Order Confirmation Message Templates for WhatsApp

Order confirmed messages

Send this as soon as you accept the order. It reassures the customer that a real person has seen it, and gives them the order number to quote if they message you later.

The words in double curly brackets are columns from your sheet: {{name}}, {{order_id}}, {{amount}}, {{items}}, {{date}} and {{tracking_id}}. Name your Excel columns the same way and every customer gets their own details.

1. 1.

   Standard

   Hi {{name}}, your order *{{order_id}}* is confirmed! Total: Rs {{amount}}. We will message you again as soon as it ships. Thank you for shopping with us.

   CopySend to your list
2. 2.

   With items

   Hello {{name}}, thank you for your order! Order no: {{order_id}}. Items: {{items}}. Amount: Rs {{amount}}. Expected dispatch: {{date}}.

   CopySend to your list
3. 3.

   Short

   {{name}}, order {{order_id}} confirmed. Rs {{amount}}. Dispatching by {{date}}. Thanks!

   CopySend to your list
4. 4.

   Instagram shop

   Hi {{name}}, thank you for ordering from our Instagram page! Your order {{order_id}} is confirmed and being packed with love. We will share tracking once it is shipped.

   CopySend to your list
5. 5.

   Handmade

   Hi {{name}}, your order {{order_id}} is confirmed! Each piece is made by hand, so please allow 5 to 7 days for dispatch. We will keep you updated here.

   CopySend to your list
6. 6.

   Formal

   Dear {{name}}, we confirm receipt of your order no. {{order_id}} dated {{date}} for Rs {{amount}}. The invoice is attached. Thank you for your business.

   CopySend to your list
7. 7.

   Check details

   Hi {{name}}, your order {{order_id}} is confirmed. Please check your delivery address and reply YES if it is correct: {{address}}

   CopySend to your list

Payment received confirmation

Many small sellers take UPI before dispatch. Confirming the payment quickly stops the anxious "did you get my payment?" messages.

1. 1.

   UPI

   Hi {{name}}, we have received your payment of Rs {{amount}} for order {{order_id}}. Thank you! Your order will be dispatched by {{date}}.

   CopySend to your list
2. 2.

   Short

   Payment received, {{name}}! Rs {{amount}} for order {{order_id}}. Packing it now.

   CopySend to your list
3. 3.

   Advance

   Dear {{name}}, thank you for the advance of Rs {{amount}}. The balance of Rs {{balance}} can be paid on delivery. Order {{order_id}} is now in process.

   CopySend to your list
4. 4.

   Pending

   Hi {{name}}, your order {{order_id}} is reserved for you. Please pay Rs {{amount}} by UPI to confirm it. We will hold it until {{date}}.

   CopySend to your list
5. 5.

   Formal

   Dear {{name}}, this is to confirm receipt of Rs {{amount}} towards order no. {{order_id}}. Your receipt is attached. Regards.

   CopySend to your list

Order shipped / dispatched message with tracking

Always include the courier name and tracking number. If you have a tracking link, paste it in full so it opens with one tap.

1. 1.

   Shipped

   Good news, {{name}}! Your order {{order_id}} has been shipped via {{courier}}. Tracking ID: *{{tracking_id}}*. Expected delivery: {{date}}.

   CopySend to your list
2. 2.

   With link

   Hi {{name}}, your parcel is on its way! Track it here: {{tracking_link}} (Tracking ID {{tracking_id}}). Thank you for your patience.

   CopySend to your list
3. 3.

   Short

   {{name}}, order {{order_id}} dispatched. {{courier}} tracking: {{tracking_id}}.

   CopySend to your list
4. 4.

   Friendly

   Your package has left our hands and is heading to you, {{name}}! Courier: {{courier}}, tracking no. {{tracking_id}}. It usually takes 3 to 5 days.

   CopySend to your list
5. 5.

   Formal

   Dear {{name}}, your order no. {{order_id}} has been dispatched on {{date}} through {{courier}}, docket no. {{tracking_id}}. Kindly keep the amount ready if COD.

   CopySend to your list
6. 6.

