{"id":17501,"date":"2021-11-11T14:58:38","date_gmt":"2021-11-11T14:58:38","guid":{"rendered":"https:\/\/www.engagebay.com\/blog\/?p=17501"},"modified":"2025-03-05T11:23:21","modified_gmt":"2025-03-05T11:23:21","slug":"customer-service-email-templates","status":"publish","type":"post","link":"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/","title":{"rendered":"10 Customer Service Email Templates for New CRM Users"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">When small businesses like yours start using CRM software for improving customer service, it can be a game-changer.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">CRM software allows you to personally connect with each of your customers at every touchpoint. <\/span><span style=\"font-weight: 400;\">It immediately pop-ups information about your caller \u2014 enabling you to see prior responses from your team and what they have done about them.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Besides, you can store <strong>customer service response email templates<\/strong> in your <a href=\"https:\/\/www.engagebay.com\/blog\/crm-process\/\" target=\"_blank\" rel=\"noopener\">CRM to save your agents\u2019 time<\/a>.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Did you know that <\/span><a href=\"https:\/\/www.superoffice.com\/blog\/customer-service-benchmark-report\/\"><span style=\"font-weight: 400;\">62% of all customer email requests<\/span><\/a><span style=\"font-weight: 400;\"> are never answered at all? Not only that but for those that are answered, 27% of them are answered incorrectly.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But that shouldn&#8217;t be you.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this blog post, we will share <strong>10 customer service email templates<\/strong> that you can use to answer support tickets faster and correctly.&nbsp;<\/span><\/p>\n<p><a href=\"https:\/\/www.engagebay.com\/email-templates\/\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" class=\"aligncenter wp-image-66157 size-full\" src=\"https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2024\/08\/Final-Email-Blog-CTA-770x206-1.png\" alt=\"Banner promoting over 1,000 free HTML email templates from EngageBay. Customize and send beautiful, easy-to-use email templates for impactful marketing campaigns. Try for free.\" width=\"770\" height=\"206\" srcset=\"https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2024\/08\/Final-Email-Blog-CTA-770x206-1.png 770w, https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2024\/08\/Final-Email-Blog-CTA-770x206-1-300x80.png 300w, https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2024\/08\/Final-Email-Blog-CTA-770x206-1-768x205.png 768w\" sizes=\"(max-width: 770px) 100vw, 770px\" \/><\/a><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_74 ez-toc-wrap-left counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#How_Do_You_Write_A_Customer_Service_Email_Sample\" >How Do You Write A Customer Service Email Sample?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#Gather_All_Information_You_Need\" >Gather All Information You Need<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#Empathize_With_Their_Situation\" >Empathize With Their Situation<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#Remove_the_Guesswork_Altogether\" >Remove the Guesswork Altogether<\/a><ul class='ez-toc-list-level-4' ><li class='ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#Enhance_Your_Email_Marketing\" >Enhance Your Email Marketing<\/a><\/li><\/ul><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#How_Do_You_Start_a_Customer_Service_Email\" >How Do You Start a Customer Service Email?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#1_Be_Humane\" >#1. Be Humane<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#2_Solve_the_Problem_First_Provide_Resources_Later\" >#2. Solve the Problem First, Provide Resources Later<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#3_Be_Clear_Avoid_Vague_Phrases\" >#3. Be Clear, Avoid Vague Phrases<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#4_Structure_the_Information_Well\" >#4. Structure the Information Well<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#10_Customer_Service_Email_Templates_That_Every_Business_Needs\" >10 Customer Service Email Templates That Every Business Needs<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#Scenario_1_New_Customer_Welcome_Email_Template\" >Scenario #1: New Customer Welcome Email Template<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#Scenario_2_Customer_Query_Response_Email_Template\" >Scenario #2: Customer Query Response Email Template<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#Scenario_3_Customer_Service_Follow-up_Email_Template\" >Scenario #3: Customer Service Follow-up Email Template<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#Scenario_4_Angry_Customer_Response_Email_Template\" >Scenario #4: Angry Customer Response Email Template<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#Scenario_5_Frustrated_Customer_Churned_Response_Email_Template\" >Scenario #5: Frustrated Customer (Churned) Response Email Template<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#Scenario_6_Renewal_Reminder_Email_Template\" >Scenario #6: Renewal Reminder Email Template<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#Scenario_7_Contract_Expired_Reminder_Email_template\" >Scenario #7: Contract Expired Reminder Email template<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#Scenario_8_Refund_to_Customer_Email_Template\" >Scenario #8: Refund to Customer Email Template<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#Scenario_9_Customer_Feedback_Email_Template\" >Scenario #9: Customer Feedback Email Template<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-21\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#Scenario_10_Positive_Feedback_Customer_Service_Email_Sample\" >Scenario #10: Positive Feedback Customer Service Email Sample<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-22\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-email-templates\/#Wrap_Up_Using_Email_Templates_in_EngageBay_CRM\" >Wrap Up: Using Email Templates in EngageBay CRM<\/a><\/li><\/ul><\/nav><\/div>\n\n<p>&nbsp;<\/p>\n\r\n            <script>\r\n                var EhAPI = EhAPI || {}; \r\n                EhAPI.after_load = function() {\r\n                    EhAPI.set_account('ktb76s1540fl2hnhbqnrtd2npb', 'our');\r\n                    EhAPI.execute('rules');\r\n                };\r\n                (function(d, s, f) {\r\n                    var sc = document.createElement(s);\r\n                    sc.type = 'text\/javascript';\r\n                    sc.async = true;\r\n                    sc.src = f;\r\n                    var m = document.getElementsByTagName(s)[0];\r\n                    m.parentNode.insertBefore(sc, m);   \r\n                })(document, 'script', '\/\/d2p078bqz5urf7.cloudfront.net\/jsapi\/ehform.js');\r\n            <\/script>\r\n            <script>\r\n                function waitForEhForms() {\r\n                    const interval = 100; \/\/ Check every 100ms\r\n                    const checkAndLoad = () => {\r\n                        const params = new URLSearchParams(window.location.search);\r\n                        const elementorPreviewParam = params.get('elementor-preview');\r\n                        if (elementorPreviewParam && typeof EhForms !== 'undefined' && typeof EhForms.loadForms === 'function') {\r\n                            EhForms.loadForms();\r\n                            console.log('EhForms.loadForms() called successfully.');\r\n                        } else {\r\n                            setTimeout(checkAndLoad, interval);\r\n                        }\r\n                    };\r\n                    checkAndLoad();\r\n                }\r\n                \/\/ Call the function\r\n                waitForEhForms();\r\n            <\/script>\r\n        <div class='engage-hub-form-embed' id='eh_form_5161654467690496' data-id='5161654467690496'><\/div>\n<h2><span class=\"ez-toc-section\" id=\"How_Do_You_Write_A_Customer_Service_Email_Sample\"><\/span><span style=\"font-weight: 400;\">How Do You Write A Customer Service Email Sample?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Before you even start typing a <strong>customer service email sample<\/strong>, follow these three best practices.&nbsp;<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Gather_All_Information_You_Need\"><\/span><span style=\"font-weight: 400;\">Gather All Information You Need<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The first step to addressing a customer\u2019s query or complaint is by understanding what they are trying to say.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Don\u2019t rush into replying until you have carefully read what the customers are asking.&nbsp;<\/span><span style=\"font-weight: 400;\">Do they sound frustrated or concerned? Are they facing any issue or is it just a normal query?&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Sometimes, you would need to read between the lines to understand where they are coming from.&nbsp;<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Empathize_With_Their_Situation\"><\/span><span style=\"font-weight: 400;\">Empathize With Their Situation<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A good service agent takes a step back and puts themselves in their customer\u2019s shoes before reacting. Handling a frustrated or angry customer can be hard.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">They might not always be right but regardless of how you approach the situation is what your customer will remember.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If the customer was not happy with your service, they would complain about it to their friends, family, and even on social media platforms.&nbsp;<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Remove_the_Guesswork_Altogether\"><\/span><span style=\"font-weight: 400;\">Remove the Guesswork Altogether<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If you don\u2019t understand their issues, ask them to repeat, or ask more questions to understand them.