From standard customer service responses to forms created when you receive no reaction to the follow-up letter – these are all important categories of business emails that may either save your reputation or destroy the image of your company completely. It all depends on how well you know your target audience as, while specific content will sound attractive to some customers, others may refuse to accept it.
In this article, you will find something that will help to increase your customer retention and satisfaction rates significantly! We offer the best email response templates as well as some valuable tips on creating powerful, professional messages for various purposes.
Many known ways exist to provide a professional email response. The style basically depends on the intention in the message. For instance, if the goal is to acknowledge the receipt of a message, the reply should be short and straightforward, with no excessive information. In other cases, the response should be more carefully crafted.
Most often, the responses to professional messages should stick to the common pattern of composing pro emails. Before you answer, you may want to study an email reply templateand recall the subject of the most recent message. Reply to every question or query in a separate paragraph to make it clear for the recipient.
This way, you will make sure that you have answered all of the questions as each of them is equally necessary. You may highlight the basic keywords while composing a reply so that it will be simpler for the user to find what he or she was looking for in the first turn.
You should always acknowledge the messages you get. This way, even if the user cannot expect the reply in the next 24 hours, they will at least know that you received it. The good idea is to find and save an IT support email template to minimize your efforts. Just make sure you get it from the professional website. Those who use Gmail find this function extremely convenient.
Perhaps, you are interested in some professional email response examples. This one may help you get an overall idea:
Mr. [Last Name],
Thank you for your application to become a senior SEO specialist on [Website Name]. Our team is complimented that you want to work for us, but we have some nuances to admit.
Your application and personal information will be retained in our storage for further cooperation. Unfortunately, we cannot offer you the position right now. All of the SEO specialists are occupied. We shall, however, contact you as soon as a new job opening pops up.
If you would like to cancel your application for any reason, we will do that immediately not to disturb you in the future.
[Name Last Name]
Here is another pro template with a different purpose:
Dear Mr. [Last Name],
I was flattered by your preposition to make me a senior marketing specialist in your software development company [Name]. Regrettably, I cannot accept this position right now as I move to another country for a while.
I wish you well in Los Angeles
[Name Last Name]
It is especially critical to reply to the emails of your clients, no matter whether they complain about something or wish to make you a compliment. You should show respect to each individual interested in your product or service. It is the best way to retain old customers and expand the existing client base. That is why you should know the proper email format for customer service.
It is possible to handle an angry customer with a good apologizing letter. He or she should feel that you’re really sorry and care about the problem, and you’ll do everything possible to fix the situation. Some choose to do it by phone, but writing an email is safer. At the same time, it is not that easy to bring the temperature down or steer the conversation by email. If you don’t want to face a fatal blow in the relationship with a client, you should have a time-tested, effective reply email format sample in front of your eyes all the time.
If the client has shared about your business with a friend, use this example:
Hi [Name Last Name],
Thank you so much for referring your friend [Name] to us. It was a pleasure to know them closer and share details about our business. Our team is very happy that you’ve been with us for a while, letting others learn more about our product.
We’re lucky to have you among our customers. Thanks for being a fantastic client!
Now, what if you want to know more about the customer’s tastes and preferences?
Thanks for your last purchase with our company [Name]! We hope that you like your new product.
Would you be so kind to share a personal experience with us? Please fill out the questionnaire attached to this email. It is brief, and your replies will be anonymous.
I appreciate your attention and engagement.
[Questionnaire or link to the poll]
“What is a canned response?” That is quite a popular question. Simply said, those are the predetermined answer to frequently asked questions. Technical support canned responsesserve as FAQ somehow. It is a fast and convenient way to get answers to the most disturbing questions immediately without wasting time on both user and support representatives. It is possible to input a canned reply triggered by keywords or drop-down menu.
There is no need to type the answer manually each time or copy-paste replies from similar sources. The requests may vary: from asking how the offered tool works to how to fix the elementary bugs that do not require special tech skills. The system usually works this way: a representative of the support simply picks one of the canned email templates from the list and sends it to the user. The communication is more productive this way. Many different tools were created to simplify the process of creating such emails. We have a couple of canned email response examples for you!
What if someone asks you for a meeting? Here is the reply:
Hello there, [Name]
Here’s a link to my work calendar. Feel free to pick a time that fits you best. Once you do that, please type in your contact details just to let me know.
What if you do not want to waste your time sharing large pieces of information with someone?
Hello there, [Name]
Thanks for getting in touch!
I’ve put together a few articles and blog posts from our official website for you. That should help answer your questions about our services. Once you study the materials, let me know if I can help with something else.
All the best,
One of the secrets to retaining customers is creating friendly and understanding complaint email responses. To do so, it is critical to feel the problems in-depth and serve as some kind of psychologist. If you want to achieve long-term success, you will have to find an effective how to respond to a complaint email sample. Here are some inspiring facts for you:
These facts all prove the necessity to learn the best way to respond to customer complaints. Such responses help businesses to dig deeper into the issues that their clients face and understand how to improve the existing goods or services. Even if you receive a small number of emails from angry customers, they still represent the majority when it comes to analyzing the company problems in general. If you have a look at any of the responding to complaints examples, you’ll discover the success formula for their creation:
Your customers will love working with you if you follow these easy steps. Also, you may need a good responding to a complaint letter template to follow. Are you late with the delivery?
Dear Mrs. [Last Name],
We feel very sorry about the late delivery of your recent order. Despite our best efforts to deliver it timely using [Service Name], it’s quite unfortunate that we didn’t meet up with the promised deadline.
Our team promises to do our best to ensure this never happens again. Currently, the responsible managers are discussing the opportunity of cooperation with other express courier services to exclude unpleasant situations in the future.
Please feel free to call us directly if you have any further questions.
[Name Last Name]
Having a customer who has a poor purchase experience?
Dear Ms. [Name],
Thank you for taking the time out of your busy schedule to share your impressions and leave feedback about our recently released product line. The greatest intention of our company is to make sure the satisfaction of every client who chooses us. We aim to fix any issues with delay, and that is why your opinion is so important.
Can we get back to you on the phone in a couple of days to let you know how we resolved the existing problem? Our Quality Assurance Dept. will keep on observing similar complaints and requests to make our product better.
We would like to apologize for any inconvenience once again. You are one of our most valued customers, and we’ll d our best to prove that our product quality is the highest.
Thank you for your patronage.
Sales & Marketing Manager
It is not very pleasant to stay without a reply to your email. You may keep on hesitating what went wrong, but the answer may be obvious. For instance, many fail to include a close in the first attempt. Also, the chance to receive any reaction is low if the text was copy-pasted, and some of its parts were confused. One more huge mistake is to submit a breakup email to early. You should keep these mistakes in mind if you want to learn how to write a follow up email after no response. Here are the basic rules that you should follow:
Now, we want to share a couple of brief reply email samples for different situations.
Last month, I sent through the proposal document that you have asked for as part of your company’s brochure localization. I hadn’t heard from you since that time. I wonder whether you have received that message.
Would it be okay to have a quick call or Skype meeting this week? Which day and time would you prefer?
You may also remind someone of the recent discussion.
It was great to have a conversation with you last week and learn more about your current project.
To remind you about our discussion, I attach the link to our services that help to promote startups on social media platforms. I believe that you will find something useful for you based on your goals and challenges.
Let me know if you have any other questions or concerns.
To sum up, you can use a great variety of email response templates to retain your clients and partners. You should also follow the basic rules of writing business letters. By creating powerful emails, you can make your audience forget about the recent failures or unpleasant situations. Check out for more tips and examples online, but try to be original: come up with something unique based on those templates!