10 Great Customer Service Canned Responses You Can Use Right Now

10 Great Customer Service Canned Responses You Can Use Right Now

The constant stream of e-mails and chats coming to your customer service team inbox everyday can indeed be overwhelming. You know responding to and impressing each of them is very much paramount, but often you just don’t have the time to do so. With your relationship with the customer in line, is there such a quick fix to help you with this issue?

There might be just hope.

This is considering that possibly, plenty of these e-mails and chats are addressing the same issues – allowing you to use pre-written answers or otherwise known as canned response for customer service. It will make your job easier, though you still have to use it properly. Common replies shouldn’t make your responses sound like robots. Try to personalize it as much as you can.

Have you tried creating canned response before? You can use a simple text expander tool, or a feature of your customer service software such as Bornevia. You can see the example below:

 

Blog - Canned Response


Should you find the task of writing these canned responses difficult, you can thank us and use these 10 great template responses:

E-mail

1. For sign-in trouble

Hello (First name),

Thank you for letting us know about the sign-in problem. Our technical team has fixed the issue for you.

(Adjust this part to better suit your company’s service). You may now sign-in after correction has been made on your account. Here’s how to do so:

  • Open (your website)
  • Type your username and password
  • Answer the security question

If you still have any problems, please call our Customer Service Center at (your office number). We are here for you Monday through Friday from 8 AM until 5 PM.

We are really sorry for the inconvenience. Everything should be working smoothly now!

 

Sincerely,

(Customer Service rep’s name)

(Your company name)

2. For accepting customer complaint

Hello (first name),

Thank you for being open and honest about your experience. We truly appreciate your suggestion on helping us improve our product/service even further. You’re right, we could definitely do this better.

Our team is working hard to make sure that this doesn’t happen again. If you don’t mind I would be happy to keep you updated about our improvement.

 

Cheers,

(Customer Service rep’s name)

(Your company name)

3. For providing a refund

Refund

Hello (first name),

We are sorry to hear that you did not enjoy your experience with us. As we truly value each of our customer’s happiness, we will gladly review your request for refund of (Your company’s product or service).

However, please keep in mind that refund requests usually take (Put number of days) to process. We promise you though, we’ll keep you updated once we investigate your case.

If the request is approved, you can expect the refund to be completed within (Put number of days).

If there are any other problems, please do not hesitate to let me know. I would gladly provide you with further assistances.

 

Best,

(Customer Service rep’s name)

(Your company name)

4. For information request about your product/service

Hello (first name),

Thank you for your inquiry about (Your product/service). Please find attached the manual/booklet for the product/service in this (insert location and link of e-book).

I have also included a sample/voucher for you to try out our products. (Insert trial link). I hope you would find them useful.

Please, do not hesitate to call me if you have any further questions. We will be glad to have you as our customer.

 

Sincerely,

(Customer Service rep’s name)

(Your company name)

5. For turning down your customer’s idea

Hello (first name),

Thank you for your e-mail. We really appreciate your effort for contributing to our improvements.

We can understand your ideas. (Write the brightside of your customer’s idea) But at the moment, unfortunately we will not be able to make this one work. (Provide your reasonings here: e.g. Our team is quite small right now, and we also have a big product to be made. )

However, I would love to chat or call you again regarding this matter, should you be keen for it. Would (Insert date and time or means of communication) work for you?

If you have any further concerns, please do not hesitate to let me know. We will be glad to have you as our customer.

 

Best,

(Customer Service rep’s name)

(Your company name)

 

Live chat

6. For return policy

You can return any item to us within (Insert number of days) days of receiving your order. Make sure the items are unused and in their original condition along with its packaging. We will gladly exchange it or issue a refund for you.

7. For telling “I don’t know”

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My apologies, but I currently do not have the sufficient information on that. I will find this out from a related department, and get back to you shortly.

8. For putting on hold

Would you mind holding on for a few minutes while I am checking this with our manager?

9. For transferring

(Customer’s first name), let me transfer you to (Related department) department. I am going to connect you with (Employee’s name). He/she will be able to help you with this problem.

10. For admitting your fault

(Customer’s first name), I’m really sorry. We made a mistake by (Explain your company’s fault). We are going to fix it immediately, but it takes approximately (Number of days) days. We will give you (A reward) to make up our errors.

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