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s always a safer option than guessing and getting it all wrong.&nbsp;<\/span><\/p>\n<hr>\n<h4><span class=\"ez-toc-section\" id=\"Enhance_Your_Email_Marketing\"><\/span><span style=\"color: #666699;\"><b>Enhance Your Email Marketing<\/b><\/span><span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Want to make your emails more impactful? Check out our beautiful, easy-to-customize <\/span><a href=\"https:\/\/www.engagebay.com\/email-templates\/\"><span style=\"font-weight: 400;\">HTML email templates<\/span><\/a><span style=\"font-weight: 400;\">. Designed to boost engagement, these templates from EngageBay will help your emails stand out. Just customize the images, headings, and CTAs for your brand, and hit send in a few minutes!<\/span><\/p>\n<p style=\"text-align: center;\"><span style=\"font-weight: 400;\"><a class=\"fasc-button fasc-size-medium fasc-type-flat fasc-rounded-medium\" style=\"background-color: #33809e; color: #ffffff;\" target=\"_blank\" rel=\"noopener\" data-darkreader-inline-bgcolor=\"\" data-darkreader-inline-color=\"\" href=\"https:\/\/www.engagebay.com\/email-templates\/\">Browse the Template Library<\/a><\/span>&nbsp;<\/p>\n<hr>\n<h2><span class=\"ez-toc-section\" id=\"How_Do_You_Start_a_Customer_Service_Email\"><\/span><span style=\"font-weight: 400;\">How Do You Start a Customer Service Email?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">When you have to write several emails every day, it can be hard to maintain the quality of every email response.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, support reps can afford to lose this <a href=\"https:\/\/www.engagebay.com\/blog\/customer-service-strategy\/\" target=\"_blank\" rel=\"noopener\">one chance of interaction with their customers to delight them<\/a>.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are a few rules on <strong>how to write customer service emails<\/strong>.&nbsp;<\/span><\/p>\n<figure id=\"attachment_17580\" aria-describedby=\"caption-attachment-17580\" style=\"width: 680px\" class=\"wp-caption aligncenter\"><img decoding=\"async\" class=\" wp-image-17580\" src=\"https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2021\/11\/Rules-to-Write-Customer-Service-Emails-3.png\" alt=\"Rules to Write Customer Service Emails \" width=\"680\" height=\"408\" srcset=\"https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2021\/11\/Rules-to-Write-Customer-Service-Emails-3.png 1000w, https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2021\/11\/Rules-to-Write-Customer-Service-Emails-3-300x180.png 300w, https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2021\/11\/Rules-to-Write-Customer-Service-Emails-3-768x461.png 768w, https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2021\/11\/Rules-to-Write-Customer-Service-Emails-3-595xh.png 595w\" sizes=\"(max-width: 680px) 100vw, 680px\" \/><figcaption id=\"caption-attachment-17580\" class=\"wp-caption-text\"><em>Image: EngageBay<\/em><\/figcaption><\/figure>\n<h3><span class=\"ez-toc-section\" id=\"1_Be_Humane\"><\/span><span style=\"font-weight: 400;\">#1. Be Humane<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">This might come out as so obvious but while replying to an email, we tend to sound more robotic than imagined.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A survey revealed that <a href=\"https:\/\/www.mediapost.com\/publications\/article\/122502\/\" target=\"_blank\" rel=\"noopener\">40% of participants want their customer service email<\/a> to sound more human-like.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">While writing an email, you do not have to make things complex by stating unnecessary details. For instance, as an employee of a company, you would be tempted to brag about the awards won. Or, you might hyperlink to a blog post or a new mention.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We often use jargon and convert it into a formal email. However, your challenge is to empathize first and then try to solve their problem by sounding personal and friendly.&nbsp;<\/span><\/p>\n<blockquote><p><em><b><\/b><a class=\"fasc-button fasc-size-large fasc-type-flat fasc-rounded-medium\" style=\"background-color: #33809e; color: #ffffff;\">Pro Tip: Start your customer service email by apologizing and telling them you feel their pain.<\/a><span style=\"font-weight: 400;\">&nbsp;<\/span><\/em><\/p><\/blockquote>\n<h3><span class=\"ez-toc-section\" id=\"2_Solve_the_Problem_First_Provide_Resources_Later\"><\/span><span style=\"font-weight: 400;\">#2. Solve the Problem First, Provide Resources Later<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Another thing to avoid while drafting your email is to direct them to your help section right away.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If they were interested in reading your guides or watching an explainer video, they wouldn\u2019t send you an email in the first place.