Most businesses appreciate personalized customer service, as it enhances customer satisfaction.
Given that email is widely used to address customer concerns and complaints, utilizing customizable customer service email templates can be the best solution to ensure the personalization of support responses.
In fact, according to Email Analytics, 98% of customers use emails for their customer service interactions on a regular basis.
To ensure consistent and efficient customer service, provide a response to every email from customers to create a lasting relationship and to save time.
In this blog post, we will discuss about what customer service email is, best practices for writing customer service email, how to respond to an angry customer and some customer service email templates.
What are customer service emails?
A customer service email is any response sent through email by a customer support agent that addresses a customer complaint, query, or feedback.
Customer service email templates are prewritten emails that are used to address common or recurring customer complaints and queries.
These customer service templates save time and maintain uniformity in tone and language.
Best practices for writing customer service emails
Here are the guidelines on how to customize customer service response templates and enhance your email writing skills:
- Use your customers’ names.
- Familiarize yourself with customers’ conversation history from your database.
- Revive your knowledge about important details of your business and customers.
- Strive to thoroughly understand customers’ problems or issues.
- Use a customer service tool that comes with integrated templates.
- Offer specific solutions or steps to resolve the issues.
- Anticipate extra questions or concerns.
How to respond to an angry customer
Responding to an angry customer involves understanding their needs, complaints, offering a prompt response or service and ensuring their satisfaction.
Here are some ways to respond to them:
- Apologize for the negative experience: Start by apologizing for the customer’s negative experience, showing that you recognize their frustration and take responsibility for any mistakes.
- Explain what went wrong: Provide an explanation for the issue and why it occurred, helping the customer understand and preventing similar problems in the future.
- Reassure customers that it won’t happen again: Assure the customer that measures are being taken to prevent similar issues, hence rebuilding trust and confidence.
- Respond promptly: Respond quickly to angry customer emails to show you value their feedback and take their concerns seriously, defusing the situation and preventing more frustration.
- Offer context for the incident: If there were extenuating circumstances, provide context to help the customer understand and reduce frustration.
- Invite further feedback: Encourage the customer to share any additional questions or concerns, showing your openness to constructive conversation.
- Suggest compensation: Consider offering an incentive, refund, or discount to compensate for their negative experience, showing that you value their business.
- Follow up: Check in with the customer later to ensure their satisfaction and address any further issues, demonstrating your commitment to exceptional service.
The best customer service email templates
The following customer service email templates encompass customer service categories you may come across when communicating with customers via email.
Introduction email templates
Use these customer service email templates to welcome new clients, present new staff members, or to simply check in from time to time.
1. Thank you for reaching out
This email is crucial for all businesses to convey appreciation to their customers, as it fortifies connections and cultivates enduring relationships.
You can use the following template sample to thank them:
Dear [Customer’s Name],
We appreciate you contacting us regarding your inquiry. Your interest in our products/services is highly valued. Our team is currently processing your query and will respond within the shortest time possible.
Best Regards,
[Your Name]
2. Checking in with a customer
This customer service email template is used to communicate with a customer after they have made a purchase or interacted with the company.
Usually, the email asks for feedback about the customer’s experience and may also share information about other products or services.
You can check in with clients using the following template:
Dear [Customer’s Name],
We trust that this email reaches you in good health. We would like to inquire about the progress of your recent acquisition of [product name]. Are you satisfied with your purchase? Kindly inform us if there is anything we can do to aid or enhance your experience.
Best Regards,
[Your Name]
3. Welcome email template
When a customer signs up for your product or service, it is important for you to welcome them warmly with welcome messages and make them feel appreciated.
The following welcome email template can help you do this by setting a positive tone for the customer journey and establishing your brand as one that is friendly and helpful.
Dear [Customer’s Name],
We are delighted to extend a warm welcome to you as a valued member of our company. We highly encourage you to avail yourself of any support or guidance you may require, as we are readily available to help whenever needed.
Best Regards,
[Your Name]
4. Customer onboarding email template
The onboarding customer service email presents new customers with essential information regarding the company and what it offers.
It includes details on where to locate helpful onboarding resources, how to begin, and ways to get in touch with customer service.
