How to Customize WooCommerce Emails for Free – No Code Required

When a customer places an order on your WooCommerce store, the email they receive is one of the first direct interactions they’ll have with your brand. These emails are more than just transaction notifications—they’re opportunities to make a lasting impression. Yet, the default WooCommerce email templates can feel plain and impersonal, lacking the branding and warmth that turns a simple message into a memorable customer experience.

Customizing your WooCommerce email templates gives you the power to showcase your brand’s personality, build trust, and create a cohesive customer journey—from browsing your site to post-purchase engagement. The best part? You don’t need to write a single line of code.

In this tutorial, we’ll show you how to easily customize your WooCommerce emails—for free—using a beginner-friendly WooCommerce email plugin called Virfice. Whether you’re running a small store or a growing e-commerce brand, this step-by-step guide will help you turn standard emails into beautifully branded communication that converts and delights.

What are the WooCommerce emails?

WooCommerce automatically sends a variety of transactional emails to keep both store owners and customers informed throughout the shopping journey. These emails are more than just functional—they’re key opportunities to reinforce your brand, build trust, and enhance the overall customer experience.

Customizing these emails allows you to go beyond the generic templates and deliver a professional, branded experience that leaves a lasting impression. Whether it’s a welcome message, an order confirmation, or a refund notification, a well-designed email helps maintain consistency, improves customer satisfaction, and can even encourage repeat purchases.

Here are the core WooCommerce emails you can customize to better match your store’s tone, style, and goals:

The deafult WooCommerce emails:

• New Order – Notifies the store admin when a new order is placed.
• Canceled Order – Sent to the admin when an order is canceled.
• Failed Order – Alerts the admin when a payment fails or is declined.
• Order On-Hold – Sent when an order requires manual review or confirmation.
• Processing Order – Confirms that payment has been received and the order is being prepared.
• Completed Order – Sent when the order has been fulfilled and shipped.
• Refunded Order – Notifies the customer when a refund has been issued.
• Customer Invoice / Order Details – Includes order summary and payment instructions (if applicable).
• Customer Note – Sent when you add a note to a customer’s order in the admin panel.
• Reset Password – Sent when a customer requests to reset their password.
• New Account – Welcomes a customer after they create a new account on your site.

How to customize WooCommerce emails

Customizing WooCommerce email templates isn’t easy. To change the layout, design, or even add a logo of your preferred size, most users have to dive into PHP code or override template files—something that’s far from ideal for the average store owner.

That’s where Virfice – Email Template Customizer for WooCommerce comes in. It helps you customize WooCommerce emails without writing any code with this free WooCommerce email plugin. 

Let’s show you how you can customize your WooCommerce emails with Virfice.

Install and activate the plugin

To get started, head over to your WordPress dashboard and go to Plugins > Add New. In the search bar, type Virfice.

When the plugin appears in the results, click Install Now, then Activate. Once activated, you’ll see a welcome message on your dashboard. Now you’re ready to begin customizing your WooCommerce emails.

Configure basic email settings

Before diving into the design, it’s important to configure a few key settings that ensure your emails look professional and function properly.

Go to Virfice > Settings > Email, where you’ll find fields for the From Name and From Email.

In the From Name field, enter the name you want your customers to see as the sender. This could be your store name or something more personal like: Emily from Fresh Finds or The Fresh Finds Team.

In the From Email field, enter the email address your store will use to send messages—ideally, one that’s monitored and associated with your brand (e.g., [email protected]).

There are also fields for the Reply-To Name and Reply-To Email. These ensure that if a customer replies to your email, it goes to the right place.

Click Save at the top of the screen to apply your changes. With these basic settings in place, you’re ready to move on to designing beautiful, on-brand WooCommerce emails with Virfice.

Design WooCommerce email brand globally

As you use Virfice, you enjoy benefits like customizing the branding of your emails globally. With this setup, you don’t need to repeat the process for each email. Email size, header, footer—everything stays consistent.

Go to Virfice > Settings > Brand and click on “Customize”. 

This will take you to the global branding options.

From there, you can upload a header logo, set colors for the inner and outer email backgrounds, define the email width, and choose colors for other email elements across all your emails. Once you’re done, just hit Save to apply your changes.

Customize WooCommerce emails individually

After setting up your global brand preferences, you can move on to designing individual WooCommerce emails. Head over to Virfice > Emails and select any of the 11 available WooCommerce transactional emails you’d like to customize—let’s begin with the Processing Order email.

Before hitting the Edit button, be sure to enable the Virfice template. This activates the Virfice email builder, giving you full control to design and personalize each email the way you want.

Once you’re in the email editor, you’ll see a preview of your new order email based on the global brand settings you’ve configured. The default content for the new order email is also provided.

Add a header

Enhance your brand identity and professionalism by adding a header to your WooCommerce emails. A well-crafted header can include your logo, brand colors, and other visual elements that ensure a consistent customer experience. Virfice Email Builder provides multiple header variations to match your brand’s style.

To add a header, click on “Ready Blocks” in the Virfice Email Builder, then select “Header” from the right-side panel. Choose the header that fits your design.

Customize order table

Order tables contain the most important information in your WooCommerce transaction emails. They don’t have to be boring. With the Virfice email builder, you can customize the look and feel of the order table in WooCommerce emails.

While customizing your emails, click on the order table or add a new order table element to customize. Then, click on the order table and adjust the table content, header, and other parts in the “Content” tab on the right.

You can also customize the design by displaying product images in the order table and changing the text and background colors. Go to the “Design” tab and personalize the look of your order table your way.

Add a signature

Personalize your emails and build trust by including a signature. A thoughtful signature with your name, role, and contact details adds a professional touch. Virfice Email Builder offers multiple signature templates to choose from.

Click on “Ready Blocks”, then select “Signatures” from the right-side panel. Pick your preferred design.

Add a testimonial

Add testimonials to include social proof and credibility to your emails. Featuring positive customer feedback helps build trust and can influence purchasing decisions. Virfice Email Builder includes various testimonial blocks to suit your tone and layout.

Click on “Ready Blocks”, then select “Testimonials” from the right-side panel. Choose the one that complements your message.

Add a footer 

Footers are essential for wrapping up your email professionally. They can include contact info, legal disclaimers, or unsubscribe links. Virfice Email Builder offers a variety of footer styles to match your brand guidelines.

Click on “Ready Blocks”, then select “Footers” from the right-side panel. Choose the footer design that best fits your needs.

Check emails by sending test emails

Once you’ve customized your emails, you can send test emails to your preferred email address to see exactly how they’ll appear in your customers’ inboxes.

To send a test email, while you’re in the Email Brand Settings or editing any individual email, click on the “Send Test Email” button at the top right corner of the editor.

A pop-up will appear where you can enter one or more email addresses (separated by commas). After entering the addresses, click Send. If everything is set up correctly, you’ll receive the test emails shortly.

Note: Make sure your SMTP settings are properly configured to send test emails successfully.

Conclusion

Customizing your WooCommerce emails doesn’t have to be complicated or expensive. With the right tools—like the Virfice Email Builder—you can easily design professional, on-brand emails without writing a single line of code. From headers to footers and everything in between, you have full control over the look and feel of your store’s communication.

Start customizing today and give your customers an email experience that reflects your brand and builds trust with every order confirmation.