Customers’ inquiries are made in response to an impression the organization or company has earlier made in their minds. The way you respond to this inquiry, usually determines if the customer will proceed to build a relationship with your organization or not.
Answering Customers’ Inquiries via Email
This template is about a customer who had made inquiries about a company’s promo.
Suggested Subject: Inquiry Response
Dear Jim,
Thank you for your question about our new promos. The one you have specifically made inquiries about is the “Teddy bear sales – buy one get one free” We offer just one teddy bear to each child that purchases a teddy bear in our supermarkets within Lagos state.
This offer continues until the end of the month of November 2016, by 12 noon, to be precise. The supermarkets will not be extending the promo into the holiday because we have other special offers which are quite attractive and children can benefit from those as well…
Regards,
Barry Cox
Head of Marketing at Cox Industries
Responding to Customer Inquiries about the Discounts
This sample can be used when your customer needs clarification about a particular discount your company is offering.
Suggested Subject: Inquiry Response
Dear Adam,
We received your inquiry about the new discounts we offer on our frozen chicken. Thank you so much for your interest!
We are offering the discount as a reward for loyal customers like you. Please find attached to this email details of the various discounts available. The discounts are based on the total weight of the frozen chicken purchased. In addition to this, the purchased products will be delivered free of charge anywhere within the city.
We look forward to seeing you soon so that you can enjoy this new offer.
Please, do contact us if you have additional queries.
Thanks again!
Best regards, Herbert McAlister
Sales Representative,
JayMax Chicken
Responding to Customer Enquiry about Company Products
This sample can be used when your customers need clarification on your company’s product.
Suggested Subject: Inquiry Response
Dear Rachel,
Thank you for your interest in our coconut oil. We are excited to hear from you. In response to your inquiry, please find attached to this email our product catalog.
We hope the information provided in it answers your query. However, please do not hesitate to contact us for further clarification.
We look forward to your patronage.
Best wishes,
Antonio McGuire
Regional Manager,
Rainbow Farms
Responding to Customer Enquiry for Price
Here is a template you can use to clarify the price of your products or services to a curious customer.
Suggested Subject: Inquiry Response
Dear Godwin,
Thank you so much for your query regarding our cleaning services. In response to your question, the total cost of cleaning a house with your provided information is $1055. In addition, I have attached a detailed brochure of our cleaning services.
As you know, we will need to meet in person to finalize the logistics of locating and gaining access to the building. I would be pleased to meet with you in my office. Alternatively, I can come over to yours if it suits you better.
If you need further explanation, please do not hesitate to let me know.
I hope to hear from you soon.
Thanks again for your interest in us.
Warmest regards,
Joe Augustus
Service Manager, The Klean Kompany
Responding to Customer Enquiry for a Former Partner
Below is a template you can use to clarify an inquiry made by a former partner.
Suggested Subject: Inquiry Response
Dear Thomas,
Thank you for your inquiry. We are sorry you have been having difficulties contacting Argo Shipping Company. To answer your question, we have terminated our partnership with Argo Shipping Company; therefore, we cannot assist you with your missing order.
The partnership was terminated on 25 January 2016; this was six months before you made your order with them. We currently have no official communication lines with them and cannot provide further details regarding the situation with the company.
I have attached to this email the legal documents showing the termination of the partnership.
We hope that the situation is resolved soonest.
Best regards,
Newton Greene
Public Relations Officer,
Crane & Bale Company
Responding to Customer Enquiry for Product Variety
This template can be used when your customers need clarification about a series of your company’s products.
Suggested Subject: Inquiry Response
Dear John,
We are thrilled to hear from you. Thank you for your query about our beauty products. To answer your question, we have a wide range of beauty products, from skincare to hair treatment. Our prices are unbeatable! I have attached a detailed product catalog to this email. It contains specifications and prices for your perusal.
It would be a pleasure if I could meet with you to enable us to discuss in more detail, any specific requirement you have that is not provided in the catalog. The meeting can hold at your office when it is convenient for you.
If you have further questions or need additional clarification, please do not hesitate to contact me.
I look forward to doing business with you.
All the best,
Robert Neil
Senior Partner,
True Beauty International
Responding to Customer Inquiry for Old Version of a Product
This is an email to respond to a customer’s inquiry about a product that you no longer have in store or no longer produce.
Suggested Subject: Inquiry Response
Dear Alison,
Thank you for your inquiry. You could not find our Vibro Plasma TV, model XT115, because we have discontinued the manufacture and sales of this model. It has been replaced with Vibro Plasma TV XT116, an improved model with more advanced features.
I have attached to this email a product catalog that contains details of the features of this new model and other models; and a PDF file containing the addresses of stores where you can conveniently purchase this new model.
Thank you so much for choosing our product. We cherish your patronage.
Best wishes,
Gold Sanders,
Sales Manager,
Future Technologies
Responding to a New Customer Inquiry
This is a response to a new customer’s inquiry.
Suggested Subject: Inquiry Response
Dear Moses,
We appreciate your interest in our products and services. To address your concerns regarding our published books and publishing services, please visit our website www.bestbookspublishers.com for detailed information on these.
However, if you would like us to see in person and discuss how we can help in more detail, I would be glad to visit you.
In the meanwhile, please do contact me if you need more clarifications.
We look forward to doing business with you.
Thanks.
Best regards,
Goodwill Bruce
Customer Relations,
The Orchard Publishers