A loyal customer base is an asset for any business or company. They are the reason to increase your sales of products or services. However, earning their trust and retaining your clientele for a long time is not an easy task. Customer service emails are the best way to build a relationship between you and your customer. It must provide support to the customer, giving them an insight into your products and services. The design of a customer service email should be such that it attracts the customers towards you, and forces them to remain loyal to your brand or service.

You need to consider the following tips when sending an email to your customer. 

 

  • Personalize Your Emails

 

Emails personalization is key in customer service. It makes the customer feel that they are interacting with a human being and not a robot. When your customer feels that they are getting custom-tailored service from you, they develop trust in your company. 

To design personalized emails, make sure to use customers’ names at the beginning and your name at the end of the text of the email. This gives a sense to customers that there is a real person behind the computer screen. 

 

  • Make It Simple

 

In your day-to-day business, you use different jargon of your field, i.e., terms specific to your niche. However, many customers may not be familiar with those terms and may face difficulty in understanding your email. So, substitute that vocabulary with the simple ones, which aids your customers in better understanding. 

Of course, it doesn’t mean that you are underestimating the reader of the email. But you need to make sure that they comprehend the email information and don’t misunderstand anything. 

 

  • Keep a Smooth Tone

 

What type of tone will have more impact on your customer, casual or formal? This question has always been under debate.

Well, you can use both, but customers prefer a more casual and friendly tone because it has a human touch. Moreover, when you need to deny their request, people prefer to be told more formally and politely, as it feels more professional. 

If you don’t know which tone is going to work for you, then go with a similar tone as of your customer. Make sure that, along with copying your customer’s style, you must provide some valuable information about your company. 

 

  • A Simple Thank You

 

It’s important to appreciate your customer’s effort to write. No matter what complaints or problems are, make sure to let them know that you feel pleased by their response or email. Just add, “Thank you for your email” to your text. 

The feedback, both negative and positive, is crucial to push your company’s growth. 

The majority of the customers stop doing business with you when they don’t like the quality of your service. But if someone is trying to approach you and give his/her feedback, this means they are doing a favor to you. It helps to identify the hidden issues you were not aware of; thus, you can address these issues and improve your service. So, make sure to thank your customers for their valuable time and provide solutions to their problems. 

In A Nutshell

Attracting customers is a challenge in itself, let alone retaining a clientele. You need to work on the little things to establish a trustworthy relationship with your customers. Also, you must improve the quality of your product and provide faster customer support. Make sure to follow the tips mentioned above when sending a customer service email. You will see the difference in your company’s sales.