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6 Best Practices for Email Support Services You Should Know

The email channel is a critical component to customer support. It allows you to provide timely and relevant information to your customers, and it allows them to connect with you at any time of day. However, if your support staff isn’t well-trained on how best to use this channel, that can lead to many headaches for both you and your customer. Here are some best practices I’ve learned over the years that will help make sure your emails stay on track:

1. Respond

  • Respond quickly

One of the most important things you can do is to respond to every email, even if it’s only to say that you’ll be getting back to them later. This helps your customers feel like they’re being heard and valued, which makes them more likely to come back for more.

  • Respond in a timely manner

It’s also crucial that you respond in a timely manner—but what does that mean? Well, it depends on your business and the type of support services you offer. For example:

  • 24 hours (for urgent emails)
  • 12 hours (for non-urgent emails)

2. Be honest

It’s easy to sweeten the truth a little bit in your emails, but you’re better off being completely honest. Your customers want to know exactly what’s going on, so don’t be afraid to tell them that their request is not feasible or their idea won’t work. If they think they’re right and you make up an excuse for why it can’t happen, they may feel like they were lied too later on.

Also, don’t be afraid of saying “I don’t know.” You don’t have all the answers, especially if there are complex technical issues involved. This isn’t an admission of defeat; it shows your customer that you’re willing and able to collaborate with them in order to get things figured out.

3. Keep going

When you’re responding to an email, it’s important to remember that you don’t have to stop once you’ve responded. The relationship between your business and the customer doesn’t end when the initial email is sent. In fact, if anything, it’s just beginning!

Your job isn’t done with one response; instead, it’s time for you to keep going. You should continue following up with these customers until they are completely satisfied with your product or service. This will ensure that they will come back again in the future and buy from your brand again, which is what all businesses want!

In order for this strategy of “keep going” work well for your company and its customers’ needs, there are some guidelines that must be followed:

  • Be patient: Don’t expect immediate results from every single follow-up email. It may take some time before someone responds back in full detail. It might be tempting at times when things aren’t going as planned—but try not get frustrated because this simply means there’s more work left before reaching a solution together; stay calm under pressure

4. Stay informed and know your product

When you know the product and the customer’s needs, you can be more confident in helping with support. Once again, this is about knowing what to expect from your customers. For example, if a customer complains that their experience was not as smooth as they had anticipated it would be, then it may be because they overlooked some important details in the user experience or didn’t fully understand how something worked before using it. If this happens often enough, then there may be a problem with your documentation or perhaps even your product itself.

Another way to stay informed is by monitoring social media channels like Twitter and Facebook—you can get an idea of what people are saying about your business there too!

5. Set expectations up-front

  • What is the customer’s problem?
  • What is the customer’s goal?
  • What is the customer’s timeline?
  • What is the customer’s budget?
  • What is their priority and tolerance for risk?

6. Provide an easy way to contact you

  • Provide a phone number, email address and live chat option on your website
  • If possible, add a contact us page with all the ways to reach you and make sure it’s easy to find on your site
  • Add links for social media handles so customers can interact with you there as well


We hope these tips will help you to provide the most effective support via email. We know that it can sometimes feel like a lot of pressure, but remember that your customers are counting on you to be there for them as they use your product. We also encourage you to keep an open mind and try new things—there’s always something new out there with room for improvement!