Running an online store requires handling many situations, yet few test customer relationships like stock shortages. At this moment, many store owners need to tell loyal customers their desired items are temporarily unavailable.
Using appropriate words makes the difference between keeping or losing a customer during these sensitive moments. A carefully written out-of-stock message proves you value the customer’s experience and helps keep their trust despite the disappointment. These examples show how to handle these situations professionally and effectively.
Sample ‘Out of Stock’ Apology Emails
These email templates can help you communicate with customers during stock shortages.
1. The Direct Yet Caring Approach
Subject: Your Order #12345 – Item Currently Out of Stock
Dear valued customer,
Thank you for your recent order of the Limited Edition Leather Tote. We greatly value your choice to shop with us.
Unfortunately, due to very high demand, this item is temporarily out of stock. We expect to receive a new shipment within 5-7 business days.
You have three options: – Wait for the item to be restocked (we’ll hold your order) – Choose a different color or style from our current collection – Request a full refund
Please let us know your preference by replying to this email or calling our customer service team at (555) 123-4567.
As a token of our gratitude for your patience, we’d like to offer you a 15% discount on your next purchase. Use code THANK15 at checkout.
Best regards,
Sarah Thompson
Customer Care Team
2. The Problem-Solving Alternative
Subject: Alternative Options for Your Recent Order
Dear Alex,
We noticed that the Blue Ceramic Plant Pot you ordered recently is temporarily unavailable. Our team wants to help you find the perfect solution.
We have several similar items that might interest you: – The same design in sage green (currently on sale) – A slightly larger size in navy blue – Our newest textured collection with similar features
Should none of these options appeal to you, we can notify you as soon as your original choice becomes available, typically within 10 business days.
To make this right, we’re adding a $10 store credit to your account, valid for any purchase in the next 30 days.
What works best for you? We’re ready to help.
Warmly,
Michael Chen
Product Specialist
3. The Premium Service Recovery
Subject: A Note About Your Luxury Watch Order
Dear Mr. Richardson,
Your order for the Classic Chronograph Watch has caught us at an unexpected moment. Despite our careful inventory management, this particular model is temporarily unavailable.
Our watchmaker expects to complete the next batch within 14 days. Each piece undergoes strict quality control to maintain our high standards.
To show our appreciation for your patience: – Complimentary express shipping upon restock – A leather watch case ($75 value) – Priority access to our upcoming collection
Would you like us to reserve the first available piece for you?
With appreciation,
Victoria Adams
VIP Customer Relations
4. The Small Business Personal Touch
Subject: About Your Handcrafted Pottery Order
Dear Rachel,
Thank you for choosing our small pottery studio. The hand-thrown bowl you selected has been so popular that we’ve run out sooner than expected.
As each piece takes time to craft and fire properly, we need about 8-10 days to create a new batch. Quality matters to us, and we never rush the process.
During this wait, you might enjoy: – 20% off any other piece in our current collection – A behind-the-scenes look at your bowl being made – First pick from the new batch
Please share your thoughts on these options.
Gratefully,
Tom Miller
Master Potter
5. The Seasonal Product Alert
Subject: Update on Your Holiday Collection Order
Dear valued customer,
The Festive Pine Wreath you ordered from our holiday collection has proven more popular than anticipated. We’re currently crafting more to meet demand.
Since this is a seasonal item, we want to ensure you receive it well before the holidays. We expect to ship new orders within 4 business days.
To thank you for your understanding: – Free shipping on this order – Early access to our post-holiday sale – 10% off any other holiday items
Should we proceed with your order for the restock?
Seasonally yours,
Emma White
Holiday Collection Specialist
6. The Technology Product Update
Subject: Stock Update – Latest Model Phone Case
Dear Sam,
Thanks for ordering our Premium Protection Phone Case. The model you selected is currently being replenished.
Our supplier expects delivery within 3 business days. We maintain strict quality standards for all tech accessories, ensuring your device gets the best protection.
While you wait, consider: – Similar models in different colors – Our new shock-resistant collection – A temporary hold with priority shipping
As compensation, receive a free screen protector with your order.
Best regards,
David Park
Tech Accessories Team
7. The Subscription Box Notice
Subject: Changes to Your Monthly Beauty Box
Dear Beauty Box Subscriber,
Your monthly subscription brings news about the Rose Gold Face Serum included in this month’s box. This popular item exceeded our stock predictions.
We can either: – Replace it with our equally luxurious Gold Complex Serum – Ship your box with extra items next month – Credit your account with points for our rewards shop
Your preference matters to us. Let us know what works for you.
We’ve added a bonus sheet mask to thank you for your flexibility.
Beautiful regards,
Lisa Chen
Subscription Manager
8. The Food Product Alert
Subject: Your Gourmet Coffee Order Status
Dear Coffee Lover,
The Single-Origin Ethiopian Beans you ordered need a brief rain check. Our latest batch sold faster than expected.
Our next shipment arrives in 7 days, bringing freshly roasted beans from the same family farm.
Choose from these options: – Wait for the fresh batch – Try our similar Kenyan roast – Receive a full refund
We’ll include a sample of our new breakfast blend as thanks.
