10 thank you email and apology email templates
Whether you're thanking a satisfied customer or owning up to a misstep, you need to get the message right. Check out these templates for giving thanks and expressing sorrow in a professional setting.
Sending out the perfect email that is succinct and conveys all the information is an important life skill that is not limited to your business. But crafting a new email for your business each time you have to send one can take up a significant portion of your day. You need to give your response a personal touch, but situations such as sending a thank you email or apologizing for a minor error will be repetitive when you run a business. It’s easy to think that the emails you send for your business propositions are the most important emails you send, but having templates you can customize, depending on the situation, can save a lot of time.
Take the thank you email, for instance. A well-crafted thank you email that shows a real appreciation for a patron’s business can nurture a customer for life. But a well-crafted thank you email doesn’t mean writing a personalized thank you note for each customer since that isn’t something you will be able to sustain long-term.
For the apology email, taking the time to properly own up to a mistake and offering ways to help mitigate the situation can help you pull a customer back in who has a foot out the door. Following a template and customizing it in order to adequately address a situation can help remedy it rather than responding when temper or emotions are running high or if you have more pressing matters to tend to.
See below for templates to help you craft the perfect thank you email and the perfect apology email for a variety of scenarios. If you find one that applies to your current situation, copy and paste it into your Titan compose window. Once you’ve personalized it, you can save it as a template. And whenever you need to put your business in the best light, you can fire off the email in an instant, putting that time to better use. It’s recommended to use professional email address while sending such emails. Here are a few examples and ideas on how to create your business email address.
Dear [name],
Thank you for your recent purchase! We’re so happy you found a product that fits your needs! Since your satisfaction is our primary goal, we’d love it if you told us whether there’s something we can do to improve your next experience with us.
In the meantime, we hope you visit us again soon. Have a wonderful day!
Best regards,
Dear [name],
It was such a pleasure to meet you today. I loved our conversation and I think your goals are perfectly doable. If you’re still feeling nervous about the commitment, that’s understandable—and probably a good thing! I just wanted to reassure you that you’re in good hands with our team. As for your concern about [insert specific information here], I’ll have one of my colleagues get in touch with you immediately to offer some suggestions.
Thanks for meeting with me today, and I look forward to seeing you again soon!
Best regards,
Dear [name],
I’m so happy to congratulate you on being our customer for an entire year! To celebrate this important anniversary with [your business], our team would like to send a sincere thank you for your support and patronage. Our business has a lot of competition, and you chose to stay with us. Without customers like you, [your business] wouldn’t be the thriving organization it is today. Thank you so much for being a part of our family. We hope you have a beautiful day!
Sincerely,
Dear [name],
I wanted to send a note to express my gratitude for all your help when my business was just getting started. Without your support and hard work, I don’t think the level of our current success would have been possible. I won’t forget your help, and I wish you the same kind of fortune you helped make possible for us. I also hope we can return the favor someday!
Please stay in touch and thank you.
Sincerely,
Hi [name],
Thanks so much for reaching out a few weeks ago! If you’re still interested in connecting over coffee, I’m available on Tuesday and Thursday evenings. Do either of those work for you?
Can’t wait to hear about your [current project/position/ company] when we meet up.
Thanks,
Hi [name],
Thank you for choosing us for your [business] needs. We’re glad we were able to help you find what you’re looking for and help with your [xx] need. We’re happy for you to join our clientele.
Please do let us know if you faced any hitch in your buying experience so we may address any concerns. Additionally, do not hesitate to reach out to us for any queries or comments at [number] or [email].
Regards,
Dear [Name],
Thank you for referring us to [name] for [business]! We appreciate the confidence and are excited to work to deliver [name] the same level of service that you are used to.
To show our gratitude, we have added a special coupon you can use for your next purchase. Use the code [Coupon Code] during checkout for a [percentage] discount.
Sincerely,
Hi [name],
My apologies for the delay in response. I’ve been busy searching for your requested [documents, data, files, etc.] and your message got lost in the shuffle. At long last, everything is attached.
Please let me know if I missed anything.
Thanks,
Hi [name],
Sorry for the radio silence – a lot’s been going on at [your business]. If you have time this week, I’d love to [connection destination] and catch up about your [project/initiative/promotion/event].
Can’t wait to talk more soon!
Thanks,
Hi [name],
Sorry for the delayed response. I’d hoped to reply sooner, but I’m afraid I have some bad news. [share the news]. However, I had high hopes for [the recipient’s desired outcome], and so I will definitely keep you in mind if something changes in the near future.
Thank you so much for your patience and I hope our paths cross again.
Thanks,
Hi [name],
Sorry for the late reply—things have finally settled down on my end. Unfortunately, since we last spoke, the company has decided to [go with another agency/bring our efforts in- house/postpone hiring for the role]. We really appreciate getting the chance to speak with you and learning about [their potential contributions].
I’d love to keep in touch in case another opportunity comes up in the future.
Thanks,
Hi [name],
Thank you for your thoughtful note a few [days, weeks, months] ago. Things have been hectic on my end, but I’d still love to catch up. Are you still [working on X project/launching X campaign/taking a trip to X]?
I can’t wait to hear more about it when we meet.
Thanks,
Dear [name],
Thank you for contacting [business] regarding [the issue]. We apologize for the inconvenience, as this should not have happened.
We do our best to avoid such mistakes and want to do everything to rectify it.
We at [business] completely understand your disappointment. Please allow me an opportunity to make this right. We’re committed to fixing this, so here’s our plan for moving forward:
[Provide options for the client to choose from — offer a refund or replacement for a bad product, and a coupon offering a discount if they choose to purchase from you in the future. In the case of a service, it may be worth offering a full or partial refund and/or a discount for future service.]
Please let us know how you would like to proceed. Thank you for your patience and understanding.
Regards,
There isn’t going to be a time when emails aren’t going to be an important part of your business. Sending a thank you email to your client is a good gesture they may appreciate since you are acknowledging and rewarding loyalty. For a first-time customer, it may even be their first touchpoint with you.
Similarly, an email fessing up to an error and offering ways to remedy the situation or addressing a complaint can help you salvage the situation and turn into an opportunity.
Sending these out, however, must not consume your day, leaving little time for actually thinking about and working on your business.
Since there are a similar set of circumstances you are likely to encounter on a day-to-day basis, having templated responses ready for various instances that you can tailor to the situation at hand helps save time.
If using email templates seems like the right approach for you, Titan’s Templates Library feature can be helpful. You can use a pre-existing template or create one from an email you have sent or received. Save multiple templates for all the scenarios you are likely to come across so you can free up time and mental bandwidth and still send the perfect email in a jiffy.