Here is a working example:
Dear [Customer’s Name],
Welcome and thank you for choosing our service! We are excited to have you on board and want to ensure that your experience with us is smooth and enjoyable. To get you started, we have put together some resources and information that may be helpful [provide details]. Please do not hesitate to contact us if you have any questions or need assistance.
Best Regards,
[Your Name]
General customer service templates
These customer service email templates are designed for offering 24/7 assistance or support to your clients or customers.
5. Technical support email
The technical support email offers you the chance to carefully examine customers who are experiencing a technical issue. The following is a sample template to illustrate this:
Dear [Customer’s Name],
Thank you for reaching out. We want to ensure you benefit the 24/7 assistance for any technical problems you may encounter. Our team is ready to offer the necessary support to ensure a smooth product experience.
In case you have any difficulties or inquiries about the product or service, feel free to contact us. We are here to assist you and make sure every concern is resolved.
Best Regards,
[Your Name]
6. Provide a solution email template
Customers face different challenges when interacting with a product or service. Therefore, it is essential for a company to provide a solution to their concerns.
The following sample template can be used:
Dear [Customer’s Name],
Thank you for bringing this issue to our attention. We sincerely apologize for any inconvenience caused and would like to propose a solution to rectify the issue. [Explain the solution in detail]. Kindly inform us if you find this solution satisfactory or if there is any other way we can be of assistance to you.
Best Regards,
[Your Name]
7. Closing a support ticket
This template notifies customers that their support ticket has been resolved. It also includes details about the issue’s resolution and any follow-up steps.
You can notify them using the template below:
Dear [Customer’s Name],
We are pleased to inform you that support ticket [Ticket Number] has been successfully resolved. Our team diligently worked toward resolving your issue. We hope you are content with the result. If you have any additional queries or concerns, please feel free to reach out to us. We are always available to assist you.
Thank you for selecting [Your Company]. We value your patronage and eagerly anticipate serving you again in the future.
Best Regards,
[Your Name]
8. Sending a password reset link
This customer service email template is used for sending a customer a password reset link, usually after they’ve requested it through a “forgot password” feature. The email includes instructions for resetting the password and security tips.
You can send them the following customer service email:
Dear [Customer’s Name],
We recently received a request to reset your password. To proceed with this action, kindly click on the provided link to reset your password.
Best Regards,
[Your Name]
9. Subscription renewal reminder
For subscription-based businesses, it’s important to notify customers about their renewals when 350 days have passed and they haven’t shown any interest in renewing.
The customer service email template acts as a reminder and it should be sent a week or so before the customer’s annual subscription ends.
Remind them using the following template:
Dear [Customer’s Name],
I trust that you are doing well and have had a productive year using our brand. I would like to inform you that your yearly subscription with [Company Name] is due for renewal on [Last Date]. Please renew before the expiration date to continue using our services. If you have any questions or want to explore other options, feel free to contact us.
We are eagerly waiting for your response.
Best Regards,
[Your Name]
Occasional email templates
These are prewritten customer service email formats that can be utilized for particular events or on specific occasions.
10. Birthday wish email templates
This customer service template is designed to convey birthday wishes to customers. It can include a custom message, as well as any available special offers or promotions.
Use the template below:
Dear [Customer’s Name],
We extend our warmest wishes to celebrate your birthday. In recognition of your valued support, we are pleased to present you with an exclusive opportunity to avail a special discount toward your forthcoming purchase.
Best Regards,
[Your Name]
11. Sending a holiday greeting
When a company wants to send holiday greetings to its customers, they can send an customer service email showing warm wishes for the holiday season and information about holiday promotions or offers.
Consider the following customer service template:
Dear [Customer’s Name],
We extend our warmest wishes to you and your esteemed family for a joyous and memorable holiday season. We would also like to express our deepest gratitude for your unwavering and steadfast support, which has been important to us.
Best Regards,
[Your Name]
Email template for handling disgruntled customers and complaints
Emails are perfect for professionally conveying appropriate messages to prevent conflicts. Here’s how you can reassure clients that corrective actions are being implemented in every circumstance:
12. Response to angry customers
This customer service email template is used to respond to a customer who has expressed dissatisfaction or annoyance with the company or its products/services.
