Customer service templates

Email still remains one of the major customer service channels for a huge number of consumers. Not every business, however, puts a lot of effort into providing quick and professional responses – in fact, some do not respond at all. The survey by SuperOffice found that 62% of companies do not respond to customer service emails, 90% do not inform the customer that an email has been received, while 97% do not follow up to see if customers are satisfied with the answer. 

While it’s nearly impossible to hand-craft each and every email to prospects or current customers, using customer service templates that cover a variety of scenarios can be of great help to customer service teams, especially those having to deal with a huge amount of emails. With templates as a starting block, your agents can help more customers in less time and less stress, and ensure they provide a consistent service.

Benefits of using customer service email templates

• Save time and improve agent efficiency. Using customer service templates when responding to customers will save your support team from having to create individual responses, optimize their time and improve efficiency.

• Reduce the number of human errors. With ready-made, tried and tested customer service email response templates, you can eliminate human error and remove the risk of sending incorrect messages that might frustrate customers.

• Maintain consistent company messaging. Customer service email templates ensure that everyone on your support team is on the same page while your brand voice remains present in every customer interaction.

Common email templates for customer service

Building your own library of sample email templates for customer service might be both challenging and time-consuming. Here are some proven email templates based on 10 different scenarios your support team can use and tailor as needed when interacting with customers and prospects.

Auto-response email template

Checking in with a customer email template

Thank you email template

Angry customer response email template

Happy customer response email template

Customer complaint response email template

Delayed response email template

Follow-up email template

Renewal reminder email template

Refund email template

Frequently asked questions

How can you improve customer service in your company?

The customer service industry is one of the fastest-growing in the world. With the help of customer service software, you will be able to keep track of more than one conversation at once and get more done in a day.

How do you write a professional customer service email?

When responding to a customer complaint, make sure to address the issue at hand and use the customer’s name. To respond appropriately, you should also use a professional tone while being friendly and polite.

Why should you focus on good customer service?

Good customer service is an important part of running a successful business. It can improve your company’s reputation, and help to retain your customers.