Who has enough patience to answer the same questions over and over again? Not to mention, creating a completely new answer for every request will cause a delay in your response times and make it difficult to provide customers with consistent information. Mistakes are also far more likely to occur when your employees rush to draft new responses to each query.
Luckily, there’s an easy solution—help desk response templates. Your agents will have no trouble quickly selecting the appropriate response thanks to an extensive and well-organized help desk template library.
Of course, it takes some time to develop this library. But let’s say no to blank page anxiety: this article offers samples of help desk ticket templates for the most common inquiries.
What are help desk response templates?
Help desk templates are pre-written messages that provide answers to common customer questions or solutions to frequent customer concerns. Templates serve as a starting point—while the basic information is already laid out, your customer service representatives can modify specifics or add details for each particular customer’s situation.
Many modern help desk platforms allow you to store pre-written replies and insert them into tickets with a click. For example, Freshdesk lets agents create a library of pre-defined reply templates organized into folders.
But why do you need such a library in the first place? Before we proceed with the examples, let’s explore the benefits of help desk templates in more detail.
Why use help desk templates?
Here’s how a help desk template library can boost your customer service efficiency:
- Give an instant response. Using help desk templates, agents can fire off an answer in seconds, living up to customer expectations. Faster resolution leads to higher customer loyalty and fewer service cancellations.
- More time for complex cases. With less repetitive work, agents have more availability for tricky cases needing extra investigation.
- Identical brand voice. Templates let you bake your brand’s tone into every message, so each help desk ticket response template will have approved, unified wording, no matter which agent provides the response.
- Easier agent onboarding. Help desk templates give new hires a quick way to learn about common customer concerns and how to address them. It’s a foundation to understand your support processes and messaging standards from day one.
- Reduced staff burnout. A comprehensive help desk template library combats one of the biggest pain points in customer service—monotonous repetition. Agents can concentrate on more fulfilling and enjoyable work rather than rewriting the same things.
- Lower labor costs. With frequent help desk communication template use, your current staff can handle way more volume alone, so you don’t have to hire more personnel.
Customer service is extremely demanding—teams must provide fast, accurate assistance while controlling quality. A robust help desk ticket template system helps tackle all these challenges directly. Here are some free help desk templates for inspiration.
Sample help desk email templates
This can lead to a frustrating back-and-forth cycle without actually resolving the issue. If communication feels that difficult, angry customers will likely give up and take their business elsewhere. We’ve put together some examples of help desk response email templates so you can provide a smoother experience.
“Your request has been received”
Notification about escalating the issue
Update on a pending issue
Sharing a knowledge base link
Please review this guide and let us know if you need any further assistance.”
Responding to an information request
Password reset request
“Your issue has been resolved”
[Provide a brief explanation of what was done to fix it.]
Please let us know if you encounter any other issues or have additional questions. We’re always happy to help!”
Request for customer feedback
[Feedback survey link]
Your feedback helps us continue improving our customer service. Thanks in advance!”
Addressing positive feedback
[Quote or summarize the specific positive feedback].
Our first goal is and always will be to provide excellent customer service. We’re delighted to know you had such a great experience working with us!”
Addressing negative feedback
Please know we take great pride in ensuring customer satisfaction. We’ve documented all of the issues you reported, and they will be reviewed by our management team.
Would you have a few minutes to discuss this experience further? Your insights would be valuable.”
Request for customer review
It just takes a minute, and reviews from customers like you help others decide to choose us. Here’s the link to leave your review: [link]
We appreciate your support!”
Product feature request
We’ve documented your request and passed it along to our product management and development teams for the [feature] consideration. If this request matches other needs we’re hearing about, we’ll do our best to address it in an upcoming release.
We’re always working to make [product name] better, so thanks again for taking the time to submit your ideas!”
Feature on roadmap
Our product team recognized the need for this functionality based on customer feedback like yours. While I don’t have an exact timeframe yet, you can expect to see [feature] added within the next [general timeframe, like 6-12 months].
I’ll make sure to update you once it’s available! Please let me know if you have any other suggestions in the meantime.”
Feature not planned
[Optionally, provide high-level rationale like: “This functionality doesn’t align with our product vision/roadmap” or “Building this would require significant engineering efforts that outweigh user demand.”]