It recognizes the customer’s issues, expresses remorse for any inconvenience caused, and offers a solution or compensation.
The following response template can be used:
Dear [Customer’s Name],
We’re sorry to learn about your unsatisfactory encounter with our service and sincerely apologize for any inconvenience or frustration it may have caused. We highly value your feedback and are committed to finding a resolution to the issue, as well as enhancing your overall experience with us.
Kindly share more information about the problem so that we can promptly address it.
Best Regards,
[Your Name]
13. Customer complaint response template
Dealing with a customer who complains can often be more challenging than managing an upset one. Complaints are usually valid, unlike anger which can sometimes be baseless.
No matter how frustrating the complaint may be, it’s crucial to promptly respond and acknowledge their issues.
The following sample template can be used:
You can use the following template sample to respond to them:
Dear [Customer’s Name],
We apologize for the inconvenience caused. Your feedback is valuable to us and aids us in enhancing our services. We are presently looking into the matter and will offer a solution promptly.
Best Regards,
[Your Name]
14. Email template on damages
If a customer receives a damaged item and reaches out to the company to report it. The company should take the initiative of responding to them via an email.
The email should include details regarding the actions the company will take to resolve the issue. This may involve sending a replacement item or offering a refund.
Send them the template below:
Dear [Customer’s Name],
We are sorry to inform you that your recent purchase of [product name] was delivered with damages. We apologize for any inconvenience caused.
We take pride in providing high-quality products or services and are fully dedicated to resolving this issue promptly. You may choose between a complete refund or a replacement item. Please let us know your preference.
Thank you for bringing this matter to our attention. We highly appreciate your understanding. If you have any other questions or concerns, please contact us.
Best Regards,
[Your Name]
15. Apology email to customers
In certain cases, your customer service team may not be able to offer refunds or discounts, which can create an uncomfortable or stressful situation with the customer. It is important to send an apology to the customer, acknowledging your company’s error and stating measures taken to solve it.
Here is a sample to use for an apology:
Dear [Customer’s Name],
We deeply apologize for any inconvenience or frustration caused by our recent service. We value your feedback and are dedicated to enhancing our service to meet your expectations.
If there is anything we can do to rectify the situation, kindly inform us.
Best Regards,
[Your Name]
Email templates announcing changes or updates
These customer service email templates are perfect for notifying your clients or customers about updates or changes to your services, products, or business.
16. Delay in delivery
This customer service email template is prewritten to notify clients about a postponement or delay in delivery of their product or service.
You can notify them using the template below:
Dear [Customer’s Name],
We regret to inform you that there will be a delay beyond our control in the delivery of your order. We apologize for any inconvenience caused and sincerely appreciate your patience.
Best Regards,
[Your Name]
17. Change in business hours
If there are emergencies that affect the working hours of a company, it is crucial to inform the customers about any alterations made to the standard operating hours.
Use the template below to notify them of such changes:
Dear [Customer’s Name],
We would like to inform you that effective from [Date], there will be a modification in our business hours. We kindly request your attention to the revised schedule, which will be as follows:
[New Business Hours].
Best Regards,
[Your Name]
18. Expired contract
Customers ought to be reminded when their contract with the company has ended, so that they are able to renew it if they wish to.
Use this template for the reminder:
Dear [Customer’s Name],
We wish to notify you that your contract with us has concluded. We highly appreciate your support and extend an invitation to extend your contract with us.
Kindly inform us if you are keen on renewing or if you have any inquiries or apprehensions.
Best Regards,
[Your Name]
19. Announcing a partnership
When two businesses form a partnership and plan to notify their customers, the customer service email sent should provide details about the partnership, its impact on the customers, and any new products or services that may result from this partnership.
Use this template below to share the announcement:
Dear [Customer’s Name],
We are delighted to inform you about our new partnership with [partner’s name]. We strongly believe this collaboration will bring great advantages to our customers.
Best Regards,
[Your Name]
20. Account manager transition
This customer service template is used when there is a change in the account manager for a customer.
Announce the transition using this template:
Dear [Customer’s Name],
I trust this email finds you in good health. I am reaching out to notify you that [Old Account Manager’s Name] will no longer be your account manager at [Company Name]. From now on, your new account manager will be [New Account Manager’s Name].
