Clients expect fast and reliable service that meets and exceeds their expectations. A simple way of providing better support is by using tried-and-trusted customer service email templates.
Templates help businesses provide consistent and high-quality responses to customers, which is essential for building trust and maintaining positive relationships. In fact, 76% of customers say they expect consistent interactions across all business departments.
This proves the importance of providing impeccable customer service. Email templates help companies save time, provide fast responses, and ensure consistency in their communication process.
We’ve compiled a list of effective customer service email templates that your customers will love. Use the navigation to jump directly to them.
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Effective customer communication is crucial in maintaining positive relationships. Here are some practices we found work best for sending professional, empathetic, and solution-oriented customer service emails.
🌟 According to a recent Salesforce survey, 80% of customers consider a company’s experience to be just as important as its products or services. This emphasizes the importance of following up with customers to ensure that they feel heard.
When dealing with angry customers via email, it’s essential to approach the situation with empathy and professionalism. Start by acknowledging the customer’s feelings and apologize for any negative experience they may have had.
To help you respond more effectively to unhappy or frustrated customers, we have created a collection of 62 customer service email templates. These templates will help you communicate with your customers concisely and empathetically.
Whether you’re dealing with a complaint, a question, or a request, our templates will provide you with the guidance and structure you need to deliver exceptional customer service.
The following email templates cover every customer service category and situation you might encounter when emailing customers. To make things easier, we’ve categorized them and included a subject line for each scenario.
These email templates are designed to help you onboard new customers, introduce new hires, or simply check in from time to time.
Subject line: [Customer name], welcome to [Your company name]! 🎉
Dear [Customer name],
Welcome to [Your company name], and thank you for subscribing to our [specific service].
We’re very excited to have you on board and are eager to assist in any way we can. If there’s anything we can do to improve your experience, please don’t hesitate to reach out.
Best regards, [Your name] [Your contact information]
Subject line: [Customer name], welcome to [Your company name] — meet your account manager
Hello [Customer name]!
Just wanted to reach out and introduce myself as your designated account manager at [Your company name]. I’m looking forward to helping you achieve your goals.
I will ensure that you have a positive experience with [Your company name], and I am here to assist you in any way I can. If you have any questions or concerns, please don’t hesitate to reach out. I’m always here to help.
Subject line: Introducing your new account manager, [Customer name]
I wanted to reach out and let you know that there has been a recent change in account management at [Your company name], and I will be taking over as your new account manager. I am excited to work with you and ensure that your needs are being met.
I understand that you may have established a relationship with your previous account manager, and I assure you that we are committed to maintaining the high level of service that you have come to expect from [Your company name].
If you have any questions or concerns, please don’t hesitate to contact me directly.
Thank you for choosing [Your company name], and I look forward to working with you in the future.
Subject line: Welcome to [Your company name]
Hey [Customer name],
Welcome to [Your company name]! We’re very excited to have you on board and are here to help you get started.
To make sure you get the most out of our services, we’ve created an onboarding program that will introduce you to our features and tools. Here are a few things you can do to get started with [specific feature]:
Please let us know if there’s anything else we can do to help you get started. We’re offering our full support and look forward to working with you.
You can access the full onboarding program by clicking here: [onboarding program link]
Subject line: [Customer name], how is everything with our [product/service]?
I just wanted to make sure you had a chance to try out our [product/service].
We’re here to offer our full support in getting you familiar with our product and make sure you have everything you need to be successful. If there’s anything else we can do to help, please get in touch via mail, phone, or text.
Best regards,
[Your name]
[Your contact information]
Seamlessly collect and act on client feedback using the following email support templates.
Subject line: [Customer name], your feedback is important to us
Would you kindly let us know what you think of [Your company name]? Your feedback is incredibly important to us and will help us improve our product so that we can better serve you in the future.
It only takes a few minutes to complete, and you’ll be entered into a draw for a chance to win [specific prize]: [questionnaire link]
Thank you in advance for your time and feedback. We appreciate your business and your loyalty.
Subject line: [Customer name], thank you for your feedback
We highly appreciate the feedback you recently provided. Your thoughts and opinions are incredibly valuable to us, and we’re grateful for the opportunity to learn from your experience.
