7 customer service email templates (ready to handle the toughest customers!)

7 customer service email templates (ready to handle the toughest customers!)

Post summary:

  • Surprisingly, 62% of all support requests go ignored. How often do you respond to a customer service email?
  • If you’re new to customer service email response templates, we explain how they can benefit your support team.
  • To help get you started, we’ve created 7 unique customer service email templates that you can implement in your business immediately!

Did you know that 62% of all customer email requests are never answered at all?

Or for those that are answered, 27% of them are answered incorrectly?

Customer service has been around since the first transaction took place thousands of years ago.

And even then, if the customer was not happy with a purchase, he or she would complain.

Not much has changed since then.

In today’s Internet driven world, if a customer is not happy, then yes – they will complain.

Except, not to you.

Instead, they will complain to their friends and family on Facebook and other social networks, which means they could be reaching anywhere between hundreds to thousands of connections.

To keep them happy, you need to answer their requests and respond quickly.

So, wouldn’t it be great if you could answer more customer support tickets, faster?

That’s where we’re here to help you.

We’re sharing 7 customer service templates that you can use to answer more requests and quickly. Plus, you can copy and paste our customer service email response samples easily, meaning you can start using them right now.

How important is customer service to you?

Did you know that the number one reason customers leave a company is because they think you don’t care about them?

Why do customers leave a company?

Brands like Amazon and Zappos have built billion dollar empires based on delivering superior customer service. And while 80% of brands feel are delivering great service, consumers tend to disagree. In fact, only 8% of consumers feel they have received superior customer service.

Delivering great customer service is not easy and we need all the help we can get.

Based on our research, here’s how customer service can affect your business:

  • 86% of consumers are willing to pay more if they receive a better quality of service
  • 73% of consumers say friendly customer service made them fall in love with a brand
  • 55% of businesses claim that improving customer service leads to increased sales

Great customer service comes in the form of quickly acknowledging the customer’s email or request, addressing the customer by his or her name, focusing on solving the customer’s problem and generally making the customer feel like you care.

And the best thing about customer service is that you have complete control of the service you deliver to your customers.

Especially, when you use customer service email templates.

The benefits of using customer service templates

Whether your business uses a knowledge base, an online FAQ or each response is handled freehand, you will find that common trends in questions or issues emerge quickly. Using customer service templates can help any business become more efficient.

With SuperOffice Service, you can set up and store email templates. Whether it’s a thank you email for completing a form on your website to regular customer communication, each template can be personalized.

But the benefits in creating customer support templates are not only limited to saving time. Other advantages include personalized messaging, reduced errors and being able to maintain brand tone and voice.

Personalized messaging

Using macro’s within the support email templates, you can automatically personalize the message every time to include the customer’s name, address, product and pricing details.

Reduce the margin for errors

As there is no need to retype each email, you remove a significant chunk of human error and risk of sending incorrect messages with potentially awkward consequences.

Same brand tone of voice in every communication

As your team does not need to edit the text within the email reply, any person using the template can send the email and not have to worry about “getting the same message right”.

7 customer service email templates that every business needs

Whether you’re looking for help desk email examples, business email templates or technical support email templates, our brand-new white paper will rapidly improve the quality of support you deliver to your customers.

Here’s what we have covered in this brand-new guide.

  • Why customer service is important. Learn why customer service can make or break your business. A negative experience can be shared with more than 3,000 people where as a positive experience can creates customers for life.
  • Seven customer service email templates for your business. Copy and paste any of these seven customer service emails and use them the next time you receive an email request to your customer support department. These templates will get you on the road to becoming customer service experts.
  • Tips on how to answer customer service emails. Now that you understand the importance of customer service and have the email templates ready to use, we provide you with 5 easy tips on how to delight your customers.
  • How customer service affects customer loyalty. When you deliver exceptional customer service, your customers become loyal but you have one chance achieve it, as a customer will decide if they will become a loyal customer or not upon the first contact with your brand. So, make sure you make it count.

Want the guide? You can download it here.

Conclusion

Great customer service inspires loyalty, creates brand advocates and increases revenues.

Whether you are a small business or fortune 500 brand, this guide is the perfect step to help get you started on the road to customer service success. So, download the free guide, copy and paste the customer service response templates and start improving the quality of customer service you offer today!

How do you use email templates for customer service in your business?

Let us know in the comments below.

P.S. Grab your free copy by clicking the image below.

customer service email templates CTA

Customer Service

About Steven MacDonald

Steven MacDonald

Steven Macdonald is a digital marketer based in Tallinn, Estonia. Steven has been creating blog content writing since 2010 and has appeared as a featured writer for Content Marketing Institute, Marketing Profs and Smart Insights. Since working with SuperOffice, he has led the growth from 0 to 2 million visitors per year. You can connect with Steven on LinkedIn and Twitter.

16 Comments

Nirmal

about 5 years ago

Hello, Where are the 7 email template's you've been speaking of? The link for 'Customer Service Templates White Paper' no longer exists. Need help. Thanks. Nirmal

Reply

Steven MacDonald

about 5 years ago

Hi Nirmal, Thanks for letting us know about the broken link. I've now updated the link to the free white paper (or you can download it directly here: http://www.superoffice.com/Web/Secure-download-forms/7-email-templates-for-every-business/?filepath=/SecureFiles/COM/Documents/7-Email-Templates-Customer-Service-AS.pdf

Reply

Krrish

about 3 years ago

Thank you for the customer email templates Steven is really helpful

Reply

Steven MacDonald

about 3 years ago

You're welcome, Krrish. Hope you find the templates helpful.

Reply

Maitreyee

about 3 years ago

how can I get the email templates?

Reply

Steven MacDonald

about 3 years ago

Thanks for commenting. Here's the link to the templates http://www.superoffice.com/resources/guides/7-email-templates-customer-service/

Reply

Bob Lee

about 2 years ago

Great list of customer service templates!

Reply

SILVIYA MONICA.M

about 2 years ago

Good Afternoon. I'm looking for customer service email templates to send to the passengers traveling in our buseses who are giving negative as well as positive feedback regarding punctuality, cleanliness, staff behavior, and customer service. Do you have any email templates or advice?

Reply

Steven MacDonald

about 2 years ago

Hi Silviya. Thanks for the comment. I suggest downloading the email templates white paper or reading the following blog post on customer complaints http://www.superoffice.com/blog/customer-complaints-good-for-business/

Reply

Janice Waylons

about 1 year ago

Hey! Awesome post, you can define the customer support email templates list in this post. this templates list is every important for all the business.so we can say that this post really nice and informative for all the businessman.

Reply

Chetan Gajanan Pedamkar

about 1 year ago

Hi Please help us with some unique templates for helpdesk (Payment gateway)

Reply

Steven MacDonald

about 1 year ago

Hi Chetan. Can you give me an example or two of the type of questions you receive so I can create the email templates?

Reply

Brittni

about 1 year ago

Thanks for the free download of the 7 templates that improve customer service. However, #1 and #6 have the same template letter. Should #6 be different? Thanks for your help!

Reply

Steven MacDonald

about 1 year ago

Hi Brittni, thanks for letting me know. I've just sent you the 6th customer service template by email while we update the white paper. Thanks again!

Reply

Gabriela Prieto

about 9 months ago

This is a great list of email templates. Thank you!

Reply

Matthew Coleman

about 7 months ago

Great list of email templates! Thank you!

Reply

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