Email Template Offering Services
Email Template Offering Services – But not all businesses respond quickly to all of these customer emails—some of them may not put much effort into their responses.
Engaging customers and solving their problems over email, however, can be a challenge. That’s why we’ve prepared these 18 customer service email templates. Using customer service response templates to track your emails will save you tons of time and help you show your customers that you care:
Email Template Offering Services
Before we dive into templates, let’s talk through the basic structure of a great customer service email.
Business Services Promotional B2b Marketing Email Template Design Stock Vector
Show the customer that they are a real person and that you know their problem is important. If you can do that, you have customer service email gold.
We focus on these email templates. In fact, the less a generic canned response and the more personalized you can make your response to each customer, the better.
Each of these models is best suited for a specific situation. But you can use them as you want. Our “happy customer” email may seem like a great way to ask people to review. Or our “onboarding” email template works for proactive outreach to your customer success team.
That’s totally cool. You can use what works best for you. But there are two things we recommend.
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First, put them in your CRM. That way, whenever you want to send, you can click on the title of the email template you want to use, customize some part of it, and send it. You don’t need to think about what you’re going to say or what information you should include:
Second, make sure you customize the bracketed parts of each email template. We include spaces for your company name, product name, and other specific information you want in some emails. Make sure you replace them with correct information. At the very least, you’ll want to include your client’s name and your name.
Third, personalize messages whenever you can. Whether you have a happy or unhappy customer, personalized emails improve the overall customer experience and therefore lead to building a relationship with the customer, turning them into a loyal customer. People appreciate it when a customer service agent makes an effort to ask additional questions (including open sales questions) that the customer may have. Ask about something you know they would like to do, a previous project they worked on, or anything else that shows you by sending a form email. You really care about this person. Using a CRM makes this step even easier—your software stores these valuable customer details for you in one easy-to-find place:
Finally, double check to make sure you have taken all the bracketed words. It’s easy to miss one and it’s unprofessional. Take a minute with each email to make sure you’ve updated everything.
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When a new customer arrives at your company, you want to make sure they feel welcome. Here’s a quick “hello” customer service email template to help you do just that:
Many companies have resources specifically for new customers. It could be an FAQ page, a series of video tutorials, blog posts, or something else to get people up and running right away. (This is very common in the SaaS world, but it can certainly happen elsewhere.)
Sometimes a customer may request assistance or submit a ticket and disappear. It’s a good idea to follow up to make sure the issue is resolved (and get the ticket off your desk so you can focus on something else):
Your product is amazing. And so is your company. You will get emails from happy customers. Here’s how they answered:
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If you really care about creating product champions, you might even consider giving away a free coupon code or something else of equal value to people who already love your company. They are more likely to refer their friends.
Of course, this is what you have to deal with. It’s not much fun, but it’s a big part of the profession. So you need to prepare.
Instead of trying to come up with an idea on the spot, try to keep a level head and move the conversation forward using this customer service email template:
Of course, there are many times when you get an angry customer complaint in an email. This pattern works best if something goes wrong with your product or customer account, but there are other types of angry emails you will receive. This template won’t work for everything, but it will help you set the right tone in the rest of your emails to angry customers.
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Sometimes you can’t solve the problem or the customer is not satisfied with how long it is taking to solve their request. And they go.
At this point, there’s little you can do about it, but you can at least try to make a good impression with your email:
If you’re in the software business, you get these emails all the time. Customers want a certain feature and they want you to build it. Sometimes you can do it, sometimes you can’t. But you still have to answer. Here’s one way you can do it:
Offering an alternative solution is a great way to show the customer that you want to help. It could be an integration with another service, an app that works well with you, or a different feature that provides a similar function.
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If you’re running a subscription service, you’ll want to remind people when to renew their subscription.
You can have different templates for different situations, like when a customer doesn’t have a valid credit card on file, if they just completed a free trial, or anything else that seems relevant. This is a basic one that is used in most cases:
If a customer emails you a simple question, you can use a template to create a quick response without taking the time to write everything down. Here’s one way to do it:
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After a certain period of time, you may want to ask your customers to review your product or company. This is a customer service email template that will save you a ton of time because it requires very little customization:
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When customers write, they don’t always have the information you need to solve their problem. And even though it can be annoying, it’s important to keep a neutral tone when you answer:
No matter how great your product is, you will occasionally need to process a return or refund. Having a customer service email template makes it easier, especially since you don’t have to customize it too much:
Of course, you may need to include other information such as return code or shipping details. But these will serve you well most of the time.
While “just checking in” emails are the domain of customer service and account management teams, they can also be useful in customer service:
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Pro-Tip: If you want to spice things up a bit, read this article: 4 Creative Alternatives to “Checking in Now” Emails.
Although salespeople are more likely to deal with discount requests, customer service representatives get them from time to time, too. Here’s a quick email to say “yes” to a discount request:
However, you may not always grant a discount request. So here’s an email template to say no:
If possible, set a secondary option. It could be a free month of service, a tip on how to get more out of a subscription, or an alternative price that ends up a better deal.
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Many companies have a lot of customer service information online, but consumers often skip that and go to the email option. Sometimes it’s better to show them a resource that’s already available than to try to explain it to them again:
The resource you show them can be anything from a blog post to a video or support center page. The most important thing is that it solves specific problems.
If your product requires a server or database connection, there’s a good chance you’ll be out of service at some point. And when you do, you can bet you’ll get some emails. Here’s how they answered:
Pro-Tip: Need more tips for managing service interruption issues? Here’s a handy article on how to create a breakdown communication plan!
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A SuperOffice report found that only 3% of companies send a follow-up email to determine if customers are happy with the response they received. This is a great opportunity to stand out from your competition. Here’s how to do it:
As you can see, there are many situations where you can use an email template to make your job easier.
However, you don’t have to use any of these templates word for word. In fact, you shouldn’t.
Use them as a jumping off point to get quality emails into your CRM so you and your team can send them quickly.
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