipping_carrier = get_post_meta( $order_id, ‘_shipping_carrier’, true ); // Assumes a custom field called “_shipping_carrier” stores carrier
if ( !empty($tracking_number) && !empty($shipping_carrier)) {
$to = $order->get_billing_email();
$subject = ‘Your Order #’ . $order_id . ‘ has shipped!’;
$message = ‘Hi ‘ . $order->get_billing_first_name() . “,nn”;
$message .= ‘Your order has been shipped via ‘ . $shipping_carrier . ‘ with tracking number ‘ . $tracking_number . “.nn”;
$message .= ‘You can track your package at the carrier website.nn’; // Ideally, provide direct link here based on carrier
$message .= ‘Thank you for your order!nn’;
$headers = array(‘Content-Type: text/plain; charset=UTF-8’);
wp_mail( $to, $subject, $message, $headers );
}
}
Explanation:
- `woocommerce_order_status_completed`: This hook runs whenever an order’s status is changed to “Completed.”
- `wc_get_order($order_id)`: Retrieves the WooCommerce order object.
- `get_post_meta()`: This code *assumes* you’re storing the tracking number and carrier in custom fields named `_tracking_number` and `_shipping_carrier`. You’ll need to adjust this to match how you’re storing the data. If you’re using a plugin to store this data, you’ll need to look at the plugin’s documentation to determine how to access the tracking information from the database.
- `wp_mail()`: WordPress’s built-in function for sending emails. Use this to send the email with the tracking information.
- Place the Code: Add this code to your theme’s `functions.php` file or a custom plugin.
Important: Directly modifying `functions.php` is generally *not recommended* for beginners. It’s better to use a child theme or a dedicated plugin for customizations.
Reasoning: This approach offers maximum flexibility. You can completely control the email content and integrate it with other systems, but requires coding knowledge. This level of customization is useful for complex workflows or integration with external services.
Customizing Your Shipping Confirmation Emails
Regardless of the method you choose, take time to customize the email content to match your brand.
- Use Your Branding: Include your logo, colors, and brand voice in the email.
- Personalize the Message: Address customers by name and thank them for their order.
- Provide Helpful Information: Include links to your return policy, FAQs, or other resources.
- Offer Support: Let customers know how to contact you if they have any questions.
- Include an Estimated Delivery Date: This helps manage customer expectations. Some tracking plugins integrate with the carrier’s API to provide estimated delivery dates directly in the shipping confirmation.
Example: Instead of a generic “Your order has shipped,” try something like:
“Hi [Customer Name],
Great news! Your awesome [product name] is on its way! We’ve shipped your order, and you can track its progress using the following information:
[Tracking Information]
We estimate your order will arrive between [Date Range]. We’re confident you’ll love it! If you have any questions, please don’t hesitate to contact us at [Your Email Address].
Thanks again for your order!
The [Your Store Name] Team”
Testing Your Shipping Confirmation Emails
Always test your shipping confirmation process thoroughly!
1. Place a Test Order: Go through the entire ordering process yourself.
2. Enter Tracking Information: Add the tracking number and carrier information.
3. Verify the Email: Make sure the email arrives correctly, the tracking information is accurate, and the links work.
4. Check for Errors: Look for any typos or formatting issues.
Conclusion
Sending shipping confirmations is a crucial part of providing excellent customer service in your WooCommerce store. By providing timely and accurate information, you can build trust, reduce customer inquiries, and keep your customers happy. Choose the method that best suits your needs and level of technical expertise, and remember to test everything thoroughly! Happy shipping!
