Guide for roasters
Order and delivery confirmations: what goes in the message and who it goes to.
An order confirmation tells the customer that the order has been received and when the coffee will arrive. A delivery confirmation tells them the coffee is on its way. A good confirmation is short, contains the details that let the customer spot a mistake in time, and goes to the right people.
Haimoo Company Oy · Published 1 November 2026 · Reading time about 4 minutes
Why send a confirmation
The confirmation is the last moment when a wrong grind or a wrong date is easy to fix. After that the coffee has already been roasted. It also reduces calls: when customers know the delivery date, they do not need to ask.
An order confirmation includes
- Order number, so the customer can refer to it.
- Products with quantities and bag sizes.
- Grind line by line, if the coffee is ground.
- Delivery date and delivery method: transport or pickup.
- Delivery address, especially if the customer has several.
- Price, and whether it includes VAT or not.
- A contact detail the customer can reply to directly.
A delivery confirmation includes
The same order number, what left, when it will arrive or be ready for pickup, and any tracking information. If the order is delivered in parts, say what left now and what comes later.
Example message
Subject: Order confirmation 1052: delivery on Thursday
Hi Ella,
Thank you for your order. We will deliver on Thursday 5 November to Rantakatu 1, Town.
6 × 1 kg Rituaali, beans
10 × 250 g Rituaali, filter grind
If anything is wrong, reply to this message by Tuesday at the latest.
The names and figures in this example are made up.
Who the message goes to
A company's main address is not always the same person who placed the order. In a restaurant, the person ordering, the kitchen and purchasing can be different people. Send the confirmation to those who need it, and send each their own message: then nobody sees the others' addresses, and the greeting can be personal.
Most common mistakes
- The confirmation goes to the wrong address because an old message was copied.
- The grind is missing, and the customer only notices from the package.
- The delivery date is vague, such as "next week".
- Nobody knows whether the message went out, so it is sent twice or not at all.
How Haimoo Flow does this
In Flow the confirmation is sent from the order. The preview shows the message as the recipient will see it, and you can choose the customer's main address and contact persons as recipients. Everyone gets their own message under their own name, and a message cannot be sent to anything other than the customer's own address. The order's history shows every send with its addresses. Read more about Orders.
Questions about confirmations
All questionsWhat goes in an order confirmation?
Order number, the ordered products with quantities and bag sizes, grind, delivery date, delivery method and delivery address, plus price. Also a contact detail to reply to if something is wrong.
Who should the confirmation go to?
The customer's main address and the person who ordered or will receive the coffee. In a large restaurant, the person ordering, the kitchen and purchasing can be different people.
What is the difference between an order and a delivery confirmation?
An order confirmation says the order has been received and when it will be delivered. A delivery confirmation says the coffee has left or is ready for pickup.