I’ve documented your feedback, regardless, to be considered again for future releases. If you have any other ideas, kindly let us know.”
Discontinued feature
However, I understand this is a function you find valuable. I’ve passed along your feedback to our product managers to potentially consider re-implementing [feature] or an alternative in the future, based on demand.
In the meantime, [suggest an alternative solution if possible]. Please let me know if you have any other suggestions!”
Accepting refund requests
You can expect to see a credit of [amount] processed back to your original payment method within 5-7 business days.
We value you as a customer and hope you’ll give us another opportunity to provide excellent service in the future. Please let us know if there’s anything else we can assist with.”
Denying refund requests
We understand you may be disappointed, but per our [policy link], refunds are not permitted [restate policy details].
While we cannot issue a refund, please let us know if there is anything else we can do to resolve your concern or improve your experience with our [product/service]. Our company values your feedback.”
Cancel subscription request
If you do wish to proceed with canceling, that’s no problem at all. Your subscription will remain active until [renewal date]. We’ll make sure not to charge you again after that point.
Please let us know if you have any other questions! Our company always aims to provide an exceptional customer experience.”
Scheduled service downtime notifications
During this downtime period, you may experience [descriptions of expected impacts like “slow speeds” or “limited functionality”].
We anticipate service will be fully restored by [time] and don’t expect any permanent data loss. This maintenance is required to improve [the performance/security/etc.] of our systems.
Please let us know if you have any other questions! We appreciate your patience and understanding.”
Privacy policy concern
[Summarize the specific concern a customer raised and provide clarification].
You can review our full privacy policy here: [link]
Please let us know if you have any additional questions! We’re committed to being fully transparent about how we handle your data.”
What help desk software delivers helpdesk templates?
Help desk solutions can enhance communication and customer satisfaction through email templates. Whether you’re a small business or a large enterprise, these pre-designed and customizable templates save time, ensure professionalism, and provide a seamless customer experience. Explore this guide to see how top help desk vendors like Zendesk, Freshdesk, and Intercom can transform your customer service with their free and paid email template options.
1. Zendesk
Zendesk allows users to create and manage email templates for different stages of customer interaction. Templates can be customized using dynamic content and placeholders to personalize messages.
Messaging in Zendesk. Source: Zendesk
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Free Templates:
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Basic acknowledgment of receipt
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Initial response templates
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Follow-up templates
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Resolution templates
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Feedback request templates
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Paid Templates (available in higher-tier plans):
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Advanced customizable templates with HTML/CSS
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Multi-language templates
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Automated response templates based on ticket conditions
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Branded email templates
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2. Freshdesk
Freshdesk offers customizable email templates that can be used for various customer interactions. Users can set up templates for different ticket scenarios and automate responses using predefined conditions.
Freshdesk ticketing workflow. Source: Freshdesk
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Free Templates:
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Default email templates for ticket acknowledgment
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Initial response
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Follow-up and resolution
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Paid Templates (available in higher-tier plans):
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Customizable templates with dynamic placeholders
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Scenario automation templates
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Multi-product and multi-brand templates
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Integration with third-party email design tools
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3. Intercom
Intercom provides a user-friendly interface for creating and managing email templates. Users can personalize templates with customer data and use event triggers to automate email sending.
Intercom workflows. Source: Intercom
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Free Templates:
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Basic conversation starters
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Acknowledgment and follow-up templates
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Simple feedback requests
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Paid Templates (available in higher-tier plans):
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Fully customizable email templates with drag-and-drop builder
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Event-triggered email templates
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Personalization options based on customer data
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A/B testing for email templates
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4. Help Scout
Help Scout’s email templates help streamline communication by allowing users to create predefined responses for common customer queries. Templates can include custom fields and dynamic content.
Help Scout interface. Source: Help Scout
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Free Templates:
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Basic response templates for new conversations
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Follow-up and resolution templates
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Customer satisfaction survey requests
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Paid Templates (available in higher-tier plans):
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Advanced templating with custom fields
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Workflow-based templates
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Branding and customization options
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Templates for multiple mailboxes
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5. Zoho Desk
Zoho Desk enables users to create and customize email templates for various customer interactions. Templates can be automated based on ticket events and conditions, and they support multiple languages.
