Send customer email when order is manually cancelled by admin

Hello @crusader445!

This is highly impractical in real-world B2C scenarios – especially when the order cannot be fulfilled (e.g. due to production limitations in 3D printing).

Yes, but in that case, you’d be issuing a refund for the customer, correct? In that case, the refund email will also serve as the cancellation email. 🙂

I’m not sure if the cancelled email contains information that you might not want to disclose to the customer, however, you can use this snippet to CC the customer to the same email sent to you:
https://www.businessbloomer.com/woocommerce-send-cancelled-order-email-to-customer/

Hope this helps!

And this sends the customer an email when the order is manually cancelled.

add_action('woocommerce_order_status_cancelled', function ($order_id) {
    $order = wc_get_order($order_id);
    if (!$order) {
        return;
    }

    $to = $order->get_billing_email();
    if (empty($to)) {
        return;
    }

    $subject = 'Your order has been cancelled';
    $headers = ['Content-Type: text/html; charset=UTF-8'];

    $message  = '<p>Dear ' . esc_html($order->get_billing_first_name()) . ',</p>';
    $message .= '<p>Your order #' . esc_html($order->get_order_number()) . ' has been cancelled.</p>';
    $message .= '<p>If you have any questions, feel free to contact us.</p>';
    $message .= '<p>Thank you,<br>' . get_bloginfo('name') . '</p>';

    wp_mail($to, $subject, $message, $headers);
});

You can do that as well by adding the customer email address to the cancelled order email and send it to the customer rather than the admin. This is tested and works :

// Disable admin cancellation email
add_filter('woocommerce_email_enabled_cancelled_order', '__return_false');

add_action('woocommerce_order_status_cancelled', function ($order_id) {
    $order = wc_get_order($order_id);
    if (!$order) {
        return;
    }

    $to = $order->get_billing_email();
    if (empty($to)) {
        return;
    }

    $subject = sprintf('Order #%s has been cancelled', $order->get_order_number());
    $headers = array('Content-Type: text/html; charset=UTF-8');

    // Start building the email content
    $message = '<div style="background-color: #f7f7f7; padding: 20px; font-family: Arial, sans-serif;">';
    $message .= '<div style="background-color: #ffffff; padding: 20px; border-radius: 5px; box-shadow: 0 1px 3px rgba(0,0,0,0.1);">';
    
    // Header
    $message .= '<h1 style="color: #720eec; margin-bottom: 20px;">Order Cancelled</h1>';
    
    // Order details
    $message .= '<p>Dear ' . esc_html($order->get_billing_first_name()) . ',</p>';
    $message .= '<p>Your order #' . esc_html($order->get_order_number()) . ' has been cancelled.</p>';
    
    // Order items
    $message .= '<h2 style="color: #720eec; margin: 20px 0;">Order Details</h2>';
    $message .= '<table style="width: 100%; border-collapse: collapse; margin-bottom: 20px;">';
    $message .= '<tr style="background-color: #f8f8f8;"><th style="padding: 10px; text-align: left;">Product</th><th style="padding: 10px; text-align: right;">Total</th></tr>';
    
    foreach ($order->get_items() as $item) {
        $message .= '<tr>';
        $message .= '<td style="padding: 10px; border-bottom: 1px solid #eee;">' . esc_html($item->get_name()) . ' × ' . esc_html($item->get_quantity()) . '</td>';
        $message .= '<td style="padding: 10px; border-bottom: 1px solid #eee; text-align: right;">' . wc_price($item->get_total()) . '</td>';
        $message .= '</tr>';
    }
    
    // Order totals
    $message .= '<tr><td colspan="2" style="padding: 10px;"></td></tr>';
    $message .= '<tr><td style="padding: 10px; text-align: right;"><strong>Total:</strong></td>';
    $message .= '<td style="padding: 10px; text-align: right;"><strong>' . wc_price($order->get_total()) . '</strong></td></tr>';
    $message .= '</table>';
    
    // Footer
    $message .= '<p>If you have any questions, please contact us.</p>';
    $message .= '<p>Thank you,<br>' . get_bloginfo('name') . '</p>';
    
    $message .= '</div></div>';

    wp_mail($to, $subject, $message, $headers);
});