We’re always looking for ways to improve and are constantly tweaking our product to better suit client needs, so we have forwarded your thoughts to the research and development department to ensure that changes are being implemented.
Hello [Customer name],
I just wanted to ask for your input about your experience with our product. Your thoughts and opinions are incredibly valuable, and we’re eager to learn from you.
If you have a few minutes to spare, we would greatly appreciate it if you could leave a review by accessing the following link: [review link]. Your feedback will help us improve our product and better serve you in the future.
Thank you in advance for your time.
Subject line: Thank you for your feedback, [Customer name]
I wanted to make sure to thank you for your recent positive feedback about [Your company name]. It means a lot to us, and we’re very excited to hear that you’re enjoying our [product/service].
We do our best to make our customers happy, so we appreciate you taking some time to share your thoughts with us.
Thank you again for your support, and we look forward to serving you in the future.
Subject line: [Customer name], we’d love to hear your thoughts on your recent purchase
I just wanted to reach out and see if you have a moment to provide some feedback on your recent purchase of [product/service].
At [Your company name], we’re always looking for ways to improve our products and services, and your feedback is incredibly valuable to us. If you have a moment, we’d love to hear your thoughts on your experience.
We appreciate your support and value your business.
Subject line: We appreciate your feedback, [Customer name]
Thank you for sharing your experience with us. We’re sorry to hear that you weren’t satisfied with your recent purchase, and we are doing our best to fix that. If you could spare the time, we’d love to hear more about your experience.
If you have any detailed feedback or suggestions that you’d like to share with us, it would really help. We’ll share your comments with our team and work on ways to improve.
Thank you again for your time and input. We value your opinion and look forward to serving you better in the future.
[Your name] [Your contact information]
Subject line: [Customer name], can you help us improve our service?
I wanted to reach out and ask for your input. We’re always looking for ways to improve our customer service, and we’d love to hear your thoughts on your recent experience with us.
If you have a moment, could you please fill out a short customer satisfaction survey? Your feedback is incredibly valuable to us, and we appreciate your help.
You can select your ratings using the templates below:
[insert templates]
Thank you in advance for your time and support.
Offering 24/7 customer support is easy when you have access to the right tools. The emails below cover the most common support situations so that you can put your time to better use and let pre-written templates do the rest.
Subject line: [Customer name], technical support available
I just wanted to make sure you benefit from our 24/7 assistance with any technical issues you may be experiencing. Our team is available to provide you with the support you need to ensure a smooth and seamless product experience.
If you’re experiencing any difficulties or have questions about our product, please don’t hesitate to reach out. We’re here to help and will do our best to resolve your issue as quickly as possible.
Subject line: Your request has been received, [Customer name]
Thank you for reaching out to us! We have received your message, and we appreciate your interest in our products and services. We strive to respond to all inquiries within 24 hours, and we will get back to you as soon as possible.
Please note that this is an automated email response. If you have any further questions or concerns, feel free to reply to this email, and one of our representatives will get back to you shortly.
Thank you for your patience, and we hope you have a great day.
Subject line: Follow-up on your recent service request, [Customer name]
I hope this email finds you well. I wanted to follow up on the service request you submitted on [date]. I understand that you were experiencing [issue/incident], and I wanted to ensure that everything was resolved to your satisfaction.
If you have any further questions or concerns, please don’t hesitate to contact me directly. We value your business and want to ensure that you are completely satisfied with our services.
Thank you for choosing [Your company name]. We look forward to serving you again.
Subject: [Customer name], regarding your discount request
I wanted to reach out and confirm that we have received your recent discount request. We appreciate your business and your loyalty to [Your company name].
Unfortunately, we’re unable to offer the discount you requested at this time. We have to balance our pricing with the costs of providing high-quality products and services, and we’re confident that you’ll still find great value in our offerings.
If there’s anything else we can do to make your experience better, please don’t hesitate to reach out. We’re here to help.
Subject line: [Customer name], thank you for requesting a demo!
Thank you for visiting our website and expressing interest in our product! We are glad to hear that you are interested in learning more about our solution and how it can help you achieve your goals.