   Local

   Hi {{name}}, your order {{order_id}} has left our shop and our delivery person will reach you today. Please keep your phone handy.

   CopySend to your list

Out for delivery and delivered messages

1. 1.

   Out for delivery

   Hi {{name}}, your order {{order_id}} is out for delivery today! Please keep your phone reachable for the delivery person.

   CopySend to your list
2. 2.

   Out for delivery

   {{name}}, your parcel arrives today. If it is COD, please keep Rs {{amount}} ready. Thank you!

   CopySend to your list
3. 3.

   Delivered

   Hi {{name}}, your order {{order_id}} has been delivered. We hope you love it! Reply here if anything is not right.

   CopySend to your list
4. 4.

   Delivered + review

   Delivered! {{name}}, we hope your order made you smile. If you have a minute, a photo or review would mean a lot to our small team.

   CopySend to your list
5. 5.

   Delivered check

   Dear {{name}}, our courier shows order {{order_id}} as delivered on {{date}}. If you have not received it, please tell us within 48 hours.

   CopySend to your list
6. 6.

   Short

   {{name}}, order {{order_id}} delivered. Thank you for shopping with us!

   CopySend to your list

COD order confirmation messages

Cash-on-delivery orders get returned more often. A quick confirmation before you ship cuts fake and impulse orders, and asking for a reply gives you a clear yes.

1. 1.

   COD

   Hi {{name}}, we received your COD order {{order_id}} for Rs {{amount}}. Please reply YES to confirm and we will ship it today.

   CopySend to your list
2. 2.

   COD

   Dear {{name}}, before we dispatch your cash-on-delivery order {{order_id}}, please confirm your address and that someone will be available to pay Rs {{amount}}.

   CopySend to your list
3. 3.

   COD to prepaid

   Hi {{name}}, your COD order {{order_id}} is ready. Pay Rs {{amount}} by UPI now and we will ship it first, with free delivery.

   CopySend to your list
4. 4.

   COD reminder

   {{name}}, your COD order {{order_id}} is waiting for confirmation. Reply YES to ship it, or NO to cancel. Thank you!

   CopySend to your list
5. 5.

   COD

   Hi {{name}}, thank you for confirming! Your COD order {{order_id}} ships today. Please keep Rs {{amount}} in cash or UPI ready at delivery.

   CopySend to your list

Order delay apology messages

Tell customers about a delay before they have to ask. Give a new date, say sorry once and, if you can, offer something small.

1. 1.

   Delay

   Hi {{name}}, we are sorry, your order {{order_id}} is delayed by a couple of days due to high festive orders. New dispatch date: {{date}}. Thank you for your patience.

   CopySend to your list
2. 2.

   Courier delay

   Dear {{name}}, the courier has informed us of a delay in your area. Your order {{order_id}} should now reach you by {{date}}. We apologise for the wait.

   CopySend to your list
3. 3.

   Stock delay

   Hi {{name}}, one item in your order {{order_id}} is temporarily out of stock. We can ship the rest now, wait until {{date}}, or refund that item. What would you prefer?

   CopySend to your list
4. 4.

   With offer

   {{name}}, we are really sorry your order is taking longer than promised. As an apology, here is 10% off your next order with code SORRY10. It will reach you by {{date}}.

   CopySend to your list
5. 5.

   Weather

   Hi {{name}}, due to heavy rain, deliveries in your area are slow. Your order {{order_id}} is safe and on its way. Expected by {{date}}.

   CopySend to your list

Return, exchange and refund messages

1. 1.

   Return received

   Hi {{name}}, we have received your return request for order {{order_id}}. Our pickup partner will collect it by {{date}}. Please keep the item in its original packing.

   CopySend to your list
2. 2.

   Refund

   Dear {{name}}, your refund of Rs {{amount}} for order {{order_id}} has been processed. It should reflect in your account within 5 to 7 working days.

   CopySend to your list
3. 3.

   Refund UPI

   Hi {{name}}, we have refunded Rs {{amount}} to your UPI today. Reference no: {{ref_no}}. Sorry it did not work out this time.

