How to Customize the Return & Exchange Email Notifications

Customise the subject, heading, and body of each return and exchange email from the WooCommerce email settings screen.

WooCommerce → Returns Center → Email Notifications

Sent automatically when a customer submits a return request. Confirms the request was received and is under review.

Email Subject — Subject line of the email.
Email Heading — Heading displayed at the top of the email body.
Email content — Main body text of the email.
Return Items Title — Heading above the list of returned items.
Additional content — Optional text appended after the main content.
Available variables — {site_title} {order_date} {order_number} {customer_full_name} {customer_first_name} {customer_last_name} {customer_username} {store_address} {phone_number}

Sent when an admin approves a return request. Includes approval details and any instructions for returning the item.

Email Subject — Subject line of the email.
Email Heading — Heading displayed at the top of the email body.
Email content — Main body text of the email.
Return Items Title — Heading above the list of returned items.
Additional content — Optional text appended after the main content.
Available variables — {site_title} {order_date} {order_number} {customer_full_name} {customer_first_name} {customer_last_name} {customer_username} {store_address} {phone_number}

Sent when an admin rejects a return request. Typically explains the reason for rejection and any next steps.

Email Subject — Subject line of the email.
Email Heading — Heading displayed at the top of the email body.
Email content — Main body text of the email.
Return Items Title — Heading above the list of returned items.
Additional content — Optional text appended after the main content.
Available variables — {site_title} {order_date} {order_number} {customer_full_name} {customer_first_name} {customer_last_name} {customer_username} {store_address} {phone_number}

Sent automatically when a customer submits an exchange request. Confirms the request was received and is under review.

Email Subject — Subject line of the email.
Email Heading — Heading displayed at the top of the email body.
Email content — Main body text of the email.
Exchange Items Title — Heading above the list of exchange items.
Additional content — Optional text appended after the main content.
Available variables — {site_title} {order_date} {order_number} {customer_full_name} {customer_first_name} {customer_last_name} {customer_username} {store_address} {phone_number}

Sent when an admin approves an exchange request. Includes approval details and instructions for the exchange.

Email Subject — Subject line of the email.
Email Heading — Heading displayed at the top of the email body.
Email content — Main body text of the email.
Exchange Items Title — Heading above the list of exchange items.
Additional content — Optional text appended after the main content.
Available variables — {site_title} {order_date} {order_number} {customer_full_name} {customer_first_name} {customer_last_name} {customer_username} {store_address} {phone_number}

Sent when an admin rejects an exchange request. Typically explains the reason and any alternative steps.

Email Subject — Subject line of the email.
Email Heading — Heading displayed at the top of the email body.
Email content — Main body text of the email.
Exchange Items Title — Heading above the list of exchange items.
Additional content — Optional text appended after the main content.
Available variables — {site_title} {order_date} {order_number} {customer_full_name} {customer_first_name} {customer_last_name} {customer_username} {store_address} {phone_number}

Next Steps

SMS Notifications — add SMS alerts alongside these email notifications.
Translation — translate email strings with Loco Translate or WPML.
Modify Recipient Email (Developer) — route email notifications to different addresses per product or vendor.