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">They are looking for a straightaway response rather than pages that contain the answer.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Avoid using phrases like <em>\u2018Visit our page to know how you can use our automation feature.\u2019&nbsp;<\/em><\/span><\/p>\n<p><span style=\"font-weight: 400;\">Instead, try to answer their question in detail, and then attach any relevant resource in the same email.&nbsp;<\/span><\/p>\n<p><a href=\"https:\/\/www.engagebay.com\/email-templates\/\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" class=\"aligncenter wp-image-66157 size-full\" src=\"https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2024\/08\/Final-Email-Blog-CTA-770x206-1.png\" alt=\"Banner promoting over 1,000 free HTML email templates from EngageBay. Customize and send beautiful, easy-to-use email templates for impactful marketing campaigns. Try for free.\" width=\"770\" height=\"206\" srcset=\"https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2024\/08\/Final-Email-Blog-CTA-770x206-1.png 770w, https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2024\/08\/Final-Email-Blog-CTA-770x206-1-300x80.png 300w, https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2024\/08\/Final-Email-Blog-CTA-770x206-1-768x205.png 768w\" sizes=\"(max-width: 770px) 100vw, 770px\" \/><\/a><\/p>\n<h3><span class=\"ez-toc-section\" id=\"3_Be_Clear_Avoid_Vague_Phrases\"><\/span><span style=\"font-weight: 400;\">#3. Be Clear, Avoid Vague Phrases<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">It\u2019s important that you inspire confidence amongst your customers.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you use phrases like <em>\u2018I\u2019ll get back to you as soon as possible,\u2019<\/em> you are leaving your customer anxious.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Besides, it makes them doubt your credibility and start questioning if you have a solution to their problem or not.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When writing a customer service email, tell them the exact time you will take to get back. It could be within the next thirty minutes or 48 hours. But don\u2019t leave them hanging in between.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Moreover, let them know how they can reach out to you again in case they have any more confusion.&nbsp;<\/span><\/p>\n<blockquote><p><a class=\"fasc-button fasc-size-large fasc-type-flat fasc-rounded-medium\" style=\"background-color: #33809e; color: #ffffff;\" target=\"_blank\" rel=\"noopener\" href=\"https:\/\/www.engagebay.com\/blog\/meeting-reminder-email-templates\/\">Read also: How to Write the Best Meeting Reminder Email [Templates and Examples]<\/a><\/p><\/blockquote>\n<h3><span class=\"ez-toc-section\" id=\"4_Structure_the_Information_Well\"><\/span><span style=\"font-weight: 400;\">#4. Structure the Information Well<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Lastly, you need to make sure that all the information that you include isn&#8217;t unorganized.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Customer service emails are sent to simplify your customer\u2019s life and not complicate it further.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Before you <strong>start writing a customer service response<\/strong>, there are a few things you need to consider and answer:&nbsp;<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Has the customer asked you more than one question?&nbsp;<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Is there anything the customer needs to check or prepare before they dive into the steps\/solution?&nbsp;<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Sending out well-structured customer service emails makes it easier for customers to understand your answer.<\/span><\/p>\n<blockquote><p><b><\/b><a class=\"fasc-button fasc-size-large fasc-type-flat fasc-rounded-medium\" style=\"background-color: #33809e; color: #ffffff;\">Pro tip: Bold or italicize the part that needs to be emphasized.&nbsp;&nbsp;<\/a><\/p><\/blockquote>\n\r\n            <script>\r\n                var EhAPI = EhAPI || {}; \r\n                EhAPI.after_load = function() {\r\n                    EhAPI.set_account('ktb76s1540fl2hnhbqnrtd2npb', 'our');\r\n                    EhAPI.execute('rules');\r\n                };\r\n                (function(d, s, f) {\r\n                    var sc = document.createElement(s);\r\n                    sc.type = 'text\/javascript';\r\n                    sc.async = true;\r\n                    sc.src = f;\r\n                    var m = document.getElementsByTagName(s)[0];\r\n                    m.parentNode.insertBefore(sc, m);   \r\n                })(document, 'script', '\/\/d2p078bqz5urf7.cloudfront.net\/jsapi\/ehform.js');\r\n            <\/script>\r\n            <script>\r\n                function waitForEhForms() {\r\n                    const interval = 100; \/\/ Check every 100ms\r\n                    const checkAndLoad = () => {\r\n                        const params = new URLSearchParams(window.location.search);\r\n                        const elementorPreviewParam = params.get('elementor-preview');\r\n                        if (elementorPreviewParam && typeof EhForms !