How to Customize WooCommerce Emails?

The default WooCommerce emails are functional, but they offer a generic, uninspired experience. Customizing your WooCommerce emails is one of the most effective ways to strengthen your brand identity, improve the customer experience, and even drive repeat business. This guide will walk you through everything you need to know, from simple tweaks to advanced transformations.

Why Bother Customizing Your WooCommerce Emails?

Before we dive into the “how,” let’s quickly cover the “why.” Transactional emails—like order confirmations and shipping notifications—have incredibly high open rates. Customers expect and look for these emails. This gives you a golden opportunity to make a lasting impression.

Here’s what you gain by customizing your emails:

• Reinforce Your Brand: A generic email looks like it could come from anywhere. A custom-branded email, complete with your logo, colors, and fonts, reinforces your brand identity and builds recognition.
• Improve Customer Experience: A well-designed email is easier to read and looks more professional. You can also add helpful information, like links to support pages or product care guides, which adds value for the customer.
• Increase Sales: You can strategically add elements like related product recommendations or a coupon code for a future purchase. This can turn a simple transactional email into a powerful marketing tool.
• Build Trust and Credibility: A polished, professional email signals that you are a legitimate and trustworthy business. This is crucial for building long-term customer relationships.

Now, let’s get into the practical steps for transforming your emails.

The Starting Point: Understanding Default WooCommerce Emails

WooCommerce comes with a set of standard emails that are sent automatically at different stages of the order process. These are triggered by specific events, known as “statuses.”

The main email types include:

• New order: Sent to the store admin when a new order is placed.
• Cancelled order: Sent to the store admin when an order is cancelled.
• Failed order: Sent to the store admin when an order fails.
• Order on-hold: Sent to the customer, contains order details after payment.
• Processing order: Sent to the customer after payment, contains order details.
• Completed order: Sent to the customer when the order is marked complete.
• Refunded order: Sent to the customer when an order is refunded.
• Customer note: Sent when you add a note to an order for the customer.
• Reset password: Sent to a customer after they request a password reset.
• New account: Sent to the customer when they create a new account.

You can view and manage these emails by navigating to WooCommerce > Settings > Emails in your WordPress dashboard.

From this screen, you can enable or disable specific emails, and manage who receives them. By clicking “Manage” next to any email, you can edit the subject line, email heading, and additional content.

Basic Customization in WooCommerce Settings

At the bottom of the WooCommerce > Settings > Emails page, you’ll find the global “Email sender options” and “Email template” settings. These allow for some basic, store-wide customization without touching any code.

Here’s what you can change:

• “From” name: The name that appears in the recipient’s inbox. This should be your store’s name.
• “From” address: The email address that the emails are sent from.
• Header image: You can add your logo here by pasting the URL of an image uploaded to your Media Library.
• Footer text: The text that appears at the bottom of every email. This is a great place for your store’s name, address, or a link to your website.
• Base color: The main color used for headings and links.
• Background color: The color of the email’s outer background.
• Body background color: The color for the main content area.
• Body text color: The color of the email’s text.

While these options are a good start, they are quite limited. To truly make your emails your own, you’ll need to go a step further.

Method 1: Editing Template Files for Full Control

For those comfortable with a bit of code, directly editing the WooCommerce template files offers the highest degree of control. This method involves overriding the default templates with your own customized versions.

Important: Never edit the core WooCommerce plugin files directly. Any changes you make will be lost the next time you update the plugin. The correct way to do this is to use a child theme.

Setting Up a Child Theme

A child theme inherits the look, feel, and functionality of another theme, called the parent theme. It allows you to modify the parent theme’s code without directly altering it. If you don’t already have one, creating a child theme is a straightforward process. Many themes even offer a child theme generator.

Once your child theme is active, you’re ready to start overriding the templates.

Overriding WooCommerce Email Templates

1. Locate the Core Templates: The original email template files are located within the WooCommerce plugin directory at: wp-content/plugins/woocommerce/templates/emails/
2. Copy the Template to Your Child Theme: To override a template, you need to copy it from the plugin directory to your child theme. You’ll need to create a new folder structure within your child theme’s directory: your-child-theme/woocommerce/emails/
3. Copy the File: Let’s say you want to customize the main “Completed order” email. You would copy the file customer-completed-order.php from the plugin’s templates/emails/ folder to your child theme’s woocommerce/emails/ folder.
4. Edit the Copied File: Now you can safely open and edit the copied file in your child theme. This version will now be used instead of the default one.

The email templates are made up of several parts. For example, email-header.php and email-footer.php control the universal header and footer, while files like customer-completed-order.php control the specific content for that email.

Using Hooks and Filters for Targeted Changes

Editing template files is great for structural changes, but what if you just want to add a small piece of content or modify an existing one? This is where WordPress hooks (actions and filters) come in. WooCommerce is packed with them, allowing you to “hook into” the email generation process and run your own code.

You would add this code to your child theme’s functions.php file.