We appreciate your ongoing support, and eagerly anticipate our continued collaboration.
Best Regards,
[Your Name]
21. Account manager introduction
This template is used to introduce a new account manager to a customer.
This customer service email gives you a chance to make a good impression on the customer, and it lets them know you’re willing to work with them.
Use the customer service template below to introduce the new lead:
Dear [Customer’s Name],
I trust you’re doing well. I’d like to introduce you to [New Account Manager’s Name], your new account manager at [Company Name]. [He/She/They] will be your main contact for all your account-related needs. Don’t hesitate to get in touch if you have any queries or concerns. We’re sure that [he/she/they] will deliver the high standard of service you’ve become accustomed to from us.
We appreciate your ongoing business and look forward to our continued cooperation.
Best Regards,
[Your Name]
22. Notifying about a policy change
There could be a change of policy in an organization. Therefore, it is wise to send an email to notify customers about the changes.
Notify them with the template below:
Dear [Customer’s Name],
We have recently made updates to our [Policy Name]. We kindly request that you take the time to review the modifications as soon as possible.
Best Regards,
[Your Name]
23. Scheduled maintenance or upgrades
If a company needs to perform maintenance or update a product or service, they must send a formal notification to their customers.
The notification email should include the date and time of the planned maintenance or update, the estimated duration, and any potential impact on the customers’ use of the product or service.
Here is a sample email template you can use:
Dear [Customer’s Name],
We will perform maintenance on our brand on [date], which may result in temporary disruptions to our services. We sincerely apologize for any inconvenience this may cause.
Best Regards,
[Your Name]
24. Informing about a security breach
A company may face a security breach and need to inform customers. This customer service template explains the incident, company actions to fix it, and how customers can protect their information.
Alert your customers using this template:
Dear [Customer’s Name],
We have recently discovered possible false activities linked to your account. To guarantee the security of your account, we have temporarily limited access as a precautionary measure. We kindly ask you to promptly reset your password.
Best Regards,
[Your Name]
25. Service disruption
When clients face unexpected service disruptions, it is important to notify them regarding the interruption, letting them know the reason for the disruption, the estimated period, and the ongoing efforts to resolve the issue.
Use the template below to notify them:
Dear [Customer’s Name],
We regret to inform you that there is currently a temporary service disruption due to [reason]. Our team is diligently working to restore the service, and we apologize for any inconvenience caused.
Best Regards,
[Your Name]
26. Changing shipping address
The shipping customer service email template is used notify customers that their shipping address has been modified.
It may include details about the new address and any other pertinent information.
For example:
Dear [Customer’s Name],
We appreciate your notification regarding the modification in your shipping address. Our records have been updated, and we will make certain that your order is delivered to the new address you have provided.
If there are any more changes, or if you require any further assistance, please do not hesitate to inform us.
Best Regards,
[Your Name]
27. Informing about a price change
This customer service email informs customers about a price increase for a product or service, including reasons, updated price, and the date it will take effect.
Here’s an email template you can use to inform them:
Dear [Customer’s Name],
We would like to notify you regarding a modification in the price of [Product/Service]. This updated price will come into effect starting from [date].
Best Regards,
[Your Name]
28. Requesting to update payment information
When a company requests a customer to update their payment information, it could be due to an expired credit card or issues with their current payment method.
You can request them to update using the template that follows.
Dear [Customer’s Name],
We have observed that the payment information provided by you is currently outdated. We kindly request you to promptly update your payment details to prevent any potential interruptions in the provision of our services.
Best Regards,
[Your Name]
29. Order is out of stock
When customers find that products are out of stock due to either supply chain disruptions, under- ordering, seasonality, or promotions, they are likely to seek alternative places to purchase those products/services. This could lead to a business losing their customers permanently.
In such circumstances the company should notify their customers that the item they have ordered is currently unavailable.
The notification should include an apology and present alternative solutions, like selecting a different brand or waiting for the original item to be restocked.
For example:
Dear [Customer’s Name],
We want to inform you that the [Product/Service] you ordered is currently unavailable. We apologize for any inconvenience.
