A canned email response is an automated response message sent to customers or prospective customers via email. The email response is typically a pre-written, templated message that contains information that is most often used in customer service emails.
Its purpose is to streamline the customer service process and provide quick, concise, and consistent responses that can be sent with minimal effort. In some cases, they also serve as part of a customer service workflow, such as a welcome message or first point of contact.
Understanding Canned Email Responses
Canned email responses are pre-written messages created with the intention of being sent to the customer or prospective customer in response to specific inquiries. They are typically created using templates provided by email providers, such as Gmail, Outlook, Hotmail, or other services.
The canned email responses can be custom-created to meet the needs of the business or organization, or a library of canned email responses can be established from which a customer service representative can select the best response for each inquiry.
Advantages of Automating with Canned Email Responses
Canned email responses can be a great way for businesses to automate and streamline the customer service process. By having the ability to quickly and easily send out consistent, pre-written responses, customer service representatives can spend more time engaging in meaningful conversations with customers, instead of wasting time writing individualized emails. Additionally, with canned email responses, businesses can ensure that all customer inquiries are answered in a timely manner and with consistent and accurate information.
Example Canned Email Responses
An example of a canned email response could be a response to a customer who has asked a common question such as, “how can I track my shipment?” A canned email response could provide information on the tracking number, shipping method, estimated arrival date, and other pertinent information, as well as a link to the tracking page of the shipping carrier. This response could be adapted to fit any type of inquiry.
For businesses that are offering products online, a canned email response could also serve as a welcome message. This response could contain information about the product or service being offered, as well as a link to further details and a discount code for the customer.
An example canned email response for customer service inquiries could include information about the product or service, a link to the contact page for further assistance, and a brief greeting. This type of response is designed to provide the customer with the assistance they need and direct them to the appropriate contact in case they require further assistance.
Conclusion
Canned email responses can be an invaluable tool for businesses or organizations looking to streamline their customer service process. By using pre-written templates, businesses can quickly respond to customer inquiries and ensure that they are answered accurately and consistently. Canned email responses can also serve as welcome messages and as part of a customer service workflow. With canned email responses, businesses can ensure that all customer inquiries are addressed in a timely and efficient manner.