== 'undefined' && typeof EhForms.loadForms === 'function') {\r\n                            EhForms.loadForms();\r\n                            console.log('EhForms.loadForms() called successfully.');\r\n                        } else {\r\n                            setTimeout(checkAndLoad, interval);\r\n                        }\r\n                    };\r\n                    checkAndLoad();\r\n                }\r\n                \/\/ Call the function\r\n                waitForEhForms();\r\n            <\/script>\r\n        <div class='engage-hub-form-embed' id='eh_form_5161654467690496' data-id='5161654467690496'><\/div>\n<h2><span class=\"ez-toc-section\" id=\"10_Customer_Service_Email_Templates_That_Every_Business_Needs\"><\/span><span style=\"font-weight: 400;\">10 Customer Service Email Templates That Every Business Needs<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Let\u2019s cut to the chase and see the samples of some of the best customer service response templates.&nbsp;<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Scenario_1_New_Customer_Welcome_Email_Template\"><\/span><span style=\"font-weight: 400;\">Scenario #1: New Customer Welcome Email Template<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">It\u2019s vital for any company to build a relationship with its customers.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As soon as a website visitor shares their email address or signs up on your platform, send out a <a href=\"https:\/\/www.engagebay.com\/blog\/welcome-email\/\">welcome email<\/a> to establish a relationship.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can use this opportunity to introduce your company in a personalized manner.&nbsp;<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-17507 \" src=\"https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2021\/11\/Screenshot-2021-11-09-at-12.00.33-PM.png\" alt=\"welcome customer email template\" width=\"628\" height=\"785\" srcset=\"https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2021\/11\/Screenshot-2021-11-09-at-12.00.33-PM.png 704w, https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2021\/11\/Screenshot-2021-11-09-at-12.00.33-PM-240x300.png 240w, https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2021\/11\/Screenshot-2021-11-09-at-12.00.33-PM-595xh.png 595w\" sizes=\"(max-width: 628px) 100vw, 628px\" \/><\/p>\n<p style=\"text-align: center;\"><span style=\"font-weight: 400;\">Download it here<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Scenario_2_Customer_Query_Response_Email_Template\"><\/span><span style=\"font-weight: 400;\">Scenario #2: Customer Query Response Email Template<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">First of all, keep your tone friendly, personal, and natural.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Secondly, make sure that you answer their questions\/issues in full detail and ask if they need any other assistance.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you&#8217;re wondering what the best customer service email looks like, here\u2019s a sample \u2014&nbsp;<\/span><\/p>\n<pre><strong><em>Hi {customer name},<\/em>\r\n\r\n<em>Thanks for reaching out! I\u2019m so sorry that you had to face [provide a summary of their bad experience].<\/em>\r\n\r\n<em>Here\u2019s how you can resolve this issue:&nbsp;<\/em>\r\n\r\n<em>(Detail your answer, providing helpful insight into why an issue happened).<\/em>\r\n\r\n<em>If you have any more questions, please let me know, I\u2019ll be happy to help.<\/em>\r\n\r\n<em>Have a great day,<\/em>\r\n\r\n<em>{Your name}\r\n\r\n{Your business email signature}<\/em><\/strong><\/pre>\n<p><em><span style=\"font-weight: 400;\">\ud83d\udc49 Create and launch successful email campaigns with EngageBay\u2019s all-in-one solution and stunning, <\/span><a href=\"https:\/\/www.engagebay.com\/email-templates\/\"><span style=\"font-weight: 400;\">free email templates<\/span><\/a><span style=\"font-weight: 400;\">. Don&#8217;t miss out \u2014 get started today!<\/span><\/em><\/p>\n<blockquote><p><a class=\"fasc-button fasc-size-large fasc-type-flat fasc-rounded-medium\" style=\"background-color: #33809e; color: #ffffff;\" target=\"_blank\" rel=\"noopener\" href=\"https:\/\/www.engagebay.com\/blog\/customer-support-email-templates\/\">Read also: 8 Customer Support Email Templates to Make Customers Happy<\/a><\/p><\/blockquote>\n<h3><span class=\"ez-toc-section\" id=\"Scenario_3_Customer_Service_Follow-up_Email_Template\"><\/span><span style=\"font-weight: 400;\">Scenario #3: Customer Service Follow-up Email Template<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When a customer reaches out to you with a concern, that\u2019s not the end of a conversation.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A customer might not be expecting a follow-up but it can make them appreciate you more. <\/span><span style=\"font-weight: 400;\">With just a couple of lines, you can show your customers that you care about their experience.