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What if you could have better customer trust and loyalty right at your fingertips?

Companies often spend many years trying to cultivate this trust and loyalty. Unfortunately, many businesses overlook the best way to accomplish this goal – to create a quick response to every customer email.

Speed ​​of Email Can Save Your Money and Really Bring Your Business a local business) On the map. Still not convinced? Read on for our complete guide to why a quick email response is so important.

Simple courtesy

Sometimes the best reason to do something is also the simplest reason. And when it comes to why every customer email needs a quick response, a lot of it comes down to simple courtesy.

We all know how frustrating it can be not to respond to an email. And soon, you’ll read a lot of intent in this lack of response. You may think the other party is rude, disrespectful, and dismissive.

This is bad enough for personal emails or intra-company emails. But when it comes to customers, they’re not likely to wait forever for a response. Instead, they are likely to bring their business to your competition!

Even if your email is short and to the point (we’ll talk about that later), recognizing customers quickly is one way to show them courtesy and respect.

Clean up the inbox

Let’s face it: sometimes there is nothing more stressful than finding out the number of unread emails in your inbox.

If you’re not careful, these emails will keep piling up. Not only will this hurt your productivity, the mere sight of your inboxes increasing in number will only cause more stress every day.

Long story short? You should get into the habit of responding to emails (especially from customers) as soon as they arrive. Customers generally expect shorter responses, so an instant response won’t take a long time to write. And you’ll keep your customers happy while making every worker’s dream come true: an inbox with no new messages!

Appearance of reliability

When it comes to your business and your brand, it’s no exaggeration to say that your reputation is everything. That’s why companies invest millions of dollars in complex marketing campaigns: to build their brand and strengthen their reputation. But one of the best ways to build your reputation costs nothing, and that is to provide a quick response to every customer email.

No matter how you respond and how much (or how little) you write, a quick response says a lot about you and your business. It shows that you are both fast and reliable. Ultimately, customers who notice your prompt customer service will find your business highly trustworthy.

And that confidence didn’t come from an expensive marketing campaign. Instead, it all comes down to hitting the « send » button in a timely manner.

Increased responsibility

We’ve focused a lot on how a quick email response benefits your customers. But it is also beneficial for you because it helps you to do what you might have thought impossible – it eliminates procrastination.

the essence of procrastination mainly comes down to these four little words: « I’ll do it later. » But when it comes to customer emails, doing it « later » is very dangerous. By that point, your reputation has already been damaged and the customer may have taken their business elsewhere.

However, imagine what happens after you send a quick response such as “Thank you for taking the time to write to us. I will review your question and answer it as soon as possible. « 

The customer will be happy that you responded so quickly. But just as important, you have now promised to look into their problem. Instead of forgetting the email or their concern, you’ve made sure that solving their problem is now one of your immediate priorities for the day.

And just like that, you conquered procrastination. Prompt response increases your accountability and refocus your priorities on improved customer service.

Buy yourself time

What is the biggest obstacle to writing a quick response to every customer? In some cases, you might be afraid to respond to clients who have complex questions or serious issues. And the reason is that it will take some time to craft the answer they deserve.

But as we noted, one of the best things about an instant response to consumer emails is that it can be short. And « short » does not mean « final ». As our example above showed, you can just thank the customer for writing and commit to getting back to them as soon as possible.

These types of short acknowledgment emails help the customer feel seen and heard. At the same time, the prompt response effectively gives you time to consider more comprehensive responses to all customer questions and concerns.

Defuse volatile situations

Speaking of customer questions and concerns, here’s a simple truth: your happiest, most satisfied customers are the least likely to email you. Instead, you’re much more likely to hear from customers who have had a negative experience.

For this reason, one of the main reasons for sending a quick response to customers is to help defuse an unstable situation. At a very basic level, this strategy works because when a customer is already angry, making them wait a long time for a response will only make them more angry.

If you want to make sure that your initial response sounds appropriately neutral and respectful, you can use an email template and modify your answer as needed. And model or no model, your email should emphasize your respect for the customer and your willingness to solve their problem.

At the end of the day, you might not be able to make everyone happy. But responding to customer concerns promptly with courtesy and respect is the cornerstone of high quality customer service.

Quick Email Response: What’s Next?

Now you know why prompt response to customer emails is so important. But do you know who can take your email marketing to the next level?

We specialize in email marketing, analytics, A / B testing and more. To see what we can do for your business, learn more about our pricing plans today!

© 2021-2020, Chris Duncan. All rights reserved.

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