Fresh regards,
James Cooper
Head Roaster
9. The Clothing Store Update
Subject: Popular Item Alert – Your Dress Order
Dear Fashion Friend,
The Butterfly Maxi Dress you ordered speaks to your excellent taste. This style became an instant bestseller, and we’re currently awaiting new stock.
Our manufacturer promises delivery within 6 business days. Meanwhile, check out: – The same style in different prints – Similar dresses from the collection – Our new arrivals with comparable styles
Enjoy 20% off any dress purchase as our way of saying thanks.
Stylishly yours,
Maria Garcia
Fashion Consultant
10. The Home Goods Notice
Subject: Update on Your Furniture Order
Dear Valued Customer,
Thank you for selecting our Minimalist Coffee Table. This piece requires a brief waiting period due to current stock levels.
Production resumes next week, with expected delivery in 12-15 days. Our craftsmen ensure each piece meets our quality standards.
Consider these options: – Reserve your piece from the next batch – Browse similar styles available now – Receive a full refund
We’ll include free assembly service for your patience.
Sincerely,
Robert Walsh
Furniture Specialist
11. The Pet Supply Update
Subject: Your Pet’s Favorite Food – Stock Update
Dear Pet Parent,
Thank you for ordering our Premium Salmon Dog Food. This formula’s popularity has led to a temporary shortage.
New stock arrives in 4 days. To ensure your pet’s meal routine stays consistent: – Try our similar Ocean Blend formula – Reserve from the next shipment – Receive recommendations for alternatives
We’ll add a free bag of treats to your next order.
Tail wags,
Kelly Thompson
Pet Nutrition Advisor
12. The Book Order Status
Subject: Your Book Order Update
Dear Book Lover,
The signed copy of “Morning Light” you ordered needs a short delay. This limited edition proved more popular than expected.
The author signs new copies next week. Options include: – Wait for a signed copy – Choose an unsigned copy – Select another book from our collection
Please accept a bookmark set as thanks for your understanding.
Happy reading,
Mark Stevens
Rare Books Department
13. The Art Supply Notice
Subject: Artist Materials Order Status
Dear Creative Soul,
Your order for Professional Watercolor Sets caught us during a restock period. These premium sets should return within 5 days.
While waiting: – Reserve from the next shipment – Try our new collection – Choose individual colors
Receive a free mixing palette with your order for waiting.
Creatively yours,
Nina Brooks
Art Supply Specialist
14. The Garden Center Alert
Subject: Your Plant Order Status Update
Dear Plant Parent,
The Rare Monstera you ordered needs more growing time. These plants take extra care to meet our quality standards.
New plants mature in about 10 days. Meanwhile: – Reserve your plant – Choose a different variety – Get care tips for your future plant
Receive a free bag of premium soil with your order.
Growing regards,
Peter Green
Plant Specialist
15. The Jewelry Store Notice
Subject: Your Custom Jewelry Order Status
Dear Valued Client,
The Silver Chain Bracelet you selected requires additional crafting time. Our artisans work to meet increased demand.
Your piece will be ready in 7 days. Options include: – Wait for this exact design – Choose a ready-made similar style – Select another piece entirely
Enjoy complimentary cleaning solution with your order.
Sparkly regards,
Amanda Gold
Jewelry Consultant
16. The Sports Equipment Update
Subject: Your Fitness Gear Order Status
Dear Fitness Enthusiast,
The Adjustable Dumbbells you ordered face a brief delay. This popular item should return within 6 days.
Consider these alternatives: – Reserve from next shipment – Try our other weight options – Select different equipment
Receive a free workout guide as thanks.
Stay strong,
Chris Powers
Fitness Equipment Specialist
17. The Camera Store Notice
Subject: Photography Equipment Order Update
Dear Photographer,
Your chosen Camera Lens faces a short delay. New stock arrives in 8 business days.
While waiting: – Reserve from next shipment – Try similar focal lengths – Explore our other options
Receive a free lens cleaning kit for your patience.
Sharp regards,
Terry Light
Photography Expert
18. The Craft Supply Status
Subject: Your Yarn Order Status Update
Dear Crafting Friend,
The Merino Wool you selected needs restocking. New supplies arrive in 5 days.
Options include: – Wait for this specific yarn – Try similar weights – Choose different colors
Get a free pattern book with your order.
Crafting wishes,
Susan Thread
Yarn Specialist
19. The Music Store Alert
Subject: Your Guitar Order Status
Dear Musician,
The Acoustic Guitar you chose faces a brief delay. New stock arrives in 9 days.
Consider these options: – Reserve from next shipment – Try similar models – Explore other styles
Receive a free set of premium strings as thanks.
Musical regards,
Rick Strings
Instrument Specialist
20. The Toy Store Notice
Subject: Update on Your Educational Toy Order
Dear Parent,
The Learning Blocks Set you ordered needs restocking. New sets arrive in 4 days.
Meanwhile: – Reserve from next shipment – Try similar learning toys – Choose different educational items
Get a free activity guide with your order.
Playful wishes,
Beth Young
Educational Toy Expert
Wrap-up
These sample emails show how to build customer trust during stock shortages. Each message provides clear solutions while demonstrating genuine care for the customer’s needs. Including compensation or alternatives helps change a potentially negative situation into a positive customer service experience. Success comes from being honest, stating clear timeframes, and suggesting practical solutions that benefit both the business and customer.