26 Best Customer Service Email Templates [2024]

Ankita Ghosh

•

Updated: January 19th, 2023

26 Best Customer Service Email Templates [2024]

Tired of rewriting the same emails to your customers?

If you communicate with customers daily, utilizing email templates can be a huge game-changer. You'll save time and energy while still maintaining professionalism.

Here are 26 free customer service email templates to use in 2022.

What To Include In Your Customer Service Email

When it comes down to crafting your email, there are a few key elements to include:

Greet customers by name in the opening salutation
Give the email a personal touch
Show empathy
Try to stay positive
Keep the language short & simple
Share information for further assistance

Requesting a Customer Fill Out a CSAT

title=Please take a few minutes to help us improve our customer service? Hi [ Customer Name ],

Hope all is well! You’ve been using our [ product/service ] for the past [ number of months ] and I’d like to ask if you could provide some feedback on your experience. Meeting our customers’ needs is a priority for us and we always strive to get better at it.

That’s why we’d appreciate it if you could fill out this survey. We realize this takes a little time, so we offer a [ $10 Amazon coupon/5% discount for the rest of the year/etc ]. to all our customers who complete it.

Let me know if you have any questions, I’d be happy to answer them.

Thanks for your time,

[ Signature Name ]

Source

Email Template to Win Back Customers

title=We love to hear from you! Hey [ Customer Name ]

I hope you’re doing well. I just wanted to check how things are going.

We sure have a lot going on on our end - we’ve launched [ new feature/offer ]. In case this meets your current needs just hit reply to this email and we’ll be happy to help you set up your account in no time.

Talk soon,

[ Signature Name ]

Source

Response to An Angry Customer

title=Please accept our apologies for the bad experience Hi [ Customer Name ],

I'm so sorry that you had a negative experience with [ product, service, or company department ]. I've looked into the issue, and it seems that [ briefly explain the reason for their bad experience, if applicable ].

I've forwarded this issue to [ head of the appropriate department ], our [ person's job title ]. In the meantime, I'd like to offer a [ discount/refund ] for the inconvenience and will be checking in with you in a few days to update you on the status of [ issue ].

Once more, I sincerely apologize for the inconvenience. Please let me know if I can answer any questions, and I'd be happy to help!

Best,

[ Signature Name ]

Source

Responding to a Frustrated Customer Who’s Asking for a Resolution

title=We put customer satisfaction on the top of our list Hi [ Customer Name ],

I’m sorry for the trouble you’ve been having with [ this feature ]. My team and I are doing everything we can to resolve this as fast as possible. [ Include steps you are taking, if applicable ].

In order to support you through this, I need some information from you. Could you tell me [ important information ]?

Meanwhile, here are some actions you can take that may resolve the issue: [ state actions like restart, resubmit, etc. ]. If these don’t work, I’ll get back to you [ within one business day ] with an alternative solution.

[ Signature Name ]

Source

Inquiring About a Customer’s Abandoned Cart

title=Hey [ Name ], I noticed you came pretty close to finishing your order. Hey [ Customer Name ]!

We couldn’t help but notice you stopped by today, and you were this close to pulling the trigger on [ Product Name ].

In case you were interrupted or pulled away, it’s not too late to buy!

[ Abandoned Cart Link ]

I can even offer you a [ Coupon/Special Offer] if you’re ready to buy right now. This link will give you [ Describe the Offer or Discount ] if you purchase within [ Timeframe ].

Thanks again for checking out our store! Let me know if I can answer any questions for you.

Best,

[ Signature Name ]

Source

Response to a Customer Requesting a Discount [How To Say No]

title= Replying to your discount request Hi [ Customer Name ],

First of all, thank you so much for checking out [ your company ]!

We too, are a small business and appreciate you checking in to see what options we have available. At this time, we do not offer any discounts or startup pricing plans.

We’ve worked really hard to build the best product out there for small businesses to deliver awesome, personal customer support. We believe that Groove delivers so much value and you will feel that the investment pays itself off.

Thanks again and we wish you the very best as your business grows.

Cheers,

[ Signature Name ]

Source

Giving a Discount to Customer Email Template

title=You Deserve [ discount percent ] off! Dear [ Customer Name ],

You’ve been with us for [ time amount ] already and to honor that, we would like to offer you a discount on the whole range of [ product/service type ] until the end of [ timeframe ].

Please use [ code ] to order, or contact us directly by replying to this email—we will gladly help you choose the best [ service/product type ].

