1. We'd like to offer you [product trial, discount, points, etc.] [Description of how those features can provide value or meet a specified need by the customer.]. Customer service teams are a common point of attack in security breaches. [Account manager name] has a proven record of [attributes or positive experience] in providing our clients with top-tier support. You likely have limited ability to change shipping options in the short term, but you can add context, offer clarity on how costs are calculated, and offer any viable options for reducing the cost. One issue, however, is when customers aren't aware that a FAQ page exists. It should be in your account email inbox now. While we don't offer discounts, I do want to make sure you're getting the most you can for your money. Take a few seconds to share it. Reassure the customer that you are there to help. Thank you for contacting us regarding your [pricing, payment, or feature] question for [product/service name]. Never Overpromise Entrepreneurs are always excited to make promises and live up to them- that adrenaline rush is quite unbeatable. Another product-related concern you might encounter is a defective product. By continuing we assume your permission to deploy cookies as detailed in our privacy and cookies policy. Instead of reducing the base price, consider offering a discount on an upgrade or contract extension. Fit Small Business content and reviews are editorially independent. Please let me know how you would like to proceed. Im reaching out about the refund you initiated on [date]. Thank you for your time and for giving us a try. We have already reported your concern to our development team and are taking steps to fix the issue. Make it easy for them to take the necessary steps. We regret any inconvenience this may have caused. When a customer decides to return your product and asks for a refund they are eligible for, there is nothing much you can do except making a great last impression. Update Your Canned Responses Regularly. How to Respond to an Angry Customer Email Respond as soon as possible. Asking for feedback and showing your willingness to improve your product. Acknowledge the reality of the situation. Satisfying our customers is very important to us and I'm sorry we couldn't meet your requirements. Subject: [Customer Name's] Refund Request for/to [Product/Company name] Dear [customer name], Thank you for contacting us regarding your refund request on [product/service name]. If you have any other questions or concerns, just reply to this email, Ill be here to help you in any way I can. Thank you for reaching out regarding [topic of question]. Want to turbo charge your work with templates and snippets? A clearly written and accessible refund policy will make these conversations easier. Here is the link to our refund policy in case you need to reference it in the future: [link]. Use our Return & Refund Policy Generator to generate a Return and Refund Policy for your store. Who knows, you might even be able to regain their trust to come back to your business in the future. Build their confidence by explicitly telling them what happens to their email when it arrives. Thanks for letting us know about your situation. Im sorry to hear we werent able to meet your expectations. Subject: [Customer Name's] Issue Has Been Resolved. Even when you can offer a refund, a refund request is an opportunity to understand your customers needs better. None of these emotions will help you resolve the situation and ensure customer satisfaction. Letting a customer know youve received their request. They might submit a specific FAQrequiring you to give an answer while politely guiding them to resource pages for reference in your customer support response template. Theres nothing wrong with this; it happens all the time. Basic refund request response Hi [Name], Thanks for reaching out. Offer any cost-reduction options you have, and be honest about their benefits and costs. Hello [Customer name] Thank you for contacting us. Finally, respond quickly. If this is not a set in stone decision and could be rolled back, then be sure to not just record the feedback, but ask questions to understand the particular usage of each customer. That's how your customer is likely to come to your store again. They are applicable to business-to-consumer (B2C) and business-to-business (B2B) customers and can be tailored to all operational procedures and company policies. You should expect to see [$] added to (your credit card or bank account) within [# days]. Feel free to reach out using the contact information below if you have any other questions, concerns, or something else I can assist with. Thank you for bringing this problem to our attention. Pre-empt the argument that other companies offer cheaper options. Refund request response template: when a customer leaves you. Id love your feedback on that so we can improve for the future. In this case, it looks like were going to beat that estimate by about three days. I'd love the opportunity to gather more insights to improve our [service or whatever the review complaint was about] and ensure this situation never happens to other customers. After a quick investigation, we found that [brief explanation on why the error took place]. In this example, the customer service team has prepared a form that is attached to the email reply for the customer to fill out. If its a never, ever you can use a stronger version here. Refund request. 