Unbeatable customer service makes clients feel more connected to your business and gives you a leg up in the competitive market. But how often have you pushed “send” on an email to a client only to immediately regret it?
Customer service emails might seem like a simple deal. However, this extends much beyond simple syntax and sentence form. Check out our top customer service email templates if you want to handle any delicate scenario like an expert and confidently send emails to your customers.
Customer Service Email Templates: 5 Writing Tips
Your service email must start off with a note of gratitude, then outline the specifics, and conclude with a commitment. Here are the five tips you must keep in mind when drafting the perfect customer service email.
1. Express Gratitude
Be sure to thank your customers, whether you are writing a letter to a potential buyer or responding to a complaint. Just let them know you appreciate their taking the time to review our company and provide feedback.
A gratitude note will make them feel valued and appreciated. A bonus is that this will reassure them that their opinions matter. Thus, increasing the likelihood that they will remain customers.
2. Personalized communication is key
Did you know that over 70% of millennials are frustrated with point-less, impersonal emails? As it turns out, they would have preferred an automated chat function if it was going to answer their questions.
Thus, whenever you respond to a customer service email, avoid being robotic. Provide a personalized explanation of why they suffer from a particular problem. You can also attach some self-help articles, videos, or FAQs to help them solve their problems more efficiently.
3. Stray Away From Incomplete Responses
No one likes an email that’s poorly drafted or incomplete. So, make sure you answer all queries at once. A vague response would just highlight poor customer service and lead them to search for better options.
However, if you are unsure what to answer, don’t fret. Instead of ignoring the concern, take this opportunity to discuss it internally and devise a solution.
4. Be Realistic
We get that you must be enthusiastic about solving all queries at once. But, if you cannot deliver the concerns, what’s the point? This will only affect your reputation.
The crux here is to discuss the matter with your team. Once you have a clear picture, draft a service email addressing your customer’s concerns.
5. Keep It Professional
While adding your own spin and personalizing things is great, be careful not to overdo the tone. Make sure your tone is balanced. Moreover, ensure that all grammar, sentence structure, and attachments are correct.
Ensure it is proofread and written in a professional manner before you click “send.”
The Best Customer Service Email Templates You Need To Check Out
The Survey Email
We get that customer service emails are no fun. But it’s the key to generating impactful data that can affect your decisions. And, when it comes to sending a survey email to get customer feedback, remember to be creative.
Email Template
Hi (customer),
Thanks for putting your faith in our product and buying from us. We hope you enjoyed it.
If you have a moment, we’d really appreciate it if you could give us some constructive feedback. Be candid and inform us about any shortcomings or complaints using the feedback form.
We will be able to improve the experience based on your feedback through this quick survey.
We value your participation greatly.
Thanks,
(Your name)
Angry Customer Response
Having dissatisfied customers is an inevitable part of any business, and so is receiving their furious emails. It’s a natural element of getting constructive criticism. But the way you respond does make a difference.
First of all, try to hold off on responding right away. Customers are human beings with feelings, too. In order to handle this matter, please refer to our example email regarding a technical issue.
Email Template
Hi (customer)
Our deepest apologies for the inconvenience you are experiencing.
The satisfaction of our clients is of the utmost importance to us, and we have never wavered in our commitment to doing whatever it takes to achieve it. As you have indicated, we haven’t met your expectations in this area, and your disappointment is justified.
We will resolve the issue in the next few days. Please be patient. Our team is currently working on it.
Regards
(Your name/team name/business name)
Follow-Up Emails
When it comes to follow-ups, there are two types of situations. The first is a potential client making contact with you, and the second is an existing client expressing satisfaction with your work.
Here are client communication email templates you can use for a follow-up.
Email Template For Replying To A Prospect
Hi (prospect),
Our team appreciates your interest in our products/services.
To ensure you have a smooth experience, we have attached a document providing full detail on the product/service that has intrigued your interest.
We’d appreciate it if you could discuss everything over the phone. If interested, let us know your availability so that we can schedule a call.
If you have any other concerns, we are happy to assist.
Regards
(Your name)
Email Template For Replying To A Happy Customer
Hi (customer)
It warms our hearts to know that you enjoy using our products or services.
We hope you feel like you made a great decision. Do you mind sharing your thoughts about our product on our website?
In case of any product or service problems, feel free to contact us. We are just an email away.
Thanks
(Your name)
Refund Emails
There will be those who don’t see the value in what you’re selling, and that’s okay. Receiving refund emails doesn’t always determine the quality of your product. Perhaps now is not the best moment for your client to use your service. Future business with them is possible.
When you receive a refund request, it’s best to draft a mail explaining the situation and expressing your regret for losing them. The service email must also emphasize your hope to rekindle the relationship in the near future.
Email Template
Hi (name)
Hope you are having a great day.
We have processed your refund upon your request. The amount will be reflected in your bank account within 3-4 business days.
We regret seeing you leave and hope to rekindle our relationship soon.
Let us know if you need anything else. We’ll make sure to send you the best recommendations.
Thanks
(Your name)
Summing It Up
Sending a customer service email is about being crisp and addressing all issues. In other words, it’s a fantastic method of establishing a rapport with your clientele.
You may lose clients and damage your brand’s reputation with just one poorly written email meant to address their complaints. The use of email templates can standardize communication across departments, improve efficiency, and reduce typing errors in emails.
The templates do not have to be replicated word-for-word. Instead, meet with the staff, get the juices flowing creatively, and make the required template adjustments that work for your company.
Using specialist 360-degree data analytics software like SurveyPoint, you can automate the whole process from beginning to end. In addition to storing every customer interaction in one place, you can immediately access prewritten templates and chatbot surveys. Sign up to get free access today!
Heena Shah – Content Writer at Sambodhi