Talk to you soon,

[ Signature Name ]

Source

Providing the Answer to a Customer Issue/Query

title=I think we can help you with this Hi [ Customer Name ],

Thanks for reaching out! I have an answer to your question about [ topic ].

[ Detail your answer, providing helpful insight into why an issue happened or background on company info ].

If you have any more questions or come across any other issue, let me know, I’ll be happy to help.

Have a great day,

[ Signature Name ]

Source

Refund Status Template

title=Re: Refund Status Dear [ Customer Name ],

Thank you for your inquiry about the refund initiated on [ date ].

I looked into it and I can confirm that the refund has been deposited on [ date ] to your [ name ] bank account ending with [ 4 last digits ]. You should see the amount on your account in [ X ] business days, approximately.

If this doesn’t happen, please reply to me in this email thread.

In the meantime, feel free to ask me any questions you may have.

Many thanks,

[ Signature Name ]

Source

Renewal reminder

title=It's time to renew! Hi [ Customer Name ]

Just wanted to let you know that it's time to renew your subscription. You only have a week left, so make sure your payment information is up to date and that you've selected "Auto-renew" in your account settings.

[ Screenshot or GIF of how to renew in their account settings ]

If there's anything I can do for you or if you have questions about renewing your subscription, please let me know

Sincerely,

[ Signature Name ]

Source

Questionnaire Email Template

title=We'd love to improve our customer service for you Hey [ Customer Name ],

Thanks for your recent purchase with us! I hope you're enjoying your [ product/service ].

I'd love to hear more about your experience working with our team. So please fill out the following survey and give us your honest feedback. I promise it's short, and it'll help improve customers' experiences in the future.

I know your time is valuable, and I appreciate your attention.

Thanks,

[ Signature Name ]

Attach questionnaire

Source

Account Manager Introduction Email Template

title=Your new account manager is eager to meet you. Hey [ Customer Name ],

I'm [ Your name ], and I'm very excited to be your new Account Manager at [ Your company ]! I've heard great things about you from my teammates, and I'm hoping they've said some good things about me, too.

My role will be to guide you through anything you need. If you ever have questions, run into problems, consider an upgrade, or anything at all, I'm the one for the job. We will be working closely together, and I'll be helping you navigate your new product.

I'm looking forward to meeting you. Do you have a few minutes this week to chat?

Cheers,

[ Signature Name ]

Source

Thank You Email Template

title=Thank You for Shopping with Us! Hi [ Customer Name ],

We are glad to share with you that you have completed a year of shopping with us! We are extremely happy that you’ve been with us for this long.

We feel blessed to have a valuable customer like you and feel motivated to continue doing what we do and improve our business. We look forward to more awesome years of our togetherness.

Thanks again!

Cheers,

[ Signature Name ]

Source

Free Trial Email Template

title=Extended Free Trial Hi there [ Customer Name ],

Thank you for joining [ company name ] and trying all of our premium features with your [ X-day ] free trial!

Our [ product/service ] offers [ feature 1 ] and [ feature 2 ] and I highly recommend trying them out to [ benefits ]

If you want to, I can offer to extend your free trial by [ X ] days, so you can see all the advantages of our features and see which subscription would fit your business best in the long run.

Feel free to respond to this email if you are interested, or if you have any other questions!

Hopefully, talk to you soon,

[ Signature Name ]

Source

Promoting Sales and Time-Sensitive Deals

title=You have [ number of days ] left to grab this epic deal! Hey [ Customer First Name ]!

Here at [ Company Name ], we’re always looking for more and better ways to reach even more people with our exciting lineup of [ Products/Services ].

I’m excited to let you know about a fresh deal that’s available to you — but only for a limited time.

For the next [ Length of Time ], you can enjoy [ Offer Details ] on [ Products/Services ].

We stand behind our quality [ Products/Services ], and sales like this don’t come often. That makes now the perfect time to [ Desired Action - Buy/Expand/Upgrade/Sign Up ]!

For starters, check out our [ Popular Sale Item/Service ], it’s going fast!

Best,

[ Signature Name ]

Source

Response to a Happy Customer

title=Happy to serve you! Hi [ Customer Name ],

We’re so happy to hear you are pleased with [ product/ service ]. At [ Company ], we always strive to deliver the best customer experience, and it makes our day to know we have accomplished that.

We would be grateful if you would leave a review on our Facebook page as your insights could help our prospects learn more about us.