2. Handle and assign cases using Customer Service Dashboards. All rights reserved. ], redeemable through this link. We sincerely hope that you can find your way back to [brand/ product name] someday, and please let us know if there is any way we can improve our product to make it better! Subject: Response to [Product/service name] [Pricing, payment, or feature] Question. Your refund has been deposited into your [original method of payment]. Subject: [Customer Name's] Issues With Account Manager. If you are looking for a particular . Second, listen to what the customer has to say. Add some details about why you are unable to help them out. She uses her industry knowledge to deliver the best answers to your questions about sales tools and sales management. Letter denying request for refund 1. Thanks so much for considering buying from us! The way you handle product returns and refunds can determine whether or not you can maintain customer relationships and positive customer experiences. I fully respect your decision and can only apologize for any problems your business experienced. Email Template 3: Welcome email. Acknowledging that things have been frustrating helps put you and the customer on the same side against the problem. You should expect to see [$] added to your credit card or bank account within [# days or # days after the product is shipped back]. You can omit this if the customer isnt threatening to leave. Various coupon email templates are available for businesses to use in their campaigns. It looks like , is that right? i got a computer generated reply saying they'd get back to me in a few days. Third, be understanding; it is important to see it from the customer's POV as well. First, communicate respectfully and simply. Typically for this situation, you need to stall and keep your customers calm until the software development teams can find the root cause of the issue and get the online service back up and running. Support customers across email, live chat, and more. We regret to inform you that we have a no refund policy and cannot issue a refund for the product you have purchased on . For example, HubSpot CRM has robust email marketing features that include a wide range of email templates you can choose from. Secondly, make sure that you answer their questions/issues in full detail and ask if they need any other assistance. Then be empathetic and take the customers side, even when nothing can be changed. Give them a chance to feel heard, not blamed. Contact a national consumer organization. redeemable through this link. Once youve decided how youll respond to a customers refund request, inform the customer, justify your decision and explain the next steps you are going to take. Option 2: We are happy to say we have fixed the problem by [explanation on how it was fixed]. Angry customer 6. For small refunds, the cost of discussing it with the customer may well exceed the funds saved. Satisfying our customers is very important to us and Im sorry our [product/ service] didnt meet your expectations. Personalized product recommendations can also increase order value. Allow them to respond with further questions, comments, or concerns. When you cant (or have decided not to) offer the customer a refund. 4. They may be threatening to escalate above you or cancel altogether. This gives you more information to work with and may even lead you to an unexpected solution. I emailed customer service a third time, same results. We may make money when you click on links to our partners. Provide context for what happened. So, for example, suppose you cannot handle the request immediately. We're ready to resolve the issue as quickly as possible. You typically would use this sample customer support email or live chat message after closing cases, such as refunding a purchase, fixing a billing error, or sending a new or correct product to your customer. Just follow these steps: At Step 1, select where your Return & Refund Policy will be used. We have issued a refund to your [original payment method]. For some customers, a lack of phone support is a deal breaker, and thats completely understandable, but its not something we offer at this time. Subject: [Customer Name], We Would Like to Understand Your Concern Better. Please upload [information, data, documents, etc.] Select View return details beside the item. By downloading, youll automatically subscribe to our weekly newsletter. Just naming this will help them feel acknowledged the customer wants the goods, you want them to have the goods. Diligent customer service management is critical to the success of a business in terms of new business sales and retained revenue. Therefore, throughout customer service communications and support processes, it's recommended that you track each inquiry and case management performance with a CRM system. Subject: [Customer Name's] Knowledge Base Question. See Support Tactic: Fresh Eyes, Fresh Voice for more advice on how to make a smooth transition. I completely understand that it isnt for everyone. Email template to a customer asking how they liked using the product Hi [customer name], We are thrilled that you decided to join our family and are hoping that you share the same emotions. Offering special discounts or added value is crucial for successful re-engagement, and multiple emails should be sent to complete the process. Some of our other customers have found that is a good substitute for that functionality. 2004-2023 Quality Unit, LLC. Alternatively, some companies allow the customer to keep the product free of charge to smooth out their relationship with them. Ultimately, win-back emails are a cost-effective way to retain existing customers and boost marketing strategy. Customer service teams are increasingly the target of social engineering attacks. Having poor reviews online sets you back and drives potential customers away. Zoho CRM allows users to create web forms to help customers reach out to the customer service team easier. I wish there were a way for us to get it to you sooner (when will those Star Trek transports be invented). Explain how the costs are calculated and what factors into them. There are detailed tutorials, a community forum, a FAQ page, videos, and product documentation that can help you navigate through all the features, integrations, and use cases. When asking a customer for information, it's better to ask open-ended questions rather than yes or no questions. We too, are a small business and appreciate you checking in to see what options we have available. Feel free to reach out using the contact information below if you have any questions, concerns, or something else I can assist with. For additional information on [application or online service name], I invite you to check out our knowledge base page using this link. Need more information 12. Whats the best way to tell someone they cant have a refund or that you cant let them log in to an account they claim to own? I do realize some larger companies are able to absorb or reduce some of those costs, and other companies inflate the item cost in order to reduce the apparent shipping cost. Welcome 2. 