Example: Adding a Custom Message to the Completed Order Email

Let’s say you want to add a thank you message and a coupon code to the bottom of the “Completed Order” email, just before the customer details table. You can use the woocommerce_email_before_order_table action hook.

add_action( 'woocommerce_email_before_order_table', 'add_custom_content_to_emails', 20, 4 );

function add_custom_content_to_emails( $order, $sent_to_admin, $plain_text, $email ) {
    // We only want to target the 'customer_completed_order' email
    if ( $email->id == 'customer_completed_order' ) {
        echo '<h2 style="color: #333;">Thank You for Your Purchase!</h2>';
        echo '<p style="font-size: 14px;">We truly appreciate your business. As a special thank you, use the code <strong>SAVE15</strong> for 15% off your next order!</p>';
    }
}

This code snippet checks if the email being sent is the “Completed Order” email. If it is, it outputs a heading and a paragraph with your custom message and coupon code.

Example: Changing the Email Subject Line

What if you want a more personalized subject line? You can use the woocommerce_email_subject_customer_completed_order filter.

add_filter( 'woocommerce_email_subject_customer_completed_order', 'change_completed_order_subject', 1, 2 );

function change_completed_order_subject( $subject, $order ) {
    global $woocommerce;
    $blogname = get_option( 'blogname' );
    $subject = sprintf( 'Thanks, %s! Your %s order is complete!', $order->get_billing_first_name(), $blogname );
    return $subject;
}

This code grabs the customer’s first name from the order and creates a much friendlier, more personal subject line like: “Thanks, John! Your My Awesome Store order is complete!”

Summary of the Code Method:

• Pros: Complete control over every aspect of the email. A one-time setup that doesn’t require ongoing plugin subscriptions.
• Cons: Requires knowledge of PHP, HTML, and CSS. Can be time-consuming. You are responsible for maintaining the code and ensuring it works with future WooCommerce updates.

Method 2: Using Plugins for No-Code Customization

If you’re not a developer, or you simply want a faster, more visual way to customize your emails, a dedicated plugin is the way to go. There are many plugins available that provide a user-friendly interface for redesigning your WooCommerce emails.

These plugins typically offer features like:

• Drag-and-Drop Builders: Create beautiful, responsive email layouts by simply dragging and dropping elements like text blocks, images, buttons, and social media icons.
• Pre-built Templates: Get started quickly with a library of professionally designed templates that you can customize to match your brand.
• Live Previews: See exactly how your email will look as you’re building it, without having to send test emails constantly.
• Conditional Logic: Show or hide specific content blocks based on order details, such as the product purchased or the total order value.
• Easy Customization: Change colors, fonts, and styles with simple color pickers and dropdown menus.

Using a plugin dramatically lowers the barrier to entry for email customization. It empowers store owners to take control of their branding and messaging without needing to hire a developer.

What to Look for in an Email Customizer Plugin:

• Ease of Use: Does it have an intuitive interface? A drag-and-drop builder is often the most user-friendly option.
• Customization Options: How much control does it give you over the layout, colors, fonts, and content?
• Responsiveness: Does it create emails that look great on both desktop and mobile devices? This is non-negotiable.
• Reliability and Support: Is the plugin well-maintained and updated regularly? Is there good documentation and customer support available?

Summary of the Plugin Method:

• Pros: No coding required. Fast and easy to use. Often comes with pre-designed templates and powerful features.
• Cons: Can add another plugin and potentially a subscription cost to your site. You might be limited by the features of the specific plugin you choose.

The Power User’s Choice: Send by Elementor

For those who want to move beyond simple template customization and unlock a true communication and marketing powerhouse, there’s Send by Elementor. This isn’t just an email customizer; it’s a complete communication toolkit built to integrate seamlessly with WordPress and WooCommerce.

Send by Elementor is designed for web creators and store owners who understand that communication is key to growth. It combines the ease of a visual builder with the power of advanced marketing automation, all without ever leaving your WordPress dashboard.

Why Send by Elementor is a Game-Changer

What sets Send by Elementor apart is its holistic approach. It recognizes that transactional emails are just one piece of the customer journey puzzle.

1. A True Drag-and-Drop, Live Editor

Forget clunky interfaces. Send provides a fluid, live editing experience. You can build your WooCommerce email templates from scratch or customize existing ones with an intuitive drag-and-drop editor. Add columns, images, buttons, and custom HTML with ease. You see your changes in real-time, ensuring your emails are pixel-perfect before they ever reach a customer’s inbox.

2. Deep WooCommerce Integration

This is where the magic happens. Send doesn’t just let you style your emails; it lets you pull dynamic WooCommerce data directly into them.

• Personalized Content: Automatically insert the customer’s name, order details, shipping address, and more.
• Dynamic Product Recommendations: Add a “You might also like…” section that intelligently suggests related products based on the customer’s purchase. This is a proven strategy for driving repeat sales.
• Custom Fields: Pull in data from any custom fields you’ve added to your products or orders.

3. Powerful Marketing Automation

This is what elevates Send from a simple customizer to a professional marketing platform. You can build sophisticated automation flows that trigger based on customer behavior.

