Best practices for crafting clear and effective statement emails in 2025

When you think of "statement emails," financial emails likely come to your mind. Whether they arrive monthly, quarterly, or on request, these emails are essential for managing finances. But delays can frustrate customers, erode trust, and damage a bank’s reputation. In a world where timely financial communication is non-negotiable, even the slightest delay can cause serious concerns.

That’s why financial institutions must prioritize a fast, secure transactional email service to ensure timely delivery of statement emails. Beyond speed, well-structured content and clear templates enhance the customer experience and build lasting trust. Let's get started with understanding statement emails and their importance.

What is a statement email?

A statement email is a transactional email sent by a bank or fintech organization to its customers, summarizing their account activity over a specific period. It usually includes details such as deposits, withdrawals, transfers, account balances, payments, purchases, credits, and dues.

These emails are regularly sent (monthly or quarterly) or upon request and often include a downloadable PDF attachment of the statement. They're designed to provide customers with a clear and detailed record of their financial transactions while maintaining strict security and compliance standards.

The importance of statement emails

1. E-statements are easy to store

With e-statements delivered via email, your users can store their statements digitally, whether on a smartphone, laptop, or cloud storage platform. This digital convenience allows users to retrieve their statements instantly, organize them effortlessly, and keep a comprehensive record without worrying about physical clutter. This keeps your customers happy through their journey with your bank or service.

2. Statements sent in emails are more secure

Security is a top priority when it comes to sensitive financial information. Statement emails often arrive encrypted or password-protected, ensuring that only the intended recipient can access the document. Banks and service providers use transactional email services to further enhance security by encrypting the email itself. This ensures protection against unauthorized access, phishing, and data breaches.

3. They enhance the user experience

Prompt and transparent communication fosters trust. Statement emails play a crucial role in a customer’s journey with their bank or service provider. When a financial institution sends statement emails monthly or upon request, it reflects its commitment to being transparent with customers. The prompt delivery of statements exactly when users need them not only fulfills their expectations but also showcases the bank’s dedication to providing an exceptional and seamless user experience.

4. They reduce customer support queries

Statement emails simplify access to financial records, significantly reducing the need for users to reach out to customer support for assistance. When customers can easily download and store their statements, they're less likely to contact support teams for duplicate requests or account clarifications. This not only saves time for customers but also reduces the operational load on support teams, allowing businesses to allocate resources more effectively.

10 best practices to craft effective statement emails

1. Start with a clear subject line

Subject lines are key to your open rates. So it's essential to convey the content of the email in a concise and engaging way—ideally within 30 to 40 characters. For statement emails, it’s best to include the type of statement (e.g., monthly, yearly, or custom timeline) and specify the date range to ensure precision and relevance.

Examples of clear and engaging subject lines:

1. Your monthly statement is ready {{Month/Year}}
2. {{Bank Name}}: Statement for December 2024
3. Account summary: {{Month/Year}} statement details inside
4. Important: Your {{Company Name}} account statement for {{Month}}
5. Access your latest statement: January 2025
6. Email account statement of your {{Bank Name}} Bank Account ***XXXX for the period 28-January-2025 to 28-February-2025
    

2. Personalize! Turn up the "you" factor

Personalizing statement emails can strengthen your customers' connection with your bank. You can use their first name in the salutation, use "you" while addressing them, thank them for choosing e-statements, and acknowledge their value as a customer. Highlight how opting for e-statements supports environmental sustainability. Here's an example.

Hello {{First name}},
We would like to thank you for opting for e-statements and helping us in our endeavor to be more environmentally friendly. 

3. Keep your emails short, snappy, and clear.

In statement emails, the key information to be included are:

• What's inside the attachment.
• Let them know the availability of easy downloads.
• Expiration dates to safeguard bank statements.
• Add webpage/website links for feedback and queries.

This e-statement will provide you with a consolidated overview of your savings, checking, and fixed deposit accounts with {{Bank Name}}. It is password-protected and available for easy download. Visit {{website link}} or email us at {{support}} if you have any queries or feedback.