We anticipate receiving a new delivery within [time frame]. As soon as the product/service is back in stock, we will promptly notify you. We appreciate your patience and understanding.
Best Regards,
[Your Name]
30. Order is lost
The purpose of this customer service email template is to inform the customer that their order has been lost during shipping or delivery.
The email typically conveys an apology and offers a viable solution, such as providing a refund or sending a replacement order.
Here is a sample to illustrate:
Dear [Customer’s Name],
We are sorry to hear that you have not yet received your order for [Product Name]. We understand the inconvenience this might cause you, and we apologize for the delay.
We are investigating your package’s whereabouts and will update you. If we can’t locate it, we’ll refund/replace it as per your preference. Thank you for your patience. Contact us for any further questions or concerns.
Best Regards,
[Your Name]
31. Sending an order confirmation
This customer service template is used for confirming the receipt and processing of an order, containing details like the order number, items purchased, and estimated delivery date.
For example:
Dear [Customer’s Name],
Thank you for placing your order with us. We acknowledge the receipt of your order [order number]. Please be informed that we will promptly notify you via email as soon as your order has been dispatched.
Best Regards,
[Your Name]
32. Product exchange email template
A product exchange email is commonly utilized when a client receives a damaged, defective, or incorrect product.
In this scenario, the customer has an option to reach out and ask for either a replacement or an exchange of the product.
Therefore, when sending a customer service email regarding the product exchange, you need to provide details on how to commence the exchange, any applicable fees, and instruction on how to initiate the exchange.
Here is a sample you can use:
Dear [Customer’s Name],
We appreciate your communication regarding your recent purchase of [Product Name]. We apologize for any inconvenience caused and are pleased to help in facilitating an exchange. Kindly provide us with the necessary information regarding the issue and the desired replacement product. We will make every effort to expedite your request promptly.
Best Regards,
[Your Name]
33. Informing about an order cancellation
In most companies, customers have the freedom to terminate their subscription to services or a request for a product at any time.
Therefore, this customer service email template will provide them with assurance that their cancellation has been effectively processed.
Here is a sample template to use to inform them:
Dear [Customer’s Name],
We deeply regret to inform you that your order with the reference number [order number] has unfortunately been cancelled due to unforeseen circumstances relating to [reason]. We sincerely apologize for any inconvenience this may have caused you.
Best Regards,
[Your Name]
Transactional email templates
These customer service email templates are used for transaction-related emails, such as invoices or receipts.
34. Return of overpayment email template
Based on the nature of your business, clients might be required to make an initial payment for a product or service.
When they have made an excessive payment, the company is required to reimburse the surplus amount. A customer service email can be sent to notify them of the excess amount being reimbursed.
For example:
Dear [Customer’s Name],
Thank you for your recent payment. Our records show that an overpayment of [amount] has been made. We want to keep your account accurate and up to date. To process the return of your overpayment, we need your bank account details for a refund.
Let us know if you have any questions or concerns.
Best Regards,
[Your Name]
35. Sending a payment confirmation
The payment confirmation customer service email verifies receipt, payment details (amount, date, method), and provides information on overpayment, refund method, and required customer actions.
Use the following email template to verify the payment:
Dear [Customer’s Name],
We acknowledge the receipt of your payment for invoice [invoice number]. We appreciate your timely payment.
Best Regards,
[Your Name]
36. Post-purchase follow-up
The primary objective of customer follow-up emails is to maintain open lines of communication with your customers, even if a considerable amount of time has passed since their purchase.
For example:
Dear [Customer’s Name],
We sincerely hope you are fully enjoying the product you have acquired from us. If you require any clarifications, have any inquiries, or need any form of support, we kindly request you to not hesitate in contacting us. We are readily available and eager to provide you with the required guidance and assistance.
Best Regards,
[Your Name]
37. Notifying about an account suspension
A customer can experience an account suspension due to a breach of terms of service or other regulations.
Therefore, the company should notify them about the cause for suspension and provide guidance on how the customer can resolve the issue.
Here’s customer service email template you can use to notify them:
Dear [Customer’s Name],
We are deeply sorry to inform you that your account has been suspended indefinitely because of [reason]. We kindly request that you promptly reach out to our esteemed customer support team for additional details and clarification regarding this matter.