&nbsp;<\/span><\/p>\n<pre><strong><em>Hi {Customer name},<\/em>\r\n\r\n<em>I hope you\u2019re enjoying our product\/service. I wanted to check in with you regarding the issue you had the other day. Was it resolved? Do you need any additional help?&nbsp;<\/em>\r\n\r\n<em>If there's any way I can be of assistance, I'm here for whatever you need.&nbsp;<\/em>\r\n\r\n<em>&nbsp;Looking forward to hearing from you soon<\/em>\r\n\r\n<em>Cheers,<\/em>\r\n\r\n<em>{Your name}\r\n\r\n{Your business email signature}\r\n<\/em><\/strong><\/pre>\n<blockquote><p><a class=\"fasc-button fasc-size-large fasc-type-flat fasc-rounded-medium\" style=\"background-color: #33809e; color: #ffffff;\" target=\"_blank\" rel=\"noopener\" href=\"https:\/\/www.engagebay.com\/blog\/customer-service-tools\/\">Read also: 15 Customer Service Tools Your Business Needs to Win People Over<\/a><\/p><\/blockquote>\n<h3><span class=\"ez-toc-section\" id=\"Scenario_4_Angry_Customer_Response_Email_Template\"><\/span><span style=\"font-weight: 400;\">Scenario #4: Angry Customer Response Email Template<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Angry customers can be difficult to deal with, especially when they are frustrated without reason. However, the best way is to keep calm and not take it personally.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here\u2019s how you can attempt to resolve their complaints and turn them into satisfied ones.<\/span><\/p>\n<pre><strong><em>Hi {Customer name},<\/em>\r\n\r\n<em>I am so sorry to hear that you\u2019re having trouble with {this issue}. That should never have happened, and I completely understand how frustrating it must be for you.&nbsp;<\/em>\r\n\r\n<em>We are straightaway forwarding your issue to the concerned department, and I\u2019ll let you know as soon as it\u2019s fixed. You can expect a resolution within two business days.<\/em>\r\n\r\n<em>We strive to ensure that every customer is satisfied with our business, and I apologize for the inconvenience caused.&nbsp;<\/em>\r\n\r\n<em>Let me know if you have any more questions or concerns.<\/em>\r\n\r\n<em>{Your name}\r\n\r\n{Your business email signature}\r\n<\/em><\/strong><\/pre>\n<p><em>\ud83d\udc49Don&#8217;t miss out on our guide &#8220;<a href=\"https:\/\/www.engagebay.com\/blog\/introduction-email-templates\/\">15 Introduction Email Templates That Work Like A Charm<\/a>&#8221; &#8211; the ultimate resource for writing effective introduction emails! \ud83d\udcaa<\/em><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Scenario_5_Frustrated_Customer_Churned_Response_Email_Template\"><\/span><span style=\"font-weight: 400;\">Scenario #5: Frustrated Customer (Churned) Response Email Template<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Sometimes you may come across a situation where the customer had a genuine complaint and has every right to turn away from your business. Think about it, if you had the same experience, you&#8217;d do the same thing.<\/span><\/p>\n<p>What customer support email can you write then?<\/p>\n<p><span style=\"font-weight: 400;\">The best approach is to offer a sincere apology.&nbsp;<\/span><\/p>\n<pre><strong><em>Hi {Customer Name},<\/em>\r\n\r\n<em>I am so sorry to hear that you have had such a poor experience. Customer satisfaction is always our priority, and we deeply regret that we couldn\u2019t meet your expectation.<\/em>\r\n\r\n<em>As much as we hate to see you go, I completely understand how frustrated you must feel. I apologize for any inconveniences we may have caused you.&nbsp;<\/em>\r\n\r\n<em>Should you change your mind and continue to be our valued customer, I\u2019ll be here to help you in any way I can.<\/em>\r\n\r\n<em>I wish you all the best.<\/em>\r\n\r\n<em>Best,<\/em>\r\n\r\n<em>{Your name}\r\n\r\n{Your business email signature}\r\n<\/em><\/strong><\/pre>\n<blockquote><p><a class=\"fasc-button fasc-size-large fasc-type-flat fasc-rounded-medium\" style=\"background-color: #33809e; color: #ffffff;\" target=\"_blank\" rel=\"noopener\" href=\"https:\/\/www.engagebay.com\/blog\/text-message-templates\/\">Read also: 45 Business Text Message Templates For Busy Bees<\/a><\/p><\/blockquote>\n<h3><span class=\"ez-toc-section\" id=\"Scenario_6_Renewal_Reminder_Email_Template\"><\/span><span style=\"font-weight: 400;\">Scenario #6: Renewal Reminder Email Template<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When a customer is about to hit 350 days of subscription, and they haven&#8217;t mentioned any interest in renewing their subscription yet, you need to write to them and remind them about the pending renewal.&nbsp;<\/span><\/p>\n<p>In these cases, especially if you have a small or new business, it helps to offer some discounts on renewal fees.<\/p>\n<p>Here&#8217;s how you can do it smartly.<\/p>\n<pre><strong><em>Hi {Customer Name},<\/em>\r\n\r\n<em>I hope you had a great year experiencing our product\/service.&nbsp;<\/em>\r\n\r\n<em>We noticed that your annual subscription is expiring on {date of expiration}, and I wanted to check with you about the next steps. Are you interested in renewing your subscription?