Shopify Customer Support Templates: Angry, Happy and More

Shopify Customer Support Templates: Angry, Happy and More

Shopify Customer Support Templates


Communicating with customers on online channels plays a key role in the Shopify marketplace. But sometimes, the customer support team may encounter angry customers or assist those with confusion, which demands an organized and in-time approach. 


This is where the pre-made customer support templates come in handy as they will save the agents a lot of time in solving customer’s issues.

In this article, we are going to provide online merchants with well-designed customer support templates on how to handle different situations and make sure your customers feel happy walking away.



What Makes A Good Customer Support Template?


Before diving into our ready-prepared templates, it is essential to understand all the basics of what makes a good customer support template. Based on these suggested criteria, online merchants can also customize new templates that align with their business.

Empathy 


A good customer support template must ensure that the customers feel like they are being genuinely cared for and listened to. To demonstrate empathy toward customers, the support agents must have a clear understanding of their emotions and concerns. On acknowledging these feelings, support agents can now create a highly supportive environment for their customers. 

Listen with Empathy


How to leverage empathy in your customer support templates? Let’s take a brief look at these actionable tips:

Use the customer’s name


Imagine meeting someone for the first time and they remember your name right away. It always feels more welcome and warmer when you address customers by their name. Not only does it add a personal touch to the conversation, but it also facilitates a sense of trust and connection between the customer and the brand.

Be conscious of the conversation history


Reviewing past conversations with customers can help support agents avoid misunderstandings and make sure that customers don’t have to repeat their problems, which can make them feel more frustrated. Besides, knowing about previous interactions with the customer makes it easier for merchants to identify patterns in their behaviors.

Understand customer persona


During communicating with customers, support agents should keep in mind the details about their characteristics, their likes and preferences, etc. But what if you are providing support to this customer to solve an inquiry, then you have to switch shifts to another agent? Will he or she be able to understand the customer as well as you? 

Luckily, we have come up with a simple yet powerful solution for this situation: Add note. This small feature allows the customer support team to easily collaborate without any disruption. 

MooseDesk - Add note feature


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Clarity


A clear and concise tone of voice is a highly important criterion when creating a customer support template because it helps get rid of any confusion or misinterpretation. When the conversation becomes clear among both parties, there are also high chances of a smoother and quicker resolution process. 

Clarity


Furthermore, maintaining a professional manner alongside clarity will reflect the brand’s reputation and make customers trust you more. Of course, merchants need to remain consistent between templates, so that when customers remember you, they think about reliability and professionalism.

Efficiency


A customer template that can help support agents address a high volume of tickets within short periods is an efficient one. This can help improve both customer retention rate and team productivity for your business.

Efficiency


To ensure this criterion, predefined templates should cover the most basic information and a few different outlines of steps on how to solve the issues. And don’t forget to anticipate follow-up questions that may come up after you send the response to the customer. 

Seems like there is a lot to cover, right? Worry not, we will reveal these templates in the next section right now! 

Creating Support Templates Step By Step


Angry customers


Angry customers with frustrated complaints are definitely the least thing we want when selling online. But as customer support agents, being able to assist these customers means that you can handle almost any other case!


Plus, it’s no longer difficult when interacting with angry customers because we will provide you with this piece of sample.

Good morning [Customer’s name]

This is [Your name] from [Your company name]. I understand that you are having annoying trouble and I would like to sincerely apologize for any inconvenience caused by [the issue]. Our team is committed to delivering a satisfactory resolution within a short time. 

I will keep you updated on any progress. In the meantime, this article [resource link] may help clarify some aspects of the problem.

Thank you for bringing this matter to our attention and we appreciate your patience and understanding.

Sincerely,

[Your name]

Make sure your tone remains apologetic and understanding. What’s more important is to show them your team is working actively and diligently to identify the root cause and deliver the final solution. 

Happy customers


Just like interactions with angry customers, a pre-made template for each happy customer is also essential to any Shopify business. With this template, merchants can save time while also be able to encourage further engagement, such as signing up for newsletters, joining in loyalty programs, etc. 

Let’s take a look at the sample: 

Hi [Customer’s name],

I am so glad to hear that you like our product. As a valued customer, your opinion really matters to us. We’d be incredibly grateful if you could spare a few minutes to leave a review on our website!

Besides, here is the special voucher (gift/ redeem code/ etc.) we would like to give you when introducing us to your friends or family members. 