Best Regards,
[Your Name]
38. Refund delay email template
One of the most frustrating situations is when the funds from your company do not reach the customer’s account, causing confusion between the company, bank, and customer.
It is the responsibility of the company to respond to such issues.
If the customer inquiries about the refund status, it is essential to provide a comprehensive, informative, and brief response.
Use the template below to inform them:
Dear [Customer name],
Regarding your refund request, I want to update you on its status. Your refund of [amount] has been processed and will be credited to your original payment method within [number of days]. If you do not receive the refund by then, please contact us.
We apologize for any inconvenience and appreciate your patience. If you have any questions, feel free to reach out.
Best Regards,
[Your Name]
39. Refund request email template
This customer service email provides customers with the progress of their refund request.
It also provides details, like the reason for the refund, the refunded amount, and the refund timeline.
Consider the following template:
Dear [Customer’s Name],
Thank you for your refund request. We have received it and are currently processing it. Please know that we take customer satisfaction seriously and apologize for any inconvenience caused.
We will email you once your refund is processed. If you have any concerns, feel free to reach out.
Best Regards,
[Your Name]
40. Requesting to update payment information
When a company needs a customer to update their payment information, it could be due to an expired credit card or issues with their current payment method.
Here’s an email template you can use to inform them:
Dear [Customer’s Name],
We have observed that the payment information provided by you is currently outdated. We kindly request you to promptly update your payment details to prevent any potential interruptions in the provision of our services or products.
Best Regards,
[Your Name]
41. Refund under process email template
There are many reasons why customers might request for refund, such as making a purchase by mistake, receiving the wrong product or service, or receiving a broken product or wrong service.
Therefore, the company sends a notification informing customers that the refund is in progress.
The following sample template can be used:
Dear [Customer’s Name],
We would like to inform you that we have successfully issued a refund in the amount of [refund amount] for [Product/Service Name].
We apologize for any inconvenience caused by the need to return our product or end our service. We strive to ensure that the process of returns and refunds is as effortless as possible for all our valued customers.
Best Regards,
[Your Name]
42. Notifying about a failed transaction
This customer service email template is used to inform a customer of a failed transaction, usually due to payment problems or technical difficulties.
Use the template below to notify them:
Dear [Customer’s Name],
We sincerely apologize for the inconvenience, but we must regretfully inform you that the transaction you recently attempted has failed to go through. We kindly request you to consider retrying the transaction or reach out to our esteemed customer support team for further assistance and guidance.
Best Regards,
[Your Name]
Promotional email templates
These customer service email templates are designed for marketing strategies or sales scenarios, such as special deals.
43. Free trial email template
This customer service email serves to enlighten customers about a complimentary trial offer for a service or product, the trial’s terms and conditions, and the guidelines for the sign-up process.
For example:
Dear [Customer’s Name],
Thank you for joining [Company Name] and trying all our premium features with your [x]-day free trial!
We are certain you will appreciate our [products/services], so we are providing you with the opportunity to test them at no cost. This presents a valuable chance to witness how [Company Name] can assist you in attaining your objectives and fulfilling your requirements.
If interested, email or call us for more details.
Best Regards,
[Your Name]
44. Customer loyalty program email template
To strengthen your relationship with your customers, you can send them a loyalty email that notifies them about a loyalty program that offers a reward for their ongoing support.
In the email you can indicate the advantages of becoming a member of the program and give them guidance on the sign-up process.
Use the template below to notify them:
Dear [Customer’s Name],
We highly appreciate your loyalty and extend an invitation for you to become a member of our exclusive loyalty program. By joining, you will receive exclusive benefits: [the benefits].
Joining is a simple and cost-free process. To get started, kindly click on the provided link to register, and begin earning rewards immediately. We sincerely thank you for your ongoing support and eagerly anticipate the opportunity to reward your loyalty.
Best Regards,
[Your Name]
45. Asking for a referral
This customer service email template asks customers for referrals, encouraging them to recommend the company or its products or services to their personal and professional networks.
It includes details about the referral program, benefits for both parties, and guidelines for making a referral.