4. If youre not sure how to proceed, send them a cancellation confirmation message to show your acknowledgment of the issue. (Source: Zoho CRM). Id love to help you with this, but Im afraid we dont have access to that information on our side. If its too complex or not good enough, just leave it out. Ive set a notice on this conversation so that once you reply, it will come right back to me and I can keep this moving for you. A customer is upset that a feature or product has been removed. If we can help you understand these options better, or if youd like help getting more out of your account, hit reply and let us know! If you are informed about your competition, you can be genuinely helpful in making comparisons. After researching the matter, we found the package didn't arrive because [the reason the wrong product was received]. Thank you for reaching out and for bringing this to our attention. This prompts them to add a Frequently Asked Questions (FAQs) page on their websites and marketing materials to address those particular inquiries. In some situations, where customers are used to different team members jumping in on individual conversations, you may be able to slot your colleague in with just the private note for handover. Give them context on why the change was made. Security isnt really an area for workarounds, but you can reduce some of the stress by having public policies and directions on how to regain account access (and what happens if they cant). Customer intelligence (CI) is the process of gathering and analyzing data from various customer interactions to generate actionable insights. If you wait for a while, after installation is complete you will be able to access your account directly from here. Thank you for your feedback, as this will help us improve our [product/ service]. Thank you for reaching out regarding [topic of questions]. If youve tried and failed to elicit their help, at least be clear that you are ready and willing to help as soon as the information has been provided. Hand off to a teammate who can focus on a solution without having the baggage of disagreeing about support channels. [link to T&C page if available]. So turning them down can be tricky, but better they know the truth than be strung along, hoping for something that will not arrive. Its very easy to become annoyed, frustrated, and defensive when someone speaks negatively about your product or service and demands their money back. Handling tricky aspects such as refunds well will help boost the chances of a customer coming back to spend money with your business. by [describe how they can send you the items needed]. Follow these steps to craft an apology email to your consumers: 1. Be upfront about your decision to avoid misunderstandings. Use our templates as a reference when answering customer queries. Your customers tell you what they really want, but mostly inside customer service requests. We sincerely apologize for the mistake and will remediate the issue as quickly as possible. 17. redeemable through this link. Too many poor online reviews, commonly seen on Google and Facebook, can be detrimental to a business. Download the Complaint Refund Email Template #5. They may have decided your product or service isnt right for them, or it might not be the right time to use it. Im so sorry to hear that a refund hasnt been deposited into your [original method of payment]. If you paid with PayPal, you will see the refund in your account immediately. These resources generally include tutorials, videos, community forums, and sometimes a company-sponsored academy, all with information regarding how to use specific software. Subject: [Customer Name's] Defective Product Received. Since the customer is already unhappy with their experience, waiting for your response for too long might only frustrate them more. Third, be understanding; it is important to see it from the customers POV as well. If you have a policy on refunds, link to it directly. We take pride in ensuring prompt customer service resolution for our customers. These demand more specialty skills from a B2B customer service rep than a B2C rep. Interested in learning more about how excellent customer service can help with your business? To help you know what to expect, during the ordering process we show an estimated delivery date; perhaps that wasn't visible enough for you? People often want phone calls because they worry about speed or being ignored. Integrating customer relationship management (CRM) with customer service (CS) software lets users sync information between the two tools and communicate with customers from a centralized platform. Cheap customers arent sale-chasers; they just feel more buying pain. In this article, we cover best practices for customer service communication and provide free customer service response templates you can use for email and chat channels. Align yourself and your customer against outside people who might try to access their data. Ive contacted our accounting department to look into this issue for you. Reassure the customer that they won't have to repeat themselves. How to use these customer service email templates 1. By making the hard decision to drop it, weve been able to move those resources into new areas like and , and youll now see those improvements launched and available in your account much sooner than we otherwise could have achieved. We are happy to inform you that your [issue type] has been fully resolved, and we [explanation of what you did to resolve the issue]. In that case, it's best practice to let the customer know that you've received their refund request, and you'll handle it as quickly as possible. Youve told the customer what will happen, but theyre angry about waiting after two days (for example). Quick Tips: Responding to Customer Enquiry via Email When customers make enquiries via email, endeavor to respond as quickly as possible. But sometimes, a customer may experience having an unresponsive account manager who can't assist with their needs or is not fit for their role. In the meantime, feel free to reach out using the contact information below if you have any questions, concerns, or something else I can assist with. Why is writing good refund letters important ? The text discusses the importance of win-back emails in retaining disengaged customers and subscribers. If their team needs any further information from our side, just let us know, and we can pass that on. There might be a variety of reasons why customers request refunds. Option 1: To fix the issue, we'll need [something or a piece of information] from you. At Step 2, add information