Linnworks has the ability to send emails on your behalf to keep your customers informed about how their order is progressing. It is possible to create various email templates for different Subsources or in different languages to have a more personal approach for your buyers. 

Email notifications are used for:

Automatic dispatch notifications - these emails will be sent automatically after the order is processed

Manual despatch notifications - can be sent to particular customers only when required, for example, exchange, refund or return notification.

Custom despatch notifications - this template will be available to be customized from both, Open and Processed Orders. The user will be able to customize this template at the same time as they send the mail. You can configure the emails to send late shipment details, inform customers of promotions related to the items they’ve bought and much more.

More detailed information about various options can be checked in documentation Email Notifications.

Condition Emails

Email notifications can have either no conditions so they are sent out whenever you process an order or you can set them up to trigger with a specific Source, Subsource, or channel buyer name, among other options. The tags for these variables are [{Source}], [{SubSource}], [{ChannelBuyerName}]. As everywhere else throughout Linnworks, the full list of available tags on any given field can be found in the drop-down menu 'Tags' when editing that field. The most common way to set up a condition is using a single tag which is compared to a word surrounded by double quotes. 

For example:


Sending conditions can be as simple as this or can get much more specific with multiple AND and OR operators. For more in-depth information on setting up sending conditions, please have a look at the printing conditions documentation.

For the subject and body of the email, you can have either completely static templates or use tags to insert information from Linnworks into your email. For the subject, you might mention the customer's name with [{ChannelBuyerName}] or let them know the order id with [{nOrderId}]. In the body of the email you can use tags such as [{ItemTitle}] or [{ItemQuantity}] which are useful for giving the customer information about the items they ordered. You can loop through the full list of items by selecting the 'FOREACH Items' option from the tags dropdown.

Visual Editor - Tags - Items - FOREACH Items

A quick way to do this would be:

[{FOREACH(Items)}][{ItemTitle}] - x[{ItemQuantity}]

Which will produce:

Product 1 - x4
Product 2 - x1

The email body can be just a few sentences in a plain text filled out from 'Visual Editor', thoroughly designed in HTML in the 'HTML Source' tab or anything in between. For a complete rundown of all the options, please have a look at the documentation Editing Email templates.

You might have already created a well-designed invoice template and you can include this in PDF form with your emails as well. To do this you will need to tick the 'Attach PDF' option, when editing your email template and enable 'Email Attachment' on the invoice template in Settings > Template Designer.

'Email Attachment' needs to be enabled on the invoice template