Template email response

Nothing enrages a customer quite like feigned empathy. When using a template, there are often blank fields into which the service rep is supposed to put personalized information to make the customer feel more valued. These fields are vital to making the email feel personal, and they save lots of time. To avoid this mess, create a checklist for your staff to follow before they hit send.

While your service reps might fill in all the blanks correctly, they may not catch any typos in the template. One way to sidestep this mistake is to have your marketer or copywriter proofread all the templates before they are sent out to the rest of the staff.

If, somehow, a mistake does slip through, and someone notices it, make sure your staff knows to report any mistakes immediately so no further harm can be done. Email templates are only helpful if the person sending them genuinely cares about the customer. To make sure email templates work in your favor and not against you, simply keep these warnings in mind when implementing them.

The benefits of email templates should far outweigh the drawbacks if you use them correctly. Depending on the types of support requests you receive, below are some email templates for various types of customers you will likely come across. Though angry customers can often seem inconsolable at first, remember that this person initially wanted to give you their business, but something went wrong.

Responding to an angry customer via email is very similar to the way you would respond to a negative review. Thank you for your email and for bringing this to our attention. When a happy customer emails you with praises, count your lucky stars! Ensure your customer service team responds as they should, and ask them to leave a positive online review. Always be sure to thank the reviewer , be personal, and include a call-to-action.

A great example of a company going above-and-beyond to keep an existing customer is a golf brand, Callaway. Lots more. We count ourselves lucky to have you as a customer and would be so happy if you could please share your experience on Google or Nextdoor.

No matter how much support you offer, there will always be the needy customers. This could be a delicate situation. The below email template could keep their graces without wasting too much time. Thank you for your email. Proactive customer service involves any action a company takes to improve the customer service experience before the customer contacts them. There are a lot of ways to help customers proactively, including educational webinars, in-app notifications, knowledge base articles, and more.

The benefits of moving from reactive to proactive service are huge. Customers will feel that your company is capable and on top of it. They are also more receptive to upselling and suggestions.

Proactive emails are a great way to show customers you care. But messaging customers out of the blue, and often without a good reason, can feel awkward. Here are 6 reach-out email templates you can adapt to your own use. A timely update is a great reason to connect with customers. Just make sure that the reply-to email is set to a real person so the customer feels confident their response will be read. If there is anything I can do to improve your experience, just click reply to this email and let me know.

My favorite part of my job is hearing from our newest customers, so please get in touch. Surveys are an excellent way to connect with customers, especially when they can respond with only one-click.

Therefore, the template content will be added into the replying message automatically. Please do as follows:. See screenshot:. In the opening Edit Quick Step dialog box, please: 1 Type a name for the new quick step in the Name box; 2 Select the Reply option or Reply All option from the Actions drop down list; 3 Click the linked text of Show Options to expand email options. Now the email options expands. Please type or copy the template content into the Text box, and click the Finish button.

Now the new quick step is created and added in the Quick Steps box as below screenshot shown. For replying an email with the specified quick step, please select the email, and then click the new created quick step in the Quick Steps box on the Home tab. Note : This method can reply emails with plain template text only, and it does not support pictures, hyperlinks, text formatting, etc. For replying emails with formatted template text, you can save the formatted template text as an auto text entry with Kutools for Outlook, and then reuse the auto text entry with only one click.

Kutools for Outlook : Add more than handy tools for Outlook, free to try with no limitation in 60 days. Read More Free Trial Now. Select all content in the message body, click the Add button in the Auto Text pane. In the opening Auto Text dialog box, type a name for the new auto text entry in the Name box, specify a category, and click the OK button. Now the formatted template content is saved as an auto text entry. Please close the new email without saving. In the replying message, please click the Insert button behind the auto text entry of formatted template text to insert it, then compose the reply message and send it.