   CopySend to your list
4. 4.

   Exchange

   Hi {{name}}, your exchange for order {{order_id}} is approved. The new size will be shipped once we receive the original. Thank you for your patience.

   CopySend to your list
5. 5.

   Return declined

   Dear {{name}}, we checked your return for order {{order_id}}. As per our policy, used or washed items cannot be returned, but we are happy to help with an exchange.

   CopySend to your list
6. 6.

   Cancelled

   Hi {{name}}, your order {{order_id}} has been cancelled as requested. Any amount paid (Rs {{amount}}) will be refunded within 5 to 7 working days.

   CopySend to your list

Order confirmation messages in Hindi and Hinglish

1. 1.

   Hindi

   नमस्ते {{name}} जी, आपका ऑर्डर {{order_id}} कन्फर्म हो गया है। कुल राशि: ₹{{amount}}। डिस्पैच होते ही हम आपको सूचना देंगे। धन्यवाद!

   CopySend to your list
2. 2.

   Hindi

   {{name}} जी, आपका ₹{{amount}} का भुगतान प्राप्त हो गया है। आपका ऑर्डर {{date}} तक भेज दिया जाएगा।

   CopySend to your list
3. 3.

   Hindi

   {{name}} जी, आपका ऑर्डर {{order_id}} भेज दिया गया है। ट्रैकिंग नंबर: {{tracking_id}}। अनुमानित डिलीवरी: {{date}}।

   CopySend to your list
4. 4.

   Hindi

   {{name}} जी, आपका ऑर्डर आज डिलीवर होगा। कैश ऑन डिलीवरी है तो कृपया ₹{{amount}} तैयार रखें।

   CopySend to your list
5. 5.

   Hindi

   {{name}} जी, देरी के लिए क्षमा करें। आपका ऑर्डर {{order_id}} अब {{date}} तक पहुँच जाएगा।

   CopySend to your list
6. 6.

   Hinglish

   Hi {{name}} ji, aapka COD order {{order_id}} (Rs {{amount}}) mil gaya hai. Confirm karne ke liye YES reply kijiye, hum aaj hi ship kar denge.

   CopySend to your list
7. 7.

   Hinglish

   {{name}} ji, aapka order deliver ho gaya hai. Pasand aaya toh ek review zaroor dijiye. Thank you!

   CopySend to your list

How to send order updates to many customers with their details

If you dispatch 30 parcels a day, typing each tracking number by hand is slow and error-prone. Rapid Sender is a free tool for WhatsApp that runs in your browser and sends from your own WhatsApp, one chat per customer, filling in each person's order number and tracking ID from your sheet. Numbers do not need to be saved in your phone.

It sends when you press send. It has no auto-reply and does not connect to your store, so it suits a daily batch: export or copy the day's orders into a sheet, then send.

1. 1

   Make the day's sheet

   Put columns such as name, phone, order_id, amount, courier, tracking_id and date in Excel or CSV. One row per order, up to 5,000 rows per upload.

2. 2

   Link your WhatsApp

   On your phone open WhatsApp, Linked devices, Link a device and scan the QR code in Rapid Sender, or use the pairing code.

3. 3

   Upload and paste the template

   Upload the sheet; each column becomes a placeholder like {{tracking_id}}. Paste a template from this page and check the live preview for one customer.

4. 4

   Test and send

   Send a test to your own number, then send to all or only chosen rows. Messages go out one by one with a random 7 to 10 second pause by default.

5. 5

   Check the report

   The live report shows sent and failed messages with the reason. Resend to the ones left and download the report as Excel for your records.

Tips for order messages

• Always include the order number. It saves both of you time when the customer replies.

• Paste tracking links in full. Shortened or broken links make customers think the message is a scam.

• Confirm COD orders before shipping to cut returns, and offer a small prepaid incentive if you can.

• Message only real customers who ordered from you. Unwanted messages get reported, and reports can get a number restricted.

• For a link customers can tap to message you, use the free WhatsApp link generator on this site in your Instagram bio.

Frequently asked questions