&nbsp;<\/em>\r\n\r\n<em>If you\u2019re weighing other options, I\u2019d love to chat with you to help you come to a decision. \r\n\r\nIn fact, for a limited period of {number of days}, we are offering our customers a 10% discount on renewals :)<\/em>\r\n\r\n<em>Sounds good? <\/em>\r\n\r\n<em>Click {here} to renew your subscription.<\/em>\r\n\r\n<em>Cheers,<\/em>\r\n\r\n<em>{Your name}\r\n\r\n{Your business email signature}\r\n<\/em><\/strong><\/pre>\n<h3><span class=\"ez-toc-section\" id=\"Scenario_7_Contract_Expired_Reminder_Email_template\"><\/span><span style=\"font-weight: 400;\">Scenario #7: Contract Expired Reminder Email template<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">This is similar to the renewal reminder, except that you make sure that the customer knows they can renew their contract and that it has expired already.<\/span><\/p>\n<pre><strong><em>Hi {Customer name},<\/em>\r\n\r\n<em>Thank you for using our product for the past {year\/month\/quarter}. Your contract expired on {Date}, and you no longer have access to your account.<\/em>\r\n\r\n<em>If you wish to renew or upgrade your account, please let me know. We can complete the renewal process in {two business days} and get your account up and running again.<\/em>\r\n\r\n<em>Feel free to <span style=\"text-decoration: underline;\">book a call<\/span> (add hyperlink) for any questions you may have.&nbsp;<\/em>\r\n\r\n<em>Thanks,<\/em>\r\n\r\n<em>{Your name}\r\n\r\n{Your business email signature}\r\n<\/em><\/strong><\/pre>\n<blockquote><p><a class=\"fasc-button fasc-size-large fasc-type-flat fasc-rounded-medium\" style=\"background-color: #33809e; color: #ffffff;\" target=\"_blank\" rel=\"noopener\" href=\"https:\/\/www.engagebay.com\/blog\/onboarding-email-templates\/\">Read also: Practical Onboarding Email Templates for New Clients, Employees, and Affiliates<\/a><\/p><\/blockquote>\n<h3><span class=\"ez-toc-section\" id=\"Scenario_8_Refund_to_Customer_Email_Template\"><\/span><span style=\"font-weight: 400;\">Scenario #8: Refund to Customer Email Template<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Some customers are going to return your products and ask for a refund. It\u2019s important to respond with an email expressing no hard feelings.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Tell them nicely that you would like to do business with them again in the future if they choose to.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here\u2019s a sample email reply to a customer asking for a refund.<\/span><\/p>\n<pre><strong><em>Hi {customer name},<\/em>\r\n\r\n<em>We\u2019ve received your return and are processing your refund, which could take up to {number of days} to reflect in your original mode of payment.<\/em>\r\n\r\n<em>(Include an important note, e.g. \u2014 for COD, we request you to add your bank details under our Payment section on My Account page)<\/em>\r\n\r\n<em>Best regards,<\/em>\r\n\r\n<em>{Your name}<\/em>\r\n\r\n<em>{Your business email signature}<\/em><\/strong><\/pre>\n<blockquote><p><a class=\"fasc-button fasc-size-large fasc-type-flat fasc-rounded-medium\" style=\"background-color: #33809e; color: #ffffff;\" target=\"_blank\" rel=\"noopener\" href=\"https:\/\/www.engagebay.com\/blog\/text-message-templates\/\">Read also: 45 Business Text Message Templates For Busy Bees<\/a><\/p><\/blockquote>\n<h3><span class=\"ez-toc-section\" id=\"Scenario_9_Customer_Feedback_Email_Template\"><\/span><span style=\"font-weight: 400;\">Scenario #9: Customer Feedback Email Template<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After a customer has used your product or service for a while, you may want to ask for a review.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here\u2019s how to write a professional email asking for customer feedback.&nbsp;<\/span><\/p>\n<pre><strong><em>Dear {customer name},<\/em>\r\n\r\n<em>Your feedback is important to us.&nbsp;<\/em>\r\n\r\n<em>Thank you for choosing {company name}. To help us make your experience even better, we request you to complete this short survey.&nbsp;<\/em>\r\n\r\n<em>This should take less than 3 minutes of your time. The survey link is valid only for 10 days.<\/em>\r\n\r\n<em>{Survey link button}<\/em>\r\n\r\n<em>Warm regards,&nbsp;<\/em>\r\n\r\n<em>{Your name}<\/em>\r\n<em>\r\n{Your business email signature}<\/em><\/strong><\/pre>\n<blockquote><p><a class=\"fasc-button fasc-size-large fasc-type-flat fasc-rounded-medium\" style=\"background-color: #33809e; color: #ffffff;\" target=\"_blank\" rel=\"noopener\" href=\"https:\/\/www.engagebay.com\/blog\/introduction-email-templates\/\">Also read: 15 Introduction Email Templates That Work Like A Charm (in 2021)<\/a><\/p><\/blockquote>\n<h3><span class=\"ez-toc-section\" id=\"Scenario_10_Positive_Feedback_Customer_Service_Email_Sample\"><\/span><span style=\"font-weight: 400;\">Scenario #10: Positive Feedback Customer Service Email Sample<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If a customer took out time to share positive feedback with you, respond to them and ask them to share their review on their social media accounts.