10 Email Templates For Your Kanban Helpdesk
An effective helpdesk is more than just about solving issues; it's about communication. Throughout the lifecycle of a ticket, you need to communicate with customers to keep them informed and engaged. As a small business owner, you can use email templates in your Kanban helpdesk system to improve communication, save time, and promote transparency and collaboration.
This article will help you to:
Discover Email Templates: We’ve collected 10 top email templates for customer service and customer success communications, to help spark ideas for your own emails.
Integrate Email Templates into Your Workflow: Customize templates with variables, learn how to use ChatGPT to match your brand's voice, and incorporate them into your helpdesk operations.
Enhance Transparency and Collaboration: Standardized communication with email templates promotes clarity and consistency, and fosters a collaborative approach on your team.
❤️ We’ve set each email template up using Email for Trello’s standard variables. You can also create your own custom variables and use these in your email templates and saved replies.
10 Email Templates for Customer Service Teams
Each of these templates is prepopulated with SendBoard custom variables, to make it even easier for you to set up highly customized email templates for your kanban helpdesk.
1. Ticket Receipt Confirmation
Subject: Your Support Ticket {%referenceNumber%} has been Received
Dear {%contactFirstname%},
We have received your support request and created ticket number {%referenceNumber%}. Our team will review your request and begin working on it soon.
We appreciate your patience and will keep you updated on our progress.
Best, {%userFullname%}
2. Ticket Assigned
Subject: Update on Your Support Ticket {%referenceNumber%}
Dear {%contactFirstname%},
Your support ticket {%referenceNumber%} has been assigned to {%card.firstmemberfullname%}. They will be reviewing your issue and reaching out to you soon with more information.
Thanks for your patience.
Best, {%userFullname%}
3. Request for More Information
Subject: More Information Needed for Support Ticket {%referenceNumber%}
Dear {%contactFirstname%},
To better assist you with your issue, we need additional information. Could you please provide [Information Needed]?
Once we receive this information, we will continue working on your support request.
Thank you for your cooperation.
Best, {%userFullname%}
4. Ticket In Progress
Subject: Your Support Ticket {%referenceNumber%} is In Progress
Dear {%contactFirstname%},
We are currently working on your support ticket {%referenceNumber%}. We appreciate your patience and will update you as soon as we have more information.
Best, {%userFullname%}
5. Delay in Resolution
Subject: Update on Your Support Ticket {%referenceNumber%}
Dear {%contactFirstname%},
We wanted to update you on your support ticket {%referenceNumber%}. Due to [Reason for Delay], it's taking longer than anticipated to resolve your issue. We apologize for this delay and assure you that we're doing everything we can to resolve it as quickly as possible.
Thank you for your patience.
Best, {%userFullname%}
6. Solution Provided
Subject: Resolution for Your Support Ticket {%referenceNumber%}
Dear {%contactFirstname%},
We are pleased to inform you that your support ticket {%referenceNumber%} has been resolved. Here's the solution [Brief description of solution].
Please let us know if you have any further questions or issues.
Best, {%userFullname%}
7. Follow Up
Subject: Follow Up on Support Ticket {%referenceNumber%}
Dear {%contactFirstname%},
We are checking in to see if the resolution provided for your support ticket {%referenceNumber%} solved your issue. Please let us know if you're still experiencing problems, or if there's anything else we can assist you with.
Best, {%userFullname%}
8. Awaiting Customer Response
Subject: Awaiting Your Response for Support Ticket {%referenceNumber%}
Dear {%contactFirstname%},
We are awaiting your response for support ticket {%referenceNumber%}. Please provide the requested information at your earliest convenience, so we can continue working on your issue.
Best, {%userFullname%}
9. Closing a Ticket
Subject: Closing Your Support Ticket {%referenceNumber%}
Dear {%contactFirstname%},
Since we've not heard back from you regarding ticket {%referenceNumber%}, we're assuming your issue has been resolved and we're closing this ticket. If you still need assistance, please don't hesitate to reach out.
Best, {%userFullname%}
10. Requesting Feedback
Subject: Your Feedback Matters to Us
Dear {%contactFirstname%},
We recently assisted you with support ticket {%referenceNumber%}. We'd appreciate it if you could take a moment to provide feedback on our service. Your feedback helps us improve and provide better service in the future.
[Link to feedback form]
Thank you for your time.
Best, {%userFullname%}
Using ready-made email messages
Email templates for sales outreach can be powerful tools. While these templates offer a foundation, remember to personalize each email based on the recipient to improve your chances of getting a response. Authenticity, clarity, and value proposition make for effective sales outreach!
Customization is key to matching these templates with your brand's voice and language. Change them a little so they sound like your company. If your company is fun and friendly, your emails should be too!
Working together, better
Using email templates helps your team work better together. When everyone uses the same kind of email, it's easier to know what's going on with a lead, even if you weren't the one talking to them first.
Using a Kanban approach to organize sales emails
Kanban is a tool that works a lot like a visual checklist. Imagine a board with columns where you move tasks or notes from "To Do" to "Doing" and then "Done". In sales, using Kanban for emails means you can easily see which leads you need to chat with, who you're currently talking to, and who you've already reached out to. It's a great way to stay on top of your sales pipeline without dropping the ball on any potential deals.
Plus, if you use Trello and Email for Trello as your Sales CRM, you can set up automated triggers to send out saved replies and updates when other actions occur.
Power-up with Email for Trello
The Email for Trello power-up by SendBoard morphs your Trello Kanban board into a Kanban-style Sales CRM. It's crafted especially for handling a Sales CRM system and links your email directly with the Trello platform. This means your emails get turned into actionable tasks on your Trello board. By syncing your email with Trello's visual features, you can tailor the tool to fit your unique sales needs, ensuring a smooth and efficient way to manage your sales communications.
Ready to take your Sales CRM to the next level with the Kanban approach? Dive in with Email for Trello →