For example:
Dear [Customer’s Name],
We are delighted to hear that you are having an awesome experience with our products or services. We would be very grateful for any recommendations you may offer to individuals who could possibly derive value from our offerings. For any referrals, there are benefits: [the benefits]. Here are some of the guidelines on how to make the referrals.
Best Regards,
[Your Name]
46. Introducing a new product/service
Do you have a new product or service in your company that you would like to inform your customers about?
You can utilize the following customer service email template for introducing a new brand, which provides information about its features and benefits.
Use the template below to notify them:
Dear [Customer’s Name],
We are delighted to present to you our latest offers for [Product/Service Name], which we are confident will enhance the quality of your interaction with our company.
Best Regards,
[Your Name]
47. Offering a special deal
This customer service email template is designed to present a unique offer or promotional deal to a customer.
It also contains information about the offer, like the discount value and the expiry date, along with guidance on how to utilize it.
Here’s a sample email template you can use to inform them:
Dear [Customer’s Name],
We are pleased to extend a special offer to our esteemed and devoted clients. By utilizing this unique code [discount code], you will be entitled to a remarkable discount of [discount percentage] percent off your purchase.
Best Regards,
[Your Name]
Feedback email templates
To collect and respond to client feedback effortlessly, you can use these customer service email templates.
48. Requesting feedback on customer experience
The feedback customer service email is utilized to ask for feedback from clients regarding their encounter with the product or service. This may include questions or prompts to motivate customers to express their opinions.
The following is a sample template that can be used:
Dear [Customer’s Name],
Your opinion is important to us and we’re keen to know about your experience with our product/service. Please take a few moments to provide us with your invaluable feedback. With your feedback we can improve our customer experiences.
Best Regards,
[Your Name]
49. Customer review request email template
A company can utilize the passion of the existing customer to draw more customers to your company, by asking them to submit their reviews or feedback after a satisfactory interaction with your brand.
For example:
Dear [Customer’s Name],
We would greatly appreciate it if you could spare a few minutes to provide feedback on your experience with our product/service. Please share your thoughts by reviewing us [Where to Review].
Best Regards,
[Your Name]
50. Requesting to complete a survey
This customer service template is suitable for a company to use when requesting its customers to complete a survey.
The email should include details about the purpose of the survey, its estimated completion time, and any incentives provided for survey completion.
Consider the following template:
Dear [Customer’s Name],
We kindly request your participation in a survey aimed at enhancing the quality of our services. Your valuable input would greatly contribute to our continuous improvement efforts. We sincerely appreciate your time and would be grateful if you could allocate a few minutes to complete the survey.
Best Regards,
[Your Name]
51. Thanking a customer for a positive review
When you receive a positive review from a customer, it’s a good idea to send them a “thank you” email.
This demonstrates your appreciation and thoughtfulness and can help in building a stronger relationship with them.
Use the following customer service template sample to thank them:
Dear [Customer’s Name],
I would like to express my gratitude for your recent positive feedback regarding [Company]. It holds great significance for us, and we are thrilled to learn that you are satisfied with our [Product/Service].
Best Regards,
[Your Name]
Benefits of using customer service response templates
Using customer service response templates can offer the following benefits to a company and its customers:
- Consistency: Customer service email templates guarantee uniformity in tone, language, and format of customer service responses, thereby establishing a professional image and fostering trust among customers.
- Efficiency: Templates enhance productivity by offering ready-made responses that can be swiftly customized to suit specific situations. This enables customer service representatives to address customer queries promptly and effectively.
- Accuracy: The customer service email templates aid in reducing errors and ensuring the inclusion of all necessary information in responses. This results in improved accuracy and clarity in customer service communications.
- Training: The customer service email templates can function as a valuable training resource for new customer service representatives, providing them with examples of how to handle common customer inquiries and concerns.
- Brand identity: Using the customer service email templates reinforce the company’s brand identity and messaging by ensuring that all customer service communications align with the company’s values and objectives.
Make use of customer service email templates today!
The use of well-designed customer service email templates your company can enhance your customer service provision by enabling prompt, effective and personalized response to inquiries and grievances.
Explore BoldDesk to see how specific feature helps in creating the customer service email template. For more information contact BoldDesk support team to set up of a live demo or start a 15-day free trials to see how BoldDesk works.
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