Please note: The current month's statement will remain available for three months.

4. Design for clarity over fancy styles

Keep the design simple for your statement emails. Never forget to incorporate your brand's colors and font style. Always choose fonts that are easily readable and legible for all age groups. Customers will always associate your brand with these design elements.  

5. Lead the way with a clear CTA

You can add an effective call to action only for redirecting your users to a different page to view their password-protected statements. You can use "View your statement" if you're not attaching any statements as PDFs.

6. Use your customer support for building stronger relationships

Customer support plays a major role in building a good relationship with your brand. This is a great strength for your customers because they don't have to wander in search of information or clarification. So it's necessary to provide clear contact information in the form of an email address or phone number.

 Visit {{website}} or email us at {{contact@xyz.com}} if you have any questions.

7. Fonts matter—pick wisely, size generously

Choosing the right font for statement emails ensures clarity and easy readability. Stick to clean, professional fonts like Arial or Roboto. Avoid decorative styles that can be hard to read. Keep the font size at least 12 to 14 points for body text and larger for key details like balances and due dates. Use visual cues to highlight important information, making it easy to scan. A well-sized, legible font improves accessibility, especially for customers reading emails on mobile devices.

8. Lock it up: Password-protect statement PDFs

Password protection ensures that personal financial details remain secure, even if an statement email is accidentally accessed by someone else. It prevents unauthorized parties from viewing sensitive information like account balances and transactions. This extra layer of security helps protect against fraud and identity theft. While it may be an added step, it gives your customers peace of mind that their financial data is safe.

9. Offer quick how to's to open these statements

Including a quick how-to guide in statement emails ensures that users can easily access their statements without confusion. Without clear instructions, customers may struggle to open files, leading to frustration and increased support queries. A simple how-to enhances the user experience, making the process seamless. It also builds trust while reducing the need for customer support.

10. Don't skip proofreading your email content

The last step is to proofread your emails. Small typos in amounts, dates, or account information can cause misunderstandings or even legal issues. Well-proofed statement emails enhance credibility and professionalism, reinforcing customer trust in the bank. So, remember to check for clarity and correctness. This can drastically reduce customer support inquiries.

Why should you use ZeptoMail for sending statement emails?

1. There's separate infrastructure for better email deliverability

Many banks and financial services use business email accounts for both marketing and transactional emails. But if you don't properly separate your marketing and transactional emails, your statement emails may be flagged as spam.

ZeptoMail is a dedicated transactional email service designed specifically for sending critical emails like statement emails. With a separate infrastructure for transactional emails, ZeptoMail helps you improve domain and sender reputation. This will ensure that your messages land safely in your customers’ inboxes—not their spam folders.

2. Deliver emails at lightning speed

Statement emails are time-sensitive—whether it’s a monthly summary or an on-demand request, your customers expect them instantly. Any delay can cause confusion or flood your support team with avoidable queries.

With ZeptoMail, there’s no waiting game. Your statements reach inboxes right on time, ensuring a smooth, hassle-free experience for both you and your customers

3. Built with a security-first approach

Banks handle highly sensitive customer data, making security a top priority when sending statement emails. To safeguard against fraud and cyber threats, they must follow strict measures like email encryption, password protection, and secure delivery to prevent unauthorized access and data breaches.

That’s why many banks trust ZeptoMail, a transactional email service built with a security-first approach that ensures:

✅ Secure data storage (data centers across the globe)

✅ Advanced email security (DKIM, DMARC, spam monitoring) 

✅ Encryption at rest 

✅ In-transit protection (TLS encryption)

✅ User-level security controls (access level of users)

With ZeptoMail, your statement emails aren’t just delivered—they’re protected every step of the way.

4. Managing a high volume of statement emails

Imagine the sheer number of statement emails your bank or service sends out each month—thousands upon thousands! And the catch? Every customer expects theirs on the very first day of the month. That’s a massive bulk email task.