To schedule a demo call at a time that works best for you, we have integrated a scheduling tool that allows you to choose a convenient time slot from our calendar. You can access this by clicking on the following link: [calendar link]
In the meantime, if you have any questions or concerns, please don’t hesitate to contact us. Our team is always here to help.
Thank you again for your interest in our product, and we look forward to speaking with you soon.
Subject line: [Customer name], thanks for your time during the demo call!
I wanted to take a moment to thank you for taking the time to speak with us today during the demo call. It was great to have the opportunity to showcase our product and how it can benefit you.
If there’s anything else you would like to discuss, or if you have any further questions, please don’t hesitate to reach out.
We hope that the demo was informative and helpful in showing you how our product works and how it can help your business grow at your desired pace.
Subject line: [Customer name], don’t miss out on your next renewal!
As your account is due for renewal soon, we wanted to remind you of the benefits you’ll continue to receive by renewing your subscription with us.
Renewing now will ensure you don’t miss out on any of the features and services you’ve come to rely on. We would hate for you to experience any interruptions in your service.
To renew, log in to your account on our website and follow the instructions. If you have any questions or need assistance, please don’t hesitate to contact our customer service team.
As a token of our appreciation, we’re also offering a [discount/special offer] for early renewal. Don’t miss out!
Here are the most widely-used templates for common customer inquiries and support situations.
Subject line: [Customer name], just checking in
Is there anything we can do to assist you with? It’s been a while since we last heard from you, so we were wondering if everything is running smoothly with our [product/service].
Please don’t hesitate to reach out if you need extra info about the product or simply if you’d like to let us know what you think.
Regards, [Your name] [Your contact information]
Subject line: [Customer name], we appreciate your support
We’re sorry to see you go but are grateful for the time you spent with us. Thank you for choosing our services, and we hope you had a positive experience with our product.
If there’s anything we can do to help with your future endeavors, please don’t hesitate to reach out. We’d love to hear how we can continue to be a part of your success story.
Thank you again for your support, and we hope to hear from you soon.
Subject line: Recommended products just for you, [Customer name]!
Hey [Customer name]! 😊
We hope you’re enjoying your recent purchase with us. Based on your recent order history, we have a few extra recommendations you will love.
Check out [insert product recommendations and links], and don’t forget that [insert any discounts or promotions]!
As always, if you have any questions, please feel free to reach out to us. We appreciate your business and look forward to serving you in the future.
All the best, [Your name] [Your contact information]
Subject line: [Customer name], the answer to your recent query
I’m happy to let you know that we have found a resolution for your recent query. Thank you for contacting us and giving us the opportunity to help.
Regarding your question, we have devised the following solution: [provide the answer to the customer’s issue or query].
I hope this helps clarify things and that you’ll find the information useful. If there is anything else you might need, please don’t hesitate to contact customer support. We’re always here to help.
Subject line: [Customer name], need some help?
I just wanted to follow up on our recent conversation and see if there’s anything else we can do for you.
Is there an issue we haven’t addressed yet? We’d love to make sure that you have everything you need, so don’t hesitate to reach out.
Subject line: [Customer name], your items are waiting!
We noticed that you forgot something in your cart and wanted to remind you that the stock for [Your product name] is quickly running out.
Could we provide any extra information to help you complete the purchase process? If so, don’t hesitate to let us know.
To ensure the best possible experience, we are including a [insert discount code, free shipping, or other incentives] to help you complete your shopping experience.
Please get in touch if there’s anything else we can assist you with. We’re always happy to help.
Choose from pre-written templates for marketing campaigns or sales situations to generate the desired response.
Subject line: [Customer name], try [Your company name] for free
I wanted to reach out and introduce you to the opportunity of a free trial with [Your company name].
We’re confident that you’ll love our [products/services], and we’re offering you the chance to try them out for free. This is a great opportunity to see how [Your company name] can help you achieve your goals and meet your needs.
If you’re interested, please don’t hesitate to reach out. We’re here to help.
Subject line: [Customer name], we’d love your input!
We appreciate your business and would love your help in spreading the word about our [products/services].
If you have had a positive experience with us, would you consider referring us to your friends and family? Word of mouth is a powerful tool, and we would love to grow our customer base through your recommendation.
