Transactional Email Catalog
A comprehensive catalog of transactional emails organized by category, plus recommended email combinations for different app types.
When to Use This
- Planning what transactional emails your app needs
- Choosing the right emails for your app type
- Understanding what content each email type should include
- Implementing transactional email features
Email Combinations by App Type
Use these combinations as a starting point based on what you're building.
Authentication-Focused App
Apps where user accounts and security are core (login systems, identity providers, account management).
Essential:
- Email verification
- Password reset
- OTP / 2FA codes
- Security alerts (new device, password change)
- Account update notifications
Optional:
- Welcome email (must not be promotional)
- Account deletion confirmation
Newsletter / Content Platform
Apps focused on content delivery and subscriptions.
Essential:
- Email verification
- Password reset
- Welcome email (must not be promotional)
- Subscription confirmation
Optional:
- OTP / 2FA codes
- Account update notifications
E-commerce / Marketplace
Apps where users buy products or services.
Essential:
- Email verification
- Password reset
- Welcome email (must not be promotional)
- Order confirmation
- Shipping notifications
- Invoice / receipt
- Payment failed notices
Optional:
- OTP / 2FA codes
- Security alerts
- Subscription confirmations (for recurring orders)
SaaS / Subscription Service
Apps with paid subscription tiers and ongoing billing.
Essential:
- Email verification
- Password reset
- Welcome email (must not be promotional)
- OTP / 2FA codes
- Security alerts
- Subscription confirmation
- Subscription renewal notice
- Payment failed notices
- Invoice / receipt
Optional:
- Account update notifications
- Feature change notifications (for breaking changes)
Financial / Fintech App
Apps handling money, payments, or sensitive financial data.
Essential:
- Email verification
- Password reset
- OTP / 2FA codes (required for sensitive actions)
- Security alerts (all types)
- Account update notifications
- Transaction confirmations
- Invoice / receipt
- Payment failed notices
Optional:
- Welcome email (must not be promotional)
- Compliance notices
Social / Community Platform
Apps focused on user interaction and community features.
Essential:
- Email verification
- Password reset
- Welcome email (must not be promotional)
- Security alerts
Optional:
- OTP / 2FA codes
- Account update notifications
- Activity notifications (mentions, replies)
Developer Tools / API Platform
Apps targeting developers with API access and integrations.
Essential:
- Email verification
- Password reset
- OTP / 2FA codes
- Security alerts
- API key notifications (creation, expiration)
- Subscription confirmation
- Payment failed notices
Optional:
- Welcome email (must not be promotional)
- Usage alerts (approaching limits)
- Feature change notifications
Healthcare / HIPAA-Compliant App
Apps handling protected health information.
Essential:
- Email verification
- Password reset
- OTP / 2FA codes (required)
- Security alerts (all types, detailed)
- Account update notifications
- Appointment confirmations
Optional:
- Welcome email (must not be promotional)
- Compliance notices
Note: Healthcare apps have strict requirements. Emails should contain minimal PHI and link to secure portals for sensitive information.
Full Email Catalog
Authentication & Security
Email Verification / Account Verification
When to send: Immediately after user signs up or changes email address.
Purpose: Verify the email address belongs to the user.
Content should include:
- Clear verification link or code
- Expiration time (typically 24-48 hours)
- Instructions on what to do
- Security notice if link is clicked by mistake
Best practices:
- Send immediately (within seconds)
- Include expiration notice
- Provide resend option
- Link to support if issues
OTP / 2FA Codes
When to send: When user requests two-factor authentication code.
Purpose: Provide time-sensitive authentication code.
Content should include:
- The OTP code (clearly displayed)
- Expiration time (typically 5-10 minutes)
- Security warnings
- Instructions on what to do if not requested
Best practices:
- Send immediately
- Code should be large and easy to read
- Include expiration prominently
- Warn about sharing codes
- Provide "I didn't request this" link
Password Reset
When to send: When user requests password reset.
Purpose: Allow user to securely reset forgotten password.