This is where ZeptoMail offers the perfect solution. Unlike regular business emails, ZeptoMail lets you send unlimited emails per day, ensuring smooth and timely delivery. No more email overload worries—just sit back and watch ZeptoMail manage your high-volume emails. All of your statements land right in your customers' inboxes without any delay.

5. Easy email tracking and comprehensive reports

Keeping track of the statement emails you send can be challenging without a proper email tracking system. You'll have no clear insight into how your emails are performing—whether they’ve been delivered, opened, or bounced—without using detailed reports. This lack of visibility can affect customer communication and troubleshooting efforts.

With ZeptoMail, you get real-time email tracking and comprehensive reports that give you a complete overview of your email performance. Monitor sent emails, delivered ones, bounces, bounce categories, and more—all in one place. These insights help you optimize your email strategy, resolve issues quickly, and ensure that your transactional emails reach the right inboxes without fail.

How do you craft the perfect statement email for your business?

The essential components of a statement email

1. Subject line

2. Body of the email

• Salutation
• Statement summary
• How to access the attachment
• Password-protected attachment 

3. Closing

• Links to support
• Convey your regards

4. Password-protected attachment

Statement email template examples

Template #1: Monthly account statement email

Sent to customers who have chosen to receive their monthly statements via email. 

Subject line: {{Bank name}}: Your monthly account statement is ready!

Dear {{Customer name}},

Your monthly account statement for {{Month, Year}} is now available. This e-statement will provide you with a consolidated overview of your savings, current, and fixed deposit accounts with {{Bank name}}. You can also download it anytime from our {{Bank name}} online portal.

How do you open your statement?

Your password is a combination of the first four letters of your name in UPPERCASE (as shown on your account statement, excluding spaces and periods) combined with the four-digit year of your birth.

Security reminder: This statement will be available for download until {{Expiration date}}.

For any questions or feedback, visit {{support@abc.com}} or contact us at {{Website link}}.

Best regards,
{{Bank Name}}

Template #2: Statement emails delivered upon request

Sent to customers who've opted to receive their statements via email within their chosen timeframe. 

Subject line: Your requested account statement is ready for download

Dear {{Customer name}}},

Thank you for choosing e-statements and supporting our commitment to an eco-friendly and paperless banking experience.

We're pleased to provide your account statement in a clear, easy-to-read, and comprehensive format. This statement offers a consolidated view of your savings, checking, and fixed deposit accounts where you're the primary account holder. It includes valuable insights into your transactions, account profile, and essential security tips to help you stay informed and protected.

Your requested statement for {{Date range}} is attached below. We hope you find it useful and convenient. If you have any feedback, feel free to visit {{Bank’s website}} or email us at {{support@abc.com}}

Best regards,
{{Bank name}}

Template #3: Year-end statement email

Sent yearly to customers who have chosen to receive their statements via email. 

Subject line: Your {{2025}} year-end account statement is ready 🎉

Dear {{First name}},

As we wrap up another year, we’d like to thank you for choosing e-statements and supporting our move towards a greener, paperless future.

Your 2025 year-end statement is now available, giving you a comprehensive overview of your financial activity across your savings, checking, and fixed deposit accounts where you are the primary holder. This statement provides key insights into your transactions, account balances, and annual summary, helping you review and plan for the year ahead. Additionally, you’ll find useful financial insights and security reminders to keep your banking experience seamless and secure.

Your statement for 2025 is attached below for easy reference. If you need any assistance or have feedback, feel free to visit {{Bank’s website}} or reach out to us at {{support@abc.com}}.

Wishing you a prosperous and financially secure new year! 🎊

Best regards,
{{Bank name}}

Wrapping up

As digital communication continues to evolve, optimizing your statement emails with personalization, accessibility, and visual clarity will set you apart from your competition. Keep refining your approach, listen to customer feedback, and ensure that every email delivers value. After all, a great statement email doesn’t just inform—it strengthens relationships.