• Abandoned Cart Recovery: This is a must-have for any e-commerce store. Automatically send a series of emails to customers who add items to their cart but don’t complete the purchase. Send’s powerful automation can recover a significant percentage of otherwise lost revenue.
• Welcome Series: Don’t just send a “New account” email. Create a multi-email welcome series that introduces your brand, showcases your best products, and offers a special discount to new subscribers.
• Post-Purchase Follow-ups: Automatically send an email a week after an order is completed asking for a review. Or, if a customer buys a consumable product, send a reminder email when it’s time to reorder.

4. Advanced Segmentation

Not all customers are the same. Send allows you to segment your audience based on a huge range of criteria:

• Purchase history: Target customers who have bought a specific product or from a certain category.
• Order value: Send exclusive offers to your high-spending VIP customers.
• Location: Create promotions for customers in a specific city or country.
• Engagement: Target customers who have opened your emails but haven’t clicked, or re-engage those who haven’t purchased in a while.

By sending highly targeted messages, you dramatically increase the relevance and effectiveness of your communication.

5. SMS Integration

The customer journey doesn’t stop at email. Send integrates SMS marketing into the same platform. You can add SMS messages to your automation flows for things like shipping confirmations or flash sale announcements, reaching customers on the channel they check most frequently.

6. Unified Analytics

How do you know if your efforts are paying off? Send provides a single, clear dashboard where you can track everything. Monitor open rates, click-through rates, and conversion rates for all your emails and automations. You can see exactly how much revenue each campaign is generating, proving the ROI of your marketing efforts.

How Send by Elementor Empowers Web Creators

If you build websites for clients, Send by Elementor is a transformative tool. It allows you to move beyond the one-off project and offer ongoing value through marketing and communication services.

• Unlock Recurring Revenue: Instead of just building a site, you can manage your client’s email marketing, abandoned cart sequences, and promotional campaigns for a monthly retainer.
• Strengthen Client Relationships: By actively helping your clients grow their business, you become an indispensable partner, not just a vendor.
• Simplify Your Workflow: You can manage everything from within the familiar WordPress environment. No need to juggle multiple third-party platforms and complex API integrations. It’s a seamless solution that fits perfectly into the ecosystem you already know and trust.

Summary of the Send by Elementor Method:

• Pros: A complete, all-in-one communication platform. Powerful automation and segmentation features. Deep WooCommerce integration for dynamic content. A visual, live editor that’s easy to use. Enables web creators to build recurring revenue streams.
• Cons: As a premium, comprehensive solution, it represents a greater investment than a simple styling plugin.

Step-by-Step: Customizing an Email with Send by Elementor

Let’s walk through how you would customize the “Completed Order” email using Send by Elementor to see how simple and powerful it is.

1. Navigate to Templates: From your WordPress dashboard, go to Send by Elementor > Templates.
2. Choose a Starting Point: You can either start with a pre-designed template or build one from scratch. Let’s choose a base template to modify.
3. Launch the Editor: Open the template in the live drag-and-drop editor.
4. Brand It:

• Logo: Click on the placeholder logo and replace it with your client’s logo.
• Colors: Use the global style settings to change the button colors, link colors, and background colors to match the brand’s palette.
• Fonts: Select fonts that align with the website’s typography.

5. Enhance the Content:

• Personalize the Greeting: Use dynamic tags to pull in the customer’s first name: Hi {{customer.first_name}},.
• Add a Thank You Message: Drag in a new text block and write a warm, personal thank you message.

6. Upsell and Engage:

• Add a Coupon: Drag in a “Button” widget. Label it “Get 15% Off Your Next Order!” and link it to the shop page with the coupon code automatically applied.
• Add Related Products: Drag in the “Products” widget. Configure it to dynamically show products that are related to the items in the customer’s current order.
• Add Social Links: Drag in the “Social Icons” widget and link to the brand’s social media profiles.

7. Assign and Save: Once you’re happy with the design, save the template. Then, navigate to WooCommerce > Settings > Emails, click “Manage” on the “Completed Order” email, and select your new Send by Elementor template from the dropdown.

That’s it. In just a few minutes, you’ve transformed a bland, default email into a beautifully branded, high-converting marketing asset.

Conclusion: Take Control of Your Customer Communication

Customizing your WooCommerce emails is not just a “nice to have” feature; it’s a fundamental part of creating a successful online store. It’s your direct line of communication to the people who matter most—your customers.

We’ve covered three primary methods to get the job done:

• Editing Code: Offers ultimate control but requires technical expertise and ongoing maintenance.
• Using a Plugin: A great, user-friendly option for visual customization without needing to code.
• Using Send by Elementor: The most powerful and comprehensive solution. It combines a best-in-class email editor with advanced automation and segmentation, turning your transactional emails into a revenue-generating machine.

Whichever path you choose, the goal is the same: to move beyond the default and create an email experience that reflects the quality of your brand, delights your customers, and contributes to your bottom line. By investing a little time in your emails today, you’ll be building stronger customer relationships and a more profitable business for years to come.