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To help you communicate more efficiently, here are categorized templates for common scenarios. You can copy and adapt these for emails, WhatsApp Business, or live chat. 

These templates can be used for various situations:

  • Greetings & Acknowledgments: For initial contact. Examples include:
    • Acknowledging a message.
    • Welcoming back a returning customer.
  • Buying Time: To show you're addressing a request that requires research. This includes:
  • Notifying someone you need to consult with a team.
  • Managing expectations during high volume periods.
  • Basic time away with an alternative contact for urgent matters.
  • Indicating that you will respond during business hours.
  • Directly apologizing for an issue.
  • Escalating a complex issue to the appropriate team.
  • Explaining when a request goes against policy and offering alternatives.
  • Check if an issue has been resolved.
  • Request feedback or a review.
  • Thank someone for a quick reply. 
  • Out of Office & After Hours: To inform contacts when you are unavailable. This can be for:
  • Handling Complaints & Issues: For professional responses to problems. Templates include:
  • Closing & Feedback: To conclude conversations positively. These templates can:

How to Set These Up for One-Click Use

You can set up these templates in various platforms for quick access: 

  • Gmail: Enable the Templates feature in Advanced Settings and save drafted emails as templates.
  • Outlook: Use the Quick Steps feature to create a "Reply with message" template.
  • WhatsApp Business: Utilize the Quick Replies feature in Business Tools to create shortcuts.

 

krishna

Krishna is an experienced B2B blogger specializing in creating insightful and engaging content for businesses. With a keen understanding of industry trends and a talent for translating complex concepts into relatable narratives, Krishna helps companies build their brand, connect with their audience, and drive growth through compelling storytelling and strategic communication.

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