Zoho Desk ticketing. Source: Zoho
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Free Templates:
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Standard response templates for ticket creation and resolution
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Basic follow-up templates
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Customer feedback request templates
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Paid Templates (available in higher-tier plans):
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Customizable templates with HTML/CSS
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Multi-department templates
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Automated response templates
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Integration with Zoho CRM for personalized templates
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6. Kayako
Kayako offers email templates that can be customized to match the company’s branding and communication style. Templates can be automated based on ticket status and other conditions.
Kayako ticketing. Source: Kayako
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Free Templates:
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Default templates for ticket acknowledgment and responses
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Simple follow-up and closure templates
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Paid Templates (available in higher-tier plans):
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Advanced customization with HTML/CSS
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Automated templates based on ticket status
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Multi-brand support templates
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Templates with conditional logic
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7. LiveAgent
LiveAgent provides a range of email templates that can be used for different types of customer interactions. Templates can be personalized with placeholders and automated based on ticket criteria.
LiveAgent tickets. Source: LiveAgent
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Free Templates:
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Basic templates for ticket receipt and updates
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Follow-up and resolution templates
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Paid Templates (available in higher-tier plans):
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Customizable templates with placeholders
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Automated templates for SLA notifications
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Multi-language support templates
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Branding options for emails
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8. Jira Service Management
Jira Service Management offers email templates that can be used for various customer service interactions. Templates can be customized with dynamic content and automated based on workflow transitions.
Jira Service Management tickets. Source: Atlassian
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Free Templates:
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Standard acknowledgment and response templates
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Basic follow-up and resolution templates
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Paid Templates (available in higher-tier plans):
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Advanced templating with custom fields
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Integration with Jira for dynamic content
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Automated response templates based on workflow transitions
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Branded email templates
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9. SysAid
SysAid provides email templates that can be customized and automated for different ticket scenarios. Templates can include custom branding and support multiple languages.
SysAid interface. Source: SysAid
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Free Templates:
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Default templates for ticket updates and resolutions
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Basic follow-up templates
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Paid Templates (available in higher-tier plans):
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Customizable HTML/CSS templates
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Automated templates based on ticket criteria
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Multi-language templates
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Custom branding options
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These help desk solutions offer various options for email templates, allowing businesses to streamline customer communications and maintain consistency across different interactions. Paid plans typically offer more advanced customization and automation features to enhance the overall support experience.
Enhance customer communication with help desk response templates
To wrap up our article, we want to give some tips on how to build and manage your help desk template library effectively.
Take some time to examine common client pain points first. Go over your previous support tickets and compile a list of the customer issues that consistently come up. Next, make straightforward templates that address common customer queries directly.
To structure the library, organize help desk response templates into folders based on topic, product/service, or process stage. A comprehensive customer service solution with robust template management capabilities will be useful here: Zendesk, Jira, and other platforms let you store help desk templates directly in the knowledge base.
Once you make help desk templates an integral aspect of customer service, the possibilities to improve your customer service efficiency will be endless. We wish you success with automating this part of your customer service and achieving high customer satisfaction!
FAQs
As a result, you can ensure uniformity in correspondence with customers, reduce the time spent on repetitive tasks, and minimize the chances of errors. This leads to faster response times, better customer relations, and improved overall efficiency.
- Categorize Tickets: Sort incoming requests into categories to streamline responses.
- Prioritize Issues: Assign priority levels to ensure urgent problems are addressed first.
- Implement SLAs: Set Service Level Agreements to manage response and resolution times.
- Use Templates: Standardize responses with templates for efficiency.
- Monitor Performance: Regularly review metrics to identify areas for improvement.
- Outline key sections like greeting, problem description, and resolution.
- Use simple, jargon-free language to ensure clarity.
- Add placeholders for specific details and follow-up questions.
- Create consistent answers for common issues to save time.
- Regularly review and refine the script based on real interactions and feedback.
A well-defined help desk workflow ensures customer inquiries are managed efficiently and consistently, improving response times and customer relations. It often incorporates helpdesk email templates and automated processes to streamline support operations.