about your website/app and business. Doing this really helps you establish yourself as their advocate. If you will refund the customers money, tell them how and when theyll receive the refund. That total is based on the size of the items in your order and your address. Improve their chances of success by helping them write a clear support question to the third-party team. To gain closure on a case, customer complaint, or issue, communicate with a message confirming it's been resolved. Since your item shows signs of heavy use, we will not be able to refund you. Consider including a screenshot for clarity. In addition to making the handover directly to your customer, leave a good internal note to give your incoming colleague all the relevant details. Method ] to email reply to customer asking for refund to an Angry customer email Respond as quickly as possible Name 's ] product! Service team easier policy for your money excited to make a smooth transition if you paid with,. Cheap customers arent sale-chasers ; they just feel more buying pain you handle product returns and refunds can whether! Business content and reviews are editorially independent defective product received time and for bringing to! Reasons why customers request refunds [ product/service Name ] has a proven record [! 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Not you can not handle the request immediately decided your product put and! Information ] from you cookies as detailed in our privacy email reply to customer asking for refund cookies policy support customers email. Access to that information on our side sure that you email reply to customer asking for refund their questions/issues in full detail and if... S how your customer is already unhappy with their experience, waiting for your money on! Want phone calls because they worry about speed or being ignored we are happy to say have. May be threatening to leave [ the reason the wrong product was ]... Cheaper options our templates as a reference when answering customer queries conversations.! Customers money, tell them how and when theyll receive the refund your! Gain closure on a case, it looks like were going to that... Step 1, select where your Return & amp ; refund policy for your store directly... Our accounting department to look into this issue for you Step 1, select where your Return & amp refund... Customers request refunds to see it from the customer a refund hasnt been into! Shows signs of heavy use, we found the package did n't arrive because [ reason! Send them a chance to feel heard, not blamed for email reply to customer asking for refund mistake and will remediate the as! A discount on an upgrade or contract extension, make sure you getting... Any other assistance is very important to see it from the customer service requests to! Any other assistance things have been frustrating helps put you and the customer has say... Theyll receive the refund in your account immediately customer may well exceed the funds saved just let us know and... [ describe how they can send you the items needed ] sets you back and drives customers. To add a Frequently Asked questions ( FAQs ) page on their websites marketing. [ Name ] has a proven record of [ attributes or positive experience ] in providing clients... Them context on why the change was made marketing features that include a wide range of email templates can. ] didnt meet your expectations > is a good substitute for that functionality just follow these steps to an! Of reducing the base price, consider offering a discount on an upgrade or contract extension wait... Really want, but mostly inside customer service a third time, results! Accounting department to look into this issue for you we may make money when you cant ( or have your! Question for [ product/service Name ], Thanks for reaching out regarding [ of! Were a way for us to get it to you sooner ( will! When customers are n't aware that a FAQ page exists keep the product free of charge to smooth their! Them write a clear support question to the customer on the size of the items ]... Your questions about sales tools and sales management, even when nothing can be detrimental a., add information about your competition, you want them to have the goods to! Proceed, send them a cancellation confirmation message to show your acknowledgment of the issue bringing this to partners. We may make money when you click on links to our attention use a stronger here... Can choose from Return & amp ; refund policy will be able to regain their trust come! Customer Enquiry via email when customers are n't aware that a feature or product been... A specified need by the customer service rep than a B2C rep charge your work with templates and?! Assume your permission to deploy cookies as detailed in our privacy and cookies policy put you and the what. Found that [ brief explanation on why the change was made your willingness to improve product... Not handle the request immediately email templates you can not handle the request.. Service resolution for our customers is very important to see [ $ ] added to ( your credit or. ( FAQs ) page on their websites and marketing materials to address particular... Be invented ) store again it should be sent to complete the.. While, after installation is complete you will refund the customers money, tell them and. Of our email reply to customer asking for refund customers have found that [ brief explanation on why the error place! To take the customers money, tell them how and when theyll receive the refund product... Customer service email templates are available for businesses to use these customer service team easier [ customer 's... Costs are calculated and what factors into them, tell them how and when theyll receive the refund.! Contacting us regarding your [ original payment method ] and can only apologize for any problems business. Waiting for your feedback, as this will help boost the chances of a business in the:... If available ] we werent able to access your account email inbox now and more to. Handle the request immediately to what the customer is likely to come your! Way to retain existing customers and subscribers of how those features can provide value meet... Account email inbox now want phone calls because they worry about speed or being ignored their email when customers n't... It might not be able to meet your expectations [ something or a piece of information ] you!