Making sure your customers are happy is one of the most effective ways to retain them. And one of the best ways to retain your customers is to make them feel heard. That means whenever they send an inquiry, it doesn’t matter whether or not you have an answer to that inquiry; you should send them ‘thank you for your inquiry emails.’
In this article, we will look at everything you need to know when writing thanks you for your inquiry emails and include some samples to serve as pointers on how you can write yours.
First things first:
What is a Thank You for Your Inquiry Email?
To answer this question, you need to understand an inquiry email. Inquiry emails are emails sent to ask for information concerning a product, service, or general information.
Customer inquiries can come in various forms. As long as it’s a channel for your customers to contact you, it can serve as a medium for inquiries to come through. Hence, a thank you for your inquiry email is sent to respond to that inquiry.
When sending thank you for your inquiry emails, it is important to remember that you’re not merely thanking them for their inquiry; you’re also writing to meet the recipient's request and to solve their problem or answer their inquiry.
Solving a customer’s problem with a thank you for your inquiry email does not have a clear-cut path. This means there’s no one-size-fits-all response. Your solution can be an email to introduce your boss or someone with more expertise to solve the problem, it can simply be an email telling them to give you time while you work out a solution. What is important is that the customer’s inquiry is resolved.
Why is it Important to Send a Thank You for the Inquiry Email Response?
For businesses, inquiry emails are usually the first steps a customer takes to inquire about your service. For new customers, this is the first point of contact you have with them. Hence it is of utmost importance that your response is professional and, more importantly, solves their problem.
So, why should you send a response to an inquiry email?
- It prolongs the customer’s interest in your company or product. In your industry, it’s extremely unlikely that you’re without competitors. This means if a customer is inquiring about your products for the first time, there’s a chance they’re also doing the same with other companies.
This means, whoever has the best product and provides the best experience, is who they’re going to do business with. This is why it is extremely important that every inquiry is treated with the same level of importance and urgency.
- Improve customer retention. At the beginning of this article, we discussed how the best way to retain customers is to make them feel heard. If a customer sends an inquiry email and is attended to, that satisfied customer will most likely refer.
According to statistics, 43% of brands use word-of-mouth marketing to improve direct sales. This goes further to show how customer satisfaction influences retention and growth.
- Increased your brand’s authority. The goal of every company is to have a solid brand authority and identity. This means earning your customer’s trust so that you become the go-to brand whenever they need products or services you render.
How to Write a Thank You for the Inquiry Email
As said above, a thank you for your inquiry email is important for many reasons. This means it must not be written poorly. If written poorly, it can adversely affect your brand and potentially cost you customers. Every email should be handled with utmost precision and attention to detail.
In this section of the article, we’ll write out a step-by-step guide on how to write thank you for your inquiry email and include some samples to get you started.
- The Opening Section of the Email
The opening part of your thank you email is one of the most important parts. When writing this section of your reply, make sure to begin with thanks. Thank the customer for inquiring about your product or service.
Thank you for your interest in our product…
We were glad to receive your email inquiring about our product…
Above are some standard ways to begin your email by thanking a customer for the inquiry.
- Body of the Response
This is arguably the most important part of the thank you for your inquiry email. The only thing you need to do here is to respond to the customer’s inquiry and provide the information they need.
Doesn’t matter what the response to their inquiry is. The most important thing is that it solves their problem. Don’t bore them with unnecessary information; just go straight to the point and provide the necessary information.
Also, if there isn’t an available solution to their inquiry, make sure to let them know. This should be done reassuringly, and with the promise to get back to them immediately there’s a solution.
- The Closing
Part of a thank you for an inquiry email also doubles as an invitation. It doubles as an invitation as it keeps the communication channel open by inviting customers to get back to them if they have further inquiries.
In more pressing and sensitive situations, this is the point where you invite the customer for a meeting or a quick call.
More Tips on Writing Thank You for Your Inquiry Email
These are additional tips to keep in mind when replying to an inquiry email.
- Make sure to understand the request. This goes without saying. When responding to a customer’s inquiry, understand the request. This is important as it enables you to provide the right answer to your customer’s inquiry.
- Reply as soon as possible. We said at the beginning of the article that there are competitors everywhere. So, it is important to ensure that you reply to inquiries as soon as they come in.
- Do not overdo it. Most customer inquiries are straight to the point and do not contain unnecessary information. This is exactly how your response should be as well.
Unless the reply calls for it, do not include any unnecessary information. Go straight to the point and ensure not to bore the customer with irrelevant information.
Thank You for Your Inquiry Email Samples
In this section of the article, we’ll list some examples of thank you for your inquiry emails to help you write yours.
Thank You for Your Inquiry Email Sample 1
Dear Jane, Firstly, we’d like to thank you for inquiring about our investment options. To answer your inquiry, our investment package comes in 4 tiers. Standard Gold Diamond Platinum Each of these tiers depends entirely on how much you’re willing to invest. For the Platinum tier, you’ll be required to fill out a form and hop on a quick call with our business manager. Please download the brochure attached to this email to find out more information. Please let me know if you have any more questions. Kind Regards, Jim Blessed.
Thank You for Your Inquiry Email Sample 2
Dear John, Thank you for your interest in our software. Our software is an AI-powered tool that searches the internet for specific keywords. We’re functional across all devices, and not only that, we’re currently used by over 70,000 WordPress blogs. We’ve ranked over 200,000 articles on the first page of google. If you need more information, please click on the link below. And if you need to talk to someone from sales, kindly schedule a meeting here. Please send us an email if you have further inquiries. Kind Regards, Softcare Team
Thank You for Your Inquiry Email Sample 3
Dear Sir, Thank you for your inquiry concerning our product. In response to your inquiry, please find attached a list of our furniture products and the associated shipping cost to the location you asked for. Please know that shipping to your location takes between 7-10 days. Additionally, we’re running an offer. You get a subsided shipping fee if you buy up to 10 products. If you need more information or want to talk to an agent, please let us know. Please do not hesitate to send us a message if you need further information. Best Regards, Tosan from ShelvesRus.
We have detailed the importance of sending thank you for your inquiry emails. We’ve also listed several samples to help you write your response to your inquiry.
Note that all customer inquiries are unique; hence, responses will be unique. Ensure to follow the most important principles in this article, and you’ll receive a 5-star review from your customer.