As a thank-you for your support, we are offering a discount of X% on your next purchase with us. Simply share your referral link with your network, and they will receive a discount of Y% on their first purchase.
Thank you for your continued support and for considering our request. Please let us know if you have any questions or if there is anything we can do to assist you.
Subject line: [Customer name], we have launched [Your product/service name]! 🎉
We’re happy to announce a new addition to our customer support channel. [Your/product/service/support channel] is now available, and we can’t wait to hear your thoughts.
[insert new product image, video, gif, or preview]
Our goal is to provide our customers with the best possible support experience, and we believe that [Your/product/service/support channel] will help us achieve this goal. With [insert new support channel/product/service], you will be able to [benefits of your/product/service/support channel].
Please contact us if you have any questions or would like to learn more about [Your/product/service/support channel].
Subject line: Exciting news — you are invited to our soft launch, [Customer name]
We are thrilled to announce the soft launch of our new product, [Your product name]. As a valued customer, we would like to extend an exclusive invitation to you to be among the first to try it.
This soft launch is an exciting opportunity for us to gather feedback from our most loyal customers. We would greatly appreciate your thoughts and comments on our new product. Your feedback will help us improve our products and services to better meet your needs.
Please follow the link below to access the exclusive soft launch and enjoy the new product. We appreciate your business and look forward to hearing from you.
[Call to action/link]
Subject line: Don’t miss out on our time-sensitive deal, [Customer name]
We are excited to offer you an exclusive time-sensitive deal on our [Your product name]. This is a limited-time offer that is only available to our valued customers, so don’t miss out on this amazing deal.
[Include details on the deal, such as discount, offer end date, and product description]
We appreciate your business and hope you take advantage of this special offer. If you have any questions or concerns, please don’t hesitate to contact us.
Subject line: Stay in control with our new self-service resource!
As part of our commitment to providing you with the best experience possible, we’re thrilled to announce the launch of our new self-service resource.
With this resource, you will have access to all the information you need to manage your account, including the ability to update your billing information, view past transactions, and get answers to frequently asked questions.
To access the resource, simply log in to your account on our website. We hope this new feature will give you more control and make your experience with us even better.
If you have any questions or feedback, please do not hesitate to reach out to our customer service team. We’re here to help.
Keep clients informed at all times and ensure that you get paid on time with these effective transactional email templates.
Subject line: [Custome name], a reminder to renew your [Your company name] subscription
This is a quick reminder that your [Your company name] subscription is due for renewal soon.
We value your business and are committed to providing you with the best possible experience. Renewing your subscription ensures that you’ll continue to receive the [products/services] and support you need to achieve your goals.
Click here to renew your subscription starting today: [Call to action/link]
If you have any questions or concerns, please don’t hesitate to reach out. We’re here to help.
Wishing you the best, [Your name] [Your contact information]
Subject line: Request for return of overpayment
Thank you for your recent payment to our company. Our records indicate that an overpayment of [$amount] has been made. We are committed to ensuring that your account is accurate and up-to-date.
We would like to process the return of your overpayment as soon as possible. To do this, we need you to provide us with your bank account details so that we can initiate a refund.
Please let us know if you have any questions or concerns. We are here to help.
Subject line: Confirmation of refund request
Thank you for contacting us regarding your refund request. I wanted to let you know that we have received your request and are processing it as we speak.
Please be assured that we take our responsibility to provide you with an excellent customer experience very seriously. Your satisfaction is our top priority, and we apologize for any inconvenience you may have experienced.
We will email you as soon as your refund has been processed. In the meantime, if you have any questions or concerns, please do not hesitate to contact us.
Subject line: Update on refund request
I hope this email finds you well. I wanted to follow up on your refund request and provide you with an update on its status.
Your refund has been processed, and [$amount] will be credited to your original payment method within [number of days] days. If you have not received the refund after [number of days] days, please contact us, and we will be happy to assist you.
We understand that your time is valuable, and we apologize for any inconvenience this may have caused. We appreciate your patience and understanding as we work to resolve this issue.
If you have any further questions or concerns, please do not hesitate to reach out.
Subject line: Request for investigation on refund
Thank you for contacting us regarding the status of your refund. We apologize for the inconvenience and are here to help.