Thanks again and let us know if there’s anything we can do for you in the future!

Sincerely,

[ Signature Name ]

Source

Delayed Response Email Template

title=We apologize for the delay in responding to your email. Hi [ Customer Name ],

Thank you for reaching out to [ Company ]! Your request was received on [ date ] with Reference Number: [ number ].

Sorry, we haven’t gotten back to you yet. We are currently experiencing a high volume of support requests and appreciate your patience as we work to provide the highest level of support to each customer. Rest assured, one of our agents will follow up with you as soon as possible.

Regards,

[ Signature Name ]

Source

Respond to a Customer's Product Feature Request

title=Re: [ product ] feature request Hello [ Customer Name ],

Thanks for reaching us, we really appreciate your feedback! We are always trying to improve our product to provide you with a better experience. I will be sure to pass your suggestion onto our team for their consideration as we move forward with [ product name ].

While I cannot provide a timeline, please check back on our website periodically for any updates. If you have any further questions please let me know.

Thank you,

[ Signature Name ]

Source

Welcoming New Customers

title=Welcome! Happy to serve you. Hey there [ Customer Name ],

Thanks for [ Customer Action - First Purchase, Sign-up, Subscription ] with [ Company Name ]. We’re thrilled that you’ve joined us, and we’re excited to serve awesome customers like you in any way we can.

I know you’ve just joined us, so I want to put some [ Resource/Offer Links ] in front of you so you can get the most out of your experience with us.

If you haven’t yet, make sure to check out [ Blog Link ] for ongoing tutorials, tips, and stories, and give us a follow on social media!

I hope you’re already enjoying [ Product Name ], but if not, I’m happy to help. Or you can check out our [ FAQs or Knowledge Base Links ] to troubleshoot on your own.

If there’s anything you need, please write me or another member of our help desk team. We’re here for you!

Best,

[ Signature Name ]

Source

Response to a Leaving Customer

title=Sorry to hear you're leaving us Hi [ Customer Name ]

I'm really sorry to hear that you're leaving us! I understand your frustration with [ cause of leaving ], and I offer my sincerest apologies that we weren't able to solve the issue.

As much as we'd love to keep you as a customer, I understand your decision.

Please let me know if you have any questions, comments, or further feedback.

Sincerely,

[ Signature Name ]

Source

Notifying Customers about their Out-of-Stock Order

title=Re: [ customer's order ] Order Hey [ Customer Name ],

I hate to be the bearer of bad news, but your recent order, [ Product Name ], is currently out of stock. We’re doing everything we can to get more in stock soon.

The good news is that our next shipment should arrive by [ Date of Availability ], and you should receive your order within [ Number of Business Days ] once the shipment hits our warehouse.

Thanks for your patience! We’ll get you taken care of as soon as possible.

[ Signature Name ]

Source

Customer Referral Email Template

title=Hi there, do you have a second? I'd love to tell you Hi [ Customer Name ],

I'm so happy to hear you're having a great experience with [ product/service/company department ]. Helping our customers help their customers has always been our goal.

Since I've loved getting to work with you these past few months, I was wondering if there was anyone you know who might benefit similarly? It would be a pleasure to help them achieve their goals.

I'm looking forward to it!

Thanks,

[ Signature Name ]

Source

Closing the Ticket after Resolving the Problem Template

title=Thank you for contacting us. Your email has been answered. Dear [ Customer Name ],

We are glad that we managed to resolve your issue with [ issue description ]—your satisfaction with our service does matter to us.

I’m happy to inform you that your case has been resolved and I’m closing your ticket. If you have any concerns or need more help, don’t hesitate to answer this email, it will automatically re-open your case at our help desk.

Many thanks,

[ Signature Name ]

Source

Response to Customer about Technical Problem

title=We're so sorry you've been having trouble! Hello [ Customer Name ],

I’m sorry to hear you’re having trouble with our platform. I’ve addressed this issue with our Technical Support team. They’ll be reaching out soon.

Let me know if I can help you with anything else in the meantime.

Thank you for your patience,

[ Signature Name ]

Source

Response to Questions about Product Prices

title=Re: Inquiry about [ Product ] Price Dear [ Customer Name ],

Thank you for your interest in our [ product ]. We appreciate your message!

To answer your question:

Our [ product ] now costs [ $$$ ], and when you purchase it, [ feature 1 ], [ feature 2 ], [ feature 3 ] are discounted by [ % ]. On the other hand, [ product ] you referred to as well costs [ $$$ ], but only [ circumstance ].