Content should include:
- Reset link (with token)
- Expiration time (typically 1 hour)
- Security warnings
- Instructions if not requested
Best practices:
- Send immediately
- Link expires quickly (1 hour)
- Include IP address and location if available
- Provide "I didn't request this" link
- Don't include the old password
Security Alerts
When to send: When security-relevant events occur (login from new device, password change, etc.).
Purpose: Notify user of account security events.
Content should include:
- What happened (clear description)
- When it happened
- Location/IP if available
- Action to take if suspicious
- Link to security settings
Best practices:
- Send immediately
- Be clear and specific
- Include actionable steps
- Provide way to report suspicious activity
Account Management
Welcome Email
When to send: Immediately after successful account creation and verification.
Purpose: Welcome new users and guide them to next steps (must not be promotional).
Content should include:
- Welcome message
- Key features or next steps
- Links to important resources
- Support contact information
Best practices:
- Send after email verification
- Keep it focused and actionable
- Don't overwhelm with information
- Set expectations about future emails
Account Update Notifications
When to send: When user changes account settings (email, password, profile, etc.).
Purpose: Confirm account changes and provide security notice.
Content should include:
- What changed
- When it changed
- Action to take if unauthorized
- Link to account settings
Best practices:
- Send immediately after change
- Be specific about what changed
- Include security notice
- Provide easy way to revert if needed
E-commerce & Transactions
Order Confirmations
When to send: Immediately after order is placed.
Purpose: Confirm order details and provide receipt.
Content should include:
- Order number
- Items ordered with quantities
- Pricing breakdown
- Shipping address
- Estimated delivery date
- Order tracking link (if available)
Best practices:
- Send within minutes of order
- Include all order details
- Make it easy to print or save
- Provide customer service contact
Shipping Notifications
When to send: When order ships, with tracking updates.
Purpose: Notify user that order has shipped and provide tracking.
Content should include:
- Order number
- Tracking number
- Carrier information
- Expected delivery date
- Tracking link
- Shipping address confirmation
Best practices:
- Send when order ships
- Include tracking number prominently
- Provide carrier tracking link
- Update on major tracking milestones
Invoices and Receipts
When to send: After payment is processed.
Purpose: Provide payment confirmation and receipt.
Content should include:
- Invoice/receipt number
- Payment amount
- Payment method
- Items/services purchased
- Payment date
- Downloadable PDF (if applicable)
Best practices:
- Send immediately after payment
- Include all payment details
- Make it easy to download/save
- Include tax information if applicable
Subscriptions & Billing
Subscription Confirmations
When to send: When user subscribes or changes subscription.
Purpose: Confirm subscription details and billing information.
Content should include:
- Subscription plan details
- Billing amount and frequency
- Next billing date
- Payment method
- Link to manage subscription
Best practices:
- Send immediately after subscription
- Clearly state billing terms
- Provide easy cancellation option
- Include support contact
Subscription Renewal Notices
When to send: Before subscription renews (typically 3-7 days before).
Purpose: Notify user of upcoming renewal and charge.
Content should include:
- Renewal date
- Amount to be charged
- Payment method on file
- Link to update payment method
- Link to cancel if desired
Best practices:
- Send with enough notice (3-7 days)
- Be clear about amount and date
- Make it easy to update payment method
- Provide cancellation option
Payment Failed Notices
When to send: When subscription payment fails.
Purpose: Notify user of payment failure and provide resolution steps.
Content should include:
- What happened
- Amount that failed
- Reason for failure (if available)
- Steps to resolve
- Link to update payment method
- Consequences if not resolved
Best practices:
- Send immediately after failure
- Be clear about consequences
- Provide easy resolution path
- Include support contact
Notifications & Updates
Feature Announcements (Transactional)
When to send: When a feature the user is using changes significantly.
Purpose: Notify users of changes that affect their use of the service.
Content should include:
- What changed
- How it affects the user
- What action (if any) is needed
- Link to more information
Best practices:
- Only for significant changes
- Focus on user impact
- Provide clear next steps
- Link to documentation
Note: General feature announcements are marketing emails. Only send as transactional if the change directly affects an active feature the user is using.
Related Topics
- Email Types - Understanding transactional vs marketing
- Transactional Emails - Best practices for sending transactional emails
- Compliance - Legal requirements for each email type