We would like to investigate the issue with your refund. Can you please provide us with the following information:
This information will help us to track down the issue and resolve it as quickly as possible. We are committed to ensuring that your account is accurate and up-to-date.
We will be in touch with you shortly with an update on the status of your refund.
Subject line: Request for exception to refund policy
Thank you for reaching out to us regarding your refund request. I understand that you are seeking a refund outside of our standard refund policy.
We take our responsibility to provide you with an excellent customer experience very seriously. We are committed to finding a solution that meets your needs and provides you with the best possible outcome.
Can you please provide us with more details about the circumstances surrounding your request for a refund? This information will help us to understand your situation and make an informed decision.
We appreciate your patience and understanding as we work to resolve this issue. If there is anything else we can assist with, please do not hesitate to reach out.
When dealing with demanding clients, it’s best to avoid confrontation. Emails are ideal for sending out the right message in a professional way. Here is how you can assure clients that the proper measures are being taken in every situation.
Subject line: [Customer name], we’re sorry to see you go
We’re sorry to hear that you’ve decided to leave us. Our goal is to make every customer happy, and we apologize if we fell short in your case.
Is there anything specific that made you decide to stop using [Your product name]? We’d love to hear your feedback and find ways to improve in the future.
If there’s anything we can do to change your mind, please let us know. We’d be more than happy to offer you a discount or find ways to better suit your business needs.
We regret any negative experience you may have had with us and hope to have the opportunity to make it up to you in the future.
Subject line: Response to your complaint, [Customer name]
I wanted to reach out and let you know that we received your complaint. I am sorry to hear that you had a negative experience with our product/service. This is not the experience we want you to have.
At [Your company name], we strive to provide excellent customer service, and we take customer feedback seriously. We understand that your experience did not meet your expectations, and we would like to make things right.
Please let us know how we can assist you, and we will do our best to resolve the issue promptly. If you would like to discuss the matter further, please feel free to contact me directly.
We appreciate your business, and we hope to have the opportunity to serve you better in the future.
Subject line: Apology for the damaged item, [Customer name]
We are sorry to hear that your recent purchase of [Your product name] arrived in a damaged condition. We understand the inconvenience this may have caused, and we apologize.
We take pride in providing quality products and services and are committed to resolving this issue as quickly as possible. Depending on your preference, we will provide a full refund or a replacement item. Please let us know which option works best for you.
Thank you for bringing this to our attention and for your understanding. If you have any further questions or concerns, please don’t hesitate to contact us.
Subject line: Follow-up on your damaged item situation, [Customer name]
We are sorry to hear that your recent purchase of [Your product name] arrived damaged, and we apologize for the inconvenience caused. We take quality issues very seriously and appreciate you bringing them to our attention.
Our team is currently reviewing your case and will provide a full refund or a replacement item, depending on your preference. We will keep you informed of any updates and work towards resolving the issue as soon as possible.
Thank you for your patience and understanding. If you have any questions or concerns, please don’t hesitate to contact us.
Subject line: Sorry for your negative experience, [Customer name]
We are sorry to hear that you have been experiencing [issue/incident] with our [product/service], and we apologize for any inconvenience caused.
We are committed to providing the best products and services to our customers, and we take all feedback seriously.
We would like to know more about the issues you have been experiencing and encourage you to contact us with more information. Our team will work to resolve any problems and make sure that you are satisfied with our [product/service].
Thank you for your patience and understanding.
Subject line: Technical support assistance for [#issue number], [Customer name]
We are sorry to hear that you have been experiencing issues with our [product/service]. We understand that technical issues can be frustrating, and we would like to help you resolve them as soon as possible.
Our support team is available to help you with any technical issues you may be experiencing. Please contact us with more information, and we will escalate your case to our specialized technical support team for assistance.
Thank you for your patience and understanding, and we hope to continue serving you better in the future.
Subject line: [Customer name], we’re here to help!
Thank you for contacting us, and we apologize for your frustration. Our goal is to provide the best possible service, and we’re sorry if that wasn’t enough in your case.
Can you please provide more details about your issue? We’d love to understand the situation better and find a resolution for you as soon as possible.
Once again, we’re sorry for any negative experience you may have had with us, and we’re here to help. If there’s anything we can do to make it up to you, please don’t hesitate to ask.
