The moment after a customer places an order is surprisingly fragile. Did it go through? Is the price right? When will it arrive? A clear order confirmation answers all three at once, and it gives both sides a written record if anything is questioned later.
This page offers 9+ free order confirmation templates in Word, Excel and PDF, including sales order confirmations, work order confirmations, an order approval form and simple Excel confirmation sheets.
Where an Order Confirmation Fits
Think of a typical sale as a short chain of documents: a quotation sets out the offer, the customer places an order, you send an order confirmation, the goods go out with a delivery note, and finally you issue an invoice. The confirmation is the point where both sides agree on exactly what is being supplied.
What to Show on the Confirmation
- Order number and order date
- Customer name, billing and delivery addresses
- Item descriptions, SKUs, quantities and unit prices
- Discounts, taxes, shipping charges and the total
- Payment status or terms
- Expected dispatch or delivery date
- Contact details for questions or changes
Download Order Confirmation Templates
Small Touches That Prevent Big Problems
Send the confirmation quickly, ideally within an hour of the order. Ask the customer to reply if anything is wrong, and keep the order number consistent across every later document. If an order changes, issue a new confirmation rather than editing the old one, so there is a clear history. For wholesale buyers, it also helps to link to your refund and return policy.
Frequently Asked Questions
What is an order confirmation?
It is a document or email from the seller confirming that an order has been received and accepted, with the items, prices and delivery details.
Is an order confirmation the same as an invoice?
No. A confirmation agrees what will be supplied. An invoice asks for payment once the goods or services are delivered or due.
Can I use these templates for services as well as products?
Yes. The work order confirmation template is designed for services, and the other templates can be adapted by changing the item descriptions.