[insert picture here] 

Thank you once again for choosing [Your company name]. We look forward to serving you and your loved ones in the future!

With love, 

[Your name]

Confused customers


While shopping online, it is common for customers to run into minor confusion like clothes size, order tracking, wrong products, etc. This pre-designed template will help support agents alleviate confusion and provide customers with the guidance they need to resolve the issues effectively.


Now, let’s take an example of a case where the customer is confused about his product order tracking and how to check it. 

Hi [Customer’s name],


Thank you for reaching out to us regarding the tracking of your recent order. I understand your confusion and would be happy to assist you clarify it. Here are the suggested steps to solve the issue:

  • Step 1: Please log in to your account on our website
  • Step 2: Navigate to the Order History section
  • Step 3: Locate the specific order and click on the tracking number
    [Insert picture if you have]

By following these steps, you can view the current status and location of your package. If you encounter any further issues, please feel free to contact us. We are happy to assist!

With love,

[Your name]

Technical issues


There are various reasons why customers may encounter technical issues in your online store. Maybe the customer’s device or browser is not compatible with your website, which leads to display errors or difficulties in navigating the site. Or it is due to poor internet connectivity that disrupts the online shopping experience.

Whatever the reason is, support agents must help the customers identify and address the issue promptly. Here’s how a template for technical issues looks like:

Good morning [Your customer’s name],

I sincerely apologize for any inconvenience this error must have caused. It appears that this problem resulted from [the source of the technical issue] and our team is working diligently to fix it as soon as possible. 

The issue is estimated to be resolved by [expected date and time] and I will let you know when it is finished. 

Once again, I am truly sorry for the frustration you have experienced, and appreciate your patience as we work to resolve it. Please feel free to contact me directly if you need any assistance. 

Sincerely,

[Your name]

Refund requests


When running an online business, it’s unavoidable that customers may not feel happy with your products. In this case, they will be likely to ask for a product exchange or a refund. There are various reasons for this situation. But what’s more important is how you respond to those requests with grace.

Try out this template to handle refund requests from customers:

Hi [Customer’s Name],

Thank you for reaching out for a refund request re on your purchase of [name of product/ service].

I’m sorry to hear that our product didn’t meet your requirements. I completely understand your decision and apologize for any inconvenience it may have caused.

Because your request falls under our refund policy [briefly state refund policy], we will gladly honor your decision. We have issued a refund to your [original payment method]. It may take up to [number of business days] to see the amount credited to your account.

If you have any questions, please let me know. I’d be happy to assist you!

Thank you for your time and for giving us a try.

Sincerely,

[Your name]

Bonus Tips For A Better Support Template


Quick response


First, a quick response time shows customers that support agents are always available to help them solve their issues. This can prevent those issues from escalating into bigger problems. 

Besides, timely support also leads to a higher customer satisfaction rate and repeat purchases. That’s why we propose these templates to help you save time and focus on other important tasks.

Start with an apology if it causes inconvenience 


Make sure to apologize for the inconvenience first. By saying sorry, support agents show that they validate the customer’s emotion, even if it is a negative feeling like frustration or disappointment. This will help to de-escalate the tense atmosphere and pave the way for more positive interaction later.

Some common phrases to use to express empathy through apology:

  • I am genuinely sorry for any inconvenience caused by…
  • I apologize for any inconvenience this may have caused
  • I regret any inconvenience this situation has caused.
  • I am sorry for any trouble or inconvenience this has caused you.
  • I want to express my regret for any inconvenience you’ve encountered
  • I apologize for any disruption or inconvenience that may have arisen.

Use positive language 


Positive language helps create a friendly and welcoming atmosphere for your customers. Make sure to add positive language when interacting with them to make them feel at ease. 

Use positive language


We recommend using these phrases below for a better customer support template:

  • I am not sure → I will find out
  • I don’t know → I’ll find out the answer
  • I don’t understand → Could you please provide more information?
  • I can’t promise anything → I’ll do my best to meet your expectations
  • That’s not my responsibility → I’ll ensure it gets resolved for you
  • That’s not what I meant → Let me clarify my point
  • You must → Would you mind

Feel free to mix and match to create a unique template for your business!

Final thought


There are a lot of things to cover once you start building your business and setting up a customer support operation. We hope that these templates will help you save more time and streamline your process.

If things get too complicated, we highly recommend using a customer support app to improve team productivity. Try MooseDesk – a free all-in-one solution for customer support! All features are available for free now!

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Topic: Shopify, Shopify tip,