Subject line: [Customer name], we’re sorry for the inconvenience
Thank you for reaching out to us. We’re sorry for the inconvenience you experienced. Our goal is to provide the best possible service, and we’re sorry for any difficulty you may have encountered.
We’re always looking for ways to improve our services and would be more than happy to offer you a discount if that would help with the problem. Please let us know if that would be of interest.
Your clients need prompt info regarding any change in service or product offering. The following templates were designed to help you pass on relevant information with the click of a button.
Subject line: [Customer name], please update your shipping address
We wanted to let you know that we have received a request to change the shipping address on your account.
To ensure that your order is shipped to the correct address, please click on the following link to update your shipping information: [link]
If you did not make this request, please reach out to our customer service team immediately.
Thank you for your attention to this matter.
Subject line: Urgent update — [Your website/product name] outage
We wanted to inform you that our [website/product] is experiencing a temporary outage. Our technical team is aware of the issue and working to resolve it as soon as possible.
We apologize for any inconvenience this may have caused and would like to assure you that we are doing everything in our power to restore full functionality.
In the meantime, you can easily access our status report page to see an estimate of how much longer it will take to solve the problem: [page link]
We will send another update as soon as the issue is resolved. Thank you for your patience and understanding.
Subject line: [Customer name], an important update regarding your subscription
We wanted to let you know that our services will be priced higher starting [date]. We understand that this may come as a surprise, and we wanted to provide some context for the change.
We have made a number of investments to improve our services and offer new features, and this increase will help us continue to provide you with the best possible experience. Rest assured, the increase will not affect any of the features or services you currently receive.
We value your business and would like to offer you the opportunity to lock in your current rate by renewing your subscription before the increase takes effect. You can do that by clicking here: [link]
[insert a visual explanation or table showing prices before and after the increase]
If you have any questions or would like to discuss this further, please don’t hesitate to reach out to our customer service team.
Subject line: [Customer name], your [product/service] renewal is coming up
I hope this email finds you well. I wanted to let you know that your [product/service] is coming up for renewal soon.
We value your business and would love to continue serving you. If you’re interested in renewing, we’d be more than happy to offer you a discount or any other incentives that may help.
Please let us know if you have any questions or if there’s anything we can do to make the renewal process easier. We’re here to help in any way we can.
Subject line: [Customer name], your [product/service] contract has expired
I wanted to reach out and let you know that your [product/service] contract has expired.
We’ve enjoyed serving you, and we’d love to continue providing you with our services. If you’re interested in renewing, we’d be more than happy to assist you.
Please let us know if you have any questions or if there’s anything we can do to make the renewal process easier for you.
Subject line: [Customer name], update on your preorder
We wanted to reach out and provide an update on your recent preorder.
We’re thrilled to let you know that your order is currently in production and will be shipped soon. We apologize for the delay and would like to assure you that we’re doing everything we can to get your order to you as quickly as possible.
Thank you for your patience and understanding. If you have any questions or concerns, please don’t hesitate to reach out to our customer service team.
Subject line: [Customer name], update on your order status
We wanted to reach out and provide an update on your recent order.
We’re sorry to let you know that your order has not yet shipped. We are currently handling a large volume of orders, but our team is working to resolve the issue as quickly as possible.
We will provide another update as soon as we have more information, but rest assured that your package will be leaving our warehouse in a matter of days.
If you have any questions or concerns, please don’t hesitate to reach out to our customer service team.
Best regards, [Your name] [Your contact information
Subject line: We’re sorry, [Customer name] — the product you ordered is out of stock
We are sorry to inform you that your recent order for [Your product name] is currently out of stock. We understand the frustration this may cause, and we apologize for the inconvenience.
We are working diligently to restock the item as soon as possible. In the meantime, we can offer similar products you can access here: [link]. We can also offer you a full refund in case these products are not to your liking.
Thank you for choosing our company, and we appreciate your patience.
Subject line: Confirmation of order cancellation and refund
We received your request to cancel your order for [Your product name]. We apologize for any inconvenience and appreciate your patience.
We have initiated the refund process, and you should receive your funds within the next few business days, depending on your payment method.
Thank you for your business, and please feel free to reach out if you have any further questions.