&nbsp;<\/span><\/p>\n<p>You can also add links to other review sites where you have a listing, so that they can leave their reviews there and your business or product can get more attention online.<\/p>\n<pre><strong><em>Dear {customer name},<\/em>\r\n\r\n<em>Thank you for putting a big smile on our faces!&nbsp;<\/em>\r\n\r\n<em>Our team is continuously trying to improve our {product\/service} and your feedback will prove to be valuable. We love that you love us :)<\/em>\r\n\r\n<em>If you have some time, could you please share your feedback on social media and tag us, or write a review online? We have a presence on {link to review sites} and we\u2019d really appreciate if you could support us there.<\/em>\r\n\r\n<em>Thanks again,<\/em>\r\n\r\n<em>{Your name}<\/em>\r\n\r\n<em>{Your business email signature}<\/em><\/strong><\/pre>\n<blockquote><p><a href=\"https:\/\/www.engagebay.com\/email-templates\/\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" class=\"aligncenter wp-image-66157 size-full\" src=\"https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2024\/08\/Final-Email-Blog-CTA-770x206-1.png\" alt=\"Banner promoting over 1,000 free HTML email templates from EngageBay. Customize and send beautiful, easy-to-use email templates for impactful marketing campaigns. Try for free.\" width=\"770\" height=\"206\" srcset=\"https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2024\/08\/Final-Email-Blog-CTA-770x206-1.png 770w, https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2024\/08\/Final-Email-Blog-CTA-770x206-1-300x80.png 300w, https:\/\/www.engagebay.com\/blog\/wp-content\/uploads\/2024\/08\/Final-Email-Blog-CTA-770x206-1-768x205.png 768w\" sizes=\"(max-width: 770px) 100vw, 770px\" \/><\/a><\/p>\n<p><a class=\"fasc-button fasc-size-large fasc-type-flat fasc-rounded-medium\" style=\"background-color: #33809e; color: #ffffff;\" target=\"_blank\" rel=\"noopener\" href=\"https:\/\/www.engagebay.com\/blog\/gentle-reminder-email\/\">Read also: Secrets And Templates For The Perfect Gentle Reminder Email<\/a><\/p><\/blockquote>\n<h2><span class=\"ez-toc-section\" id=\"Wrap_Up_Using_Email_Templates_in_EngageBay_CRM\"><\/span><span style=\"font-weight: 400;\">Wrap Up: Using Email Templates in EngageBay CRM<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">If you are a small business owner or an entrepreneur with products or services to sell online, this article on customer service email templates should come in handy.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Providing superior customer service is key to success for any business.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The customer service email templates that we shared here are specific to certain situations. But each of them follows the same concept of expressing empathy, resolving issues, and showing your customers that you value them.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The key is to understand how your customers feel and respond according to the situation.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To make your life easier, you can use EngageBay CRM software to <\/span><a href=\"https:\/\/www.engagebay.com\/support\/create-email-templates\"><span style=\"font-weight: 400;\">create and save email templates<\/span><\/a><span style=\"font-weight: 400;\">. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">EngageBay is the world&#8217;s most affordable <a href=\"https:\/\/www.engagebay.com\/marketing\/email-marketing\">email marketing<\/a> and <a href=\"https:\/\/www.engagebay.com\/products\/crm\">customer relationship management<\/a> solution. You can read some of our reviews <a href=\"https:\/\/sourceforge.net\/software\/product\/EngageBay\/\">here<\/a>.<\/span><\/p>\n<p><em><img decoding=\"async\" class=\"emoji\" role=\"img\" draggable=\"false\" src=\"https:\/\/s.w.org\/images\/core\/emoji\/14.0.0\/svg\/1f449.svg\" alt=\"\ud83d\udc49\">Boost your customer success with the ultimate management strategies \u2013 dive into our <a href=\"https:\/\/www.engagebay.com\/blog\/customer-management-strategies\/\" data-wpel-link=\"internal\">in-depth guide<\/a> today! <img decoding=\"async\" class=\"emoji\" role=\"img\" draggable=\"false\" src=\"https:\/\/s.w.org\/images\/core\/emoji\/14.0.0\/svg\/1f680.svg\" alt=\"\ud83d\ude80\"><\/em><\/p>\n\r\n            <script>\r\n                var EhAPI = EhAPI || {}; \r\n                EhAPI.after_load = function() {\r\n                    EhAPI.set_account('ktb76s1540fl2hnhbqnrtd2npb', 'our');\r\n                    EhAPI.execute('rules');\r\n                };\r\n                (function(d, s, f) {\r\n                    var sc = document.createElement(s);\r\n                    sc.type = 'text\/javascript';\r\n                    sc.async = true;\r\n                    sc.src = f;\r\n                    var m = document.getElementsByTagName(s)[0];\r\n                    m.parentNode.insertBefore(sc, m); 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