Archive for category: Customer Service Emails

  • How to Resolve Customer Service Issues – by Email or Telephone?

    A delayed delivery. The wrong size, color or specification. An expired coupon or invalid credentials. Something is bound to go wrong once in a while even as you strive to develop a responsive organization that delivers quality customer service.  How these occurrences are handled and customer service issues resolved will create a lasting impression on your customers’ mind about you

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  • How to Write Quotation Emails to Customers

    Requests for Quotations (RFQ) were traditionally published in print media or sent out by formal letter to organizations to submit the requested quotations.  This entire process took so much time but with email services, the turnaround time on requesting and receiving quotations has been significantly reduced.  Though the act of requesting a quotation and responding to a request for quotation

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  • 14 Basic Tips for Conflict Management via Email

    Everyone communicates, doing so effectively is paramount in conflict management via email. It is possible to keep passing information across without effectively communicating to the other party. This is the reason most conflicts are left unresolved. To resolve a conflict with a person, seeking to understand the other party is perhaps the first thing to be noted. This is the

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  • How to Respond to Email Introduction from a Potential Customer

    In a world where the internet has taken over from the pen and paper, we may be tempted to neglect or pay less attention to what we are writing and to whom we are writing. Sometimes we treat people in the same way when we respond to email introduction from potential customers in inappropriate ways. People are different and as

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  • Best Tips and Templates for Writing Customer Friendly Emails

    As humans, nothing gets to us like care. This is the full-time job of every customer care agent, caring for the needs and complaints of your customers as you provide goods or services to their satisfaction. While it is exciting and rewarding, it is also full of its own challenges as results of human flaws with other factors that may

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  • How to Answer Rude Phone Calls Professionally

    Introduction Customer service representatives interact with customers on behalf of an organization. One of the ways in which customer service representatives interact with people is through the telephone. Talking with someone effectively on the phone is a form of art which must be learned deliberately. The phone conversation is different from other means of communication such as emails and letters.

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  • How To Reply Customers’ Questions Via Email

    Every company’s greatest assets are its customers because without customers there is no company- Michael LeBoeuf Customers are not just always right they are also always inquisitive. In every business, there are questions with respect to products and services. If the producers had asked series of questions through the line of production with respect to what they produce, it should

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  • Effective Tips for Handling Unhappy Customers Via Email

    Customers are at the heart of every business. In other words, businesses exist for their customers. The customer always has a choice, and the role of the business owner as well as his or her employees is to retain the customers. It is wrong to think that the most important thing about your company or business venture is the products

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  • Mending a Business Relationship by Apologizing via Email

    A letter of apology goes a long way in mending a relationship you or your firm have jeopardized with your client. While in some cases, it would never be enough to say sorry, the first step to mending what has been damaged will still be to tender an apology. When Things go Sour Business relationships like every other type of

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  • How to Provide Effective Customer Service via Email

    In business a minor incidence can make you lose key clients, therefore it is very important to be effective in dealing with customers professionally. Over time, you may have established solid relationships with many clients, and nurtured these relationships meticulously. A communication error or poor handling of customers in any other way can destroy this relationship. One of the common

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  • Why Your Clients are Unresponsive to Your Emails

    Introduction It could be quite frustrating when you send business emails to your (potential) customers, hoping for the anticipated response, but end up getting the complete opposite – no response. Many people that find themselves in situations like this just surrender and feel they have done their best and move on to another customer, only for the same cycle to

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  • Seven Follow-Up Sample Emails after No Response from Clients

    Introduction Have you been in situations in which clients you had considered to very good potentials that you have spoken to on phone or communicated with via email or by other means, end up not responding your proposals? Well, if you have been in such a situation, the best thing to do is to send a follow-up email to remind

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  • How to Write Promotional Emails in Business

    Introduction The purpose of writing and sending a promotional email is to promote a product or service. The whole idea is to tactfully persuade your client to take advantage of a product or service that will benefit them. Your primary interest should be the client, what is in it for them? Any promotion that does not add value to your

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  • Seven Sample Emails to Respond to Customer Enquiry

    Quick Tips: Responding to Customer Enquiry via Email When customers make enquiries via email, endeavor to respond as quickly as possible. This shows that you place value on them. The email should open with an appreciation. This should be followed by addressing the customer’s concern. Your email should show that you truly care about meeting the customer’s need. If you make

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  • How to Request for the Payment of an Overdue Invoice via Email

    In business transactions, it is not uncommon to have clients make use of your credit lines. No matter the checks and balances in place, some of these clients may default in the payment of invoices. Here, you will find out how to request for such delayed invoice(s) via email. Your company may run into serious financial issues if you do

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  • How to Offer Discounts on Overdue Invoices to a Strapped Loyal Client via Email

    While conducting business with clients that have credit lines with your company, there are times that invoices will be overdue for various reasons. Although some reasons may not be tenable, there are clients that genuinely have challenges that have caused this delay. Here, we are considering loyal clients who have verifiable financial difficulties that have led to non-payment of overdue

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  • How to Apologize for an Employee’s Error via Email

    Are you in a situation in which your employee has committed an error that could lead to dissatisfaction or outpouring of anger by your client? It is important as an employer to ascertain the details of what went wrong and why such a thing happened. An email alone may not satisfy some customers, therefore a follow-up visit, after the initial

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  • How to Communicate That an Email has an Attachment(s)

    What we write and how we go about communicating it is determined by who we are relating with. This is why when an email is sent and a file is attached to the message, the manner we communicate this differs and is determined by our relationship with the person at the other end or the purpose we seek to achieve.

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  • How to Answer Customers’ Enquiries via Email

    Customers’ inquiries are made in response to an impression the organization or company has earlier made in their minds.  In the hope that a particular need, be it material, emotional, psychological, etc, could be met. Customers often make inquiries to be further enlightened about the need they seek to meet. In answering an Customers often make inquiries to be further

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  • How to Introduce Yourself to a Prospective Client via Email

    Introduction Nothing is more appealing when introducing oneself to a potential client than to come right bold while at it. Introducing yourself to a potential client via email is more appropriate when you have had a previous physical encounter and you are following on it. In such a case, you may have to mention the WHERE and WHEN the meeting

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