7 Customer Service Email Templates For Every Business

Customer service email templates for all businesses

Post summary:

  • How important is customer service to you?
  • The Benefits of Using Customer Service Templates
  • 7 free Customer Service Email Templates (10,000+ downloads)

Wouldn’t it be great if you could answer more support tickets using customer service email templates?

Don’t worry. We’ve got you covered.

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/she would complain.

In today’s Internet driven world, if a customer is not happy, not only will they complain to you but they are also likely to complain to their friends on Facebook and other social networks – Which could be anywhere between hundreds to thousands of connections.

And as nearly 8 in 10 web users research your business online before buying a product, it is important to answer all requests sent to your customer support team.

Did you know that 41% of all customer email requests are never answered at all?

Or that 27% of all email queries are answered incorrectly – Don’t fall victim to poor customer service.

This white paper will look at how customer service templates can impact brand loyalty, how you can use email templates to improve your customer service department and includes seven (7) customer service email templates that you can implement immediately.

How important is customer service to you?

Did you know that the #1 reason customers leave a company is because they think you don’t care about them?

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 excellent customer service is not easy and we need all the help we can get. Based on 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. To help you get started, we’ve put together seven customer service email templates that you can use to answer your customers today.

The Benefits of Using Customer Service Templates

Whether your business uses a knowledge base, an online FAQ or each customer service email response is handled freehand, you will find that common trends in questions or issues emerge quickly. Using customer service email 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 email templates are not only limited to saving time. Other advantages include personalized messaging, reduced errors and being able to maintain brand tone and voice.

1. Personalized messaging

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

2. Reducing 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.

3. Using brand tone and voice in every communication

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

Continue reading the benefits of customer service email templates here

7 Customer Service Email Templates

Here’s what we have covered in the email templates white paper:

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.

The benefits of using customer service templates. Not only will email templates help you reduce customer service handling time but it can have a positive effect on brand tone of voice, among other benefits.

Seven customer service email templates for your business. Copy and paste any of these seven email templates and use them the next time you receive an email to your customer service department. These templates will get you on the road to becoming a customer service expert.

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 to do it, as a customer will decide if they will become a loyal customer or not upon the first contact with your brand. Make it count.

Click here to read the customer service email templates white paper >>


Great customer service inspires loyalty, creates brand advocates and increases revenues. Whether you are a small business or global brand, this guide is the perfect step to help get you started on the road to customer service success.

How do you use email templates to manage customer service at your business? Do you plan to use our customer service email samples?

Let us know in the comments below.

If you haven’t done so already, we would really appreciate it if you could read the customer service templates white paper and share it with your colleagues and social network.

email templates CTA

Customer Service

About Steven MacDonald

Steven MacDonald

Steven Macdonald is an online marketer based in Tallinn, Estonia, Steven has more than ten years experience in the online marketing field and is driven by creating success stories. You can connect with Steven on LinkedIn and Twitter.



about 3 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


Steven MacDonald

about 3 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



about 2 years ago

Thank you for the customer email templates Steven is really helpful


Steven MacDonald

about 2 years ago

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



about 1 year ago

how can I get the email templates?


Steven MacDonald

about 1 year ago

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


Bob Lee

about 9 months ago

Great list of customer service templates!



about 7 months 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?


Steven MacDonald

about 7 months 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/


Janice Waylons

about 3 months 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.


Chetan Gajanan Pedamkar

about 2 months ago

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


Steven MacDonald

about 2 months 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?



about 1 month 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!


Steven MacDonald

about 4 weeks 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!


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