Always eager to help, [Your name] [Your contact information]
Subject line: Order cancellation confirmation
We have received your request to cancel your order for [Your product name] as you have decided not to proceed with the purchase. We apologize for any inconvenience this may have caused, and we appreciate your understanding.
If there is anything we can do to help you find a product that better suits your needs, please don’t hesitate to contact us. We value your feedback and would love to assist you with your future purchases.
Thank you for your business, and we hope to serve you again soon.
Subject line: Order shipped — tracking number available
We are excited to inform you that your recent order for [Your product name] has been shipped and is on its way to you. Here is the tracking number you can use to monitor your shipment: [#tracking number]
We are doing our best to help you receive your item as soon as possible. If you have any questions or concerns about the delivery, please don’t hesitate to contact us.
Thank you for your business, and we hope you enjoy your new purchase.
Subject line: Your order has already been shipped, [Customer name]
We have received your request to cancel or modify your order for [Your product name], but we regret to inform you that it has already been shipped. We understand that this may be frustrating, and we apologize for any inconvenience.
If you no longer need the item, we suggest returning it once it has been delivered. Please refer to the return policy on our website for further instructions. If you need further assistance or have any questions, please feel free to contact us.
Subject line: We’re sorry for the inconvenience, [Customer name]
We are sorry to hear that you have not yet received your order for [Your product name]. We understand the inconvenience this has caused you, and we apologize for the delay.
We have initiated an investigation into the whereabouts of your package and will keep you updated on its status. If we are unable to locate your order, we will provide you with a full refund or a replacement item, depending on your preference.
Thank you for your patience and understanding, and please don’t hesitate to contact us if you have any further questions or concerns.
Subject line: Order delivered, but not received, [Customer name]
We have received your inquiry about the delivery status of your order for [Your product name]. According to our records, the item was delivered on [date], but it seems you have not received it yet. We understand the frustration this may cause, and we apologize for the inconvenience.
Check with anyone who may have signed for the package on your behalf. If the problem persists, we will initiate an investigation with the courier and keep you updated on its status. Depending on your preference, a refund or replacement item will be issued.
Thank you for your business, and we hope to resolve this issue as soon as possible.
Subject line: Exchange request received, [Customer name]
We received your request to exchange your recent purchase of [Your product name].
We will process the request as quickly as possible and will keep you informed of its progress. To make sure the entire process runs smoothly, we might need more info on the product you wish to exchange, such as color or size, to ensure that we send the correct item.
We are doing our best to provide a positive shopping experience and would appreciate more feedback if you could spare some time. If you have further concerns or questions, please don’t hesitate to contact us.
Subject line: We received your request, [Customer name]
We have received your request to [return/refund] your recent purchase of [Your product name]. We understand that the product did not meet your expectations, and we apologize for the inconvenience.
We will initiate the [refund/return] process as quickly as possible and will keep you informed of the progress. We may need further information from you, such as your reason for [return/refund], to help improve our products and services.
Thank you for your business and for helping us improve our products and services. If you have any further questions or concerns, please don’t hesitate to contact us.
Subject line: We are unable to approve your [return/refund] request, [Customer name]
We regret to inform you that we are unable to approve your recent return or refund request for [Your product name]. According to our return policy, we are unable to accept returns for products that have been used, damaged, or altered.
We apologize for any inconvenience this may cause. For further information, please refer to our return policy on our website. If you have any questions or concerns, please don’t hesitate to contact us.
Here are some brilliant customer service email examples from companies we’ve interacted with.
Your customers are the backbone of your business, and their satisfaction should always be your top priority. By using the templates we listed above, you can ensure that your customers’ concerns are addressed promptly and effectively and that you save a lot of time and effort in the process.
By providing outstanding customer service, you can exceed your customers’ expectations and set yourself apart from your competitors. We hope our customer service email templates will be a valuable resource for you and your business, helping you provide the support that your clients expect and deserve.
Stay tuned for more tips and resources on improving your customer service efforts!
Raluca Mocanu is a seasoned content writer, specializing in content marketing since 2016. With a strong focus on customer behavior analysis and SEO optimization, she crafts compelling narratives that drive engagement and boost conversions.
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