A form confirmation email tells someone their form arrived, what happens next and when. It is often the first message a customer gets from you, so it sets the tone for everything after. This guide is ideal for beginners and for teams who answer contact, quote and booking forms. We cover the subject line, what to include, merge tags and how to send an auto reply email in WordPress, in about 10 minutes per form.
The short version
- Send it straight away, to the address the person typed.
- Put their name and what they asked for in the subject.
- Say what happens next and when, in one line.
- Use a From address on your own domain, so it lands in the inbox.
Why send a confirmation email at all?
Because silence after a form makes people wonder if it worked. A quick reply reassures them, gives them a record of what they sent, and cuts the did you get my message? emails. It also buys you time: a line saying you reply within 1 working day means nobody chases you after 2 hours. We send one on every form that a customer fills in.
What should a thank you email after form submission include?
Five things, in this order:
| Part | Example |
|---|---|
| A clear subject | We got your request, Sam |
| A thank you by name | Thanks for getting in touch, Sam. |
| What happens next, and when | We will call you within 1 working day. |
| A copy of what they sent | Their answers, as a list |
| Something useful meanwhile | A link to your prices or opening hours |
Keep it under 150 words, which takes about 30 seconds to read and answers most questions people would ask in the next 24 hours. A confirmation that reads like a person wrote it is more welcome than a long template.
How to send a form confirmation email, step by step
- Open the form in Echo Forms, then Settings > Notifications and actions, and press Add notification.
- Name it Copy to the customer, so you can tell it apart from your own alert.
- In Send to, clear the box, press Insert merge tag and pick their email field, such as
{field:email}. - Write the subject with a merge tag: We got your request, {field:name}.
- Write the message, and add
{all_fields}where their answers should go. - Set From name to your business and From email to an address on your own domain.
- Send a test entry to your own address and read it on your phone. It should arrive within 1 minute; give it 5 minutes before you worry.
The emails for each entry guide shows every setting, including email styles and attachments.
Can the email include a file?
Yes. Add attachment sends a file from your Media Library with every email, such as a price list, a menu or a welcome pack. You can also attach a spreadsheet of the person’s answers. Files people uploaded on the form are not attached; they stay on your site, linked from the entry.
What if confirmation emails do not arrive?
Check the From address first, then your site’s mail setup. An address on your own domain and a proper mail service fix almost every case, as our guide to a WordPress form not sending email explains. Mailchimp’s guide to transactional email is a good read on why receipts like this need reliable delivery.
A form confirmation email takes about 10 minutes to write once, then works on every entry for years. Write it like a short note from a person, send it straight away, and your forms will feel faster than they are. Our entries features show what you can do once the entry arrives.
A confirmation for every form
Notifications and merge tags are free in Echo Forms, with no limit on forms or entries.