I’d personally suggest [ a more beneficial option ]. We hope that this looks like a good deal for you!

Do you have any more questions?

Feel free to answer this email or click here [ link ] to register for your account.

Many thanks,

[ Signature Name ]

Source

Cancellation Confirmation Email Template

title=If you still need assistance, please contact us at Hi [ Customer Name ],

We are sorry to see you go. This email serves as a confirmation that you have canceled your service with [ Company Name ], effective on [ Date ].

Doing business with you for the past [ Mention Duration ] was an absolute pleasure. We appreciate you for being a memorable part of our journey and everything you’ve done to make our brand the best it can be.

In case you feel like continuing your service in the future, feel free to reach out to us [ Phone Number ] or simply visit our website to reactivate your account.

Sincerely,

[ Signature Name ]

Source

25 Customer Service Email Subject Lines You Can Use

Here's a list of 25 popular email subject lines you can use for your Customer Service

Customer Service-How can I help you?
Hey there, we need your help!
You just got our holiday sale email
Got questions about your rental, order, or delivery? Shoot us a note
Here's how to lower your risk
Have you tried our [ product name] yet?
Hey there! Do you need a solution?
How to change order details or cancel a subscription
We are so sorry you are unhappy...
Your order is on its way!
You deserve an explanation
Sorry you experienced this issue!
We'll take this straight to the top for you.
A spring order reminder that will cheer you up,
Your order has been canceled...
You get a refund and 10% discount for your next shipment
Hey there, we're just replying to give you a heads up on [ issue/topic]
Your Premium Membership is about to expire.
Oh, Snap! You've got mail...and it's important!
Glad you're a happy subscriber :)
Your free trial is ending! We'll miss you!
We noticed you missed free shipping.
Hey there, the possible customer!
Your order number: 123456789 Order confirmation
Your Subscription Has Been Resubscribed

Tips For Writing A Successful Email

A well-written email can be a powerful communication tool. If you want to get your point across and have it read, write an email that is clear, concise and compelling.

Here are 6 tips to help you write better emails:

1. Keep it short.

People are busy, and they aren't going to read anything more than a few paragraphs long in their inboxes. If you have something important to say, be concise.

2. Be friendly and personable. The best emails show that their sender cares about the recipient: address them by name, make jokes and be friendly, compliment them on something they've done recently—demonstrate that you know them well enough to give them a personal touch.

3. Use bullet points or numbered lists where appropriate.

If you're making a list of suggestions or talking about multiple things, it's much easier on the reader if you use bullet points or numbers rather than listing every point out separately in paragraphs.

(Obviously this doesn't apply if you're using an email for something else entirely—such as a newsletter or informational message.)

4. Proofread your message carefully before sending it out.

Even though you may think you're a pro at typing emails, there are still some mistakes that you could be making. It's important to avoid these errors so that your message is clear and correct.

If you skimmed over the email, there is a good chance that you missed an error in the very sentence that you just changed.

Pro tip: Read your entire message out loud before hitting send. You are more likely to catch mistakes this way!

5. Be sure to include the recipient's name in the email.

This seems like an obvious tip, but it's easy to forget that we're not sending mass emails to a group of people but individual messages to each person on the list.

Your best bet is to craft your message carefully, and make it personal by using the recipient's name. It shows that you're paying attention and it also makes the email feel more personable.

6. Be clear about what you want

Be specific and don't beat around the bush. Think about what you're asking for clearly before you write anything down.

In the first line of your email, state clearly what you want and how the recipient can help.

FAQ

Below we detail the most common questions as it relates to customer service for email.

What are the best practices on how to write a customer service email?

Give it a human touch
Value their time
Keep the language clear and simple

How to write and effective customer service email?

Have a compelling subject line.
Keep your message short and concise.
Be consistent with your font.

Why Email Customer Service Still Matters

It is cost-efficient
Customers communicate confidently
Email is a mobile-friendly channel

Conclusion

These samples are just a glimpse of the types of emails you'll send to enhance and maintain your good relationship with your customers. With this quick template at your fingertips, you can respond quickly and efficiently whenever an issue arises.

meet the author

Ankita Ghosh

I'm Ankita Ghosh and I am working with Starter Story as a content creator for more than a year. I write content around various business-related topics with the goal of helping small businesses launch and grow.

See full profile