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Some Tips on Good Customer Service Using Email

Your customers are your life blood, the grease that keeps your business from grinding to a halt. Therefore, your number one concern should be keeping them happy, and great customer service goes a long way to that extent.  Email being an important element of customer service, here are a few tips on how to properly support and interact with your customers via email.

Get Back to Your Customers Quickly

Responding quickly to your costumers email makes you seem professional and shows them that you take their issue seriously. That being said, if you find a customers email insulting or it incites you in some other negative way, it’s probably a good idea to take a little breather so that you can give them a calm and measured response. You don’t have to love every single complaint, but as a business you should not make it personal.  Always try to be as kind and courteous as possible.

Answer as Clearly as Possible.

Answer their questions fully, covering every issue that they raise.  Try to be as short and to the point as possible without sacrificing necessary content.  A good way to do this is to give step-by-step instructions using numbers or bullet points. Hold their hand through whatever process needed.  Make their experience as easy and painless as possible, and they will thank you for it.

End the body of the email by expressing your joy at having them as a customer and let them know that you are always their in case they run into any more problems or have concerns.  A little extra effort on your part can only make your customer happier with you.

End Your Email Professionally

Ending your business email with peace, later, or deuces is a major no no (with a few exceptions).  Sincerely or regards are always phrases a safe play and sound professional and respectful, which is how I’m guessing you as a business would like to come across.

Finally, the number one thing you can do to provide the ultimate in customer support is to have a link in your signature line to your online scheduling page that allows them to book time with you immediately.

Watch Out for Grammar Mistakes

This one is pretty obvious.  Proofread the email.  Make sure there are no glaring grammar mistakes.  Some more common ones include using “your” instead of “you’re’  and “their” instead of “they’re”. Proofread please, it makes things a world better.

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