20 (2024)

As a business, you likely receive lots of feedback from customers about the quality of your products or services. Each time you receive an email with customer feedback, you’re presented with an opportunity to create more sales. This opportunity exists even if the customer has nothing but negative reviews for their experience with your company.

How can we magically turn negative feedback into another purchase? Or, if the feedback was positive, how can we keep that energy flowing?

The outcome depends on how well you write your “thank you for your valuable feedback” response. This is a reply you should send to your customers, regardless of what type of feedback they leave.

In this article, we dig into the two types of feedback you will receive for your business, tips for crafting the perfect note or email response, and straightforward templates for writing “thank you for your valuable feedback” emails.

Types of Feedback

There are two basic types of feedback customers will send to your business: positive and negative.

Positive

Positive feedback may include:

• Telling you how well your product or services worked for their purposes
• Explaining how your product solved a problem for them
• Complimenting you and your agents for how well they served the customer
• Thanking you for how much your business helped them
• Reviewing every aspect of the product in glowing terms

Negative

Below are some common examples of negative feedback you may receive:

• Telling you that the product doesn’t work
• Complaining that the service was not rendered in a timely manner
• Complaining that the service job was not done right
• Explaining to you how the product didn’t solve their problem
• Asking to return the product because it didn’t suit their needs or meet their expectations

Top Tips To Use When Writing A “Thank You For Your Feedback” Email

Before we get to the note and email templates, here are 5 quick tips for how to write a “thank you for your valuable feedback” message.

Here are some of the tips to follow when crafting your response.

• Respond To Feedback As Soon as Possible

  Don’t take days, weeks, or months to answer feedback from a customer. If you do, you’ll miss an easy opportunity to make a great impression on the sender. By responding as soon as possible, you will show the customer that their feedback is important to you and your business, that you value their time and loyalty, and that you are eager to help them in any way you can. Additionally, the customer is much more likely to notice the message if you reply as soon as possible.

• First, Thank Them For Their Feedback

  In case you couldn’t tell, thanking the customer for their feedback is extremely important. Much like replying to them quickly, it shows them that you value them and their voice. It tells them that you want to hear from them, even if what they have to say is negative.

• Do Not Respond To Negative Feedback With Passive-Aggressive Language

  When someone leaves feedback complaining about a product, a service, or even one of your employees, and you feel that the criticism is unjustified, it’s tempting to respond using passive-aggressive language that blatantly blames the customer. But try to refrain from doing so. It will only escalate the customer’s anger or frustration and make you look like the villain in the situation.

  For example, instead of saying, “If you would have read the instructions, you would have known that this product doesn’t work that way,” you should say, “I’m sorry that this product didn’t work for you, but we did include instructions for how to use it in the packaging. If the instructions were not included, please let us know so we can correct this mistake.” This puts the responsibility for using the product incorrectly on the customer without accusing them of being careless.

• If There Is A Conflict, Offer A Solution Where Possible

  Whenever you receive negative feedback about a problem or a conflict, always try to offer a solution. This may come in the form of a discount, a full refund, or free shipping.

  Sometimes, of course, there is no solution. There are many times when the customer is not in the right, and it would create more problems for you and your business to pretend that they are.

  See Also

  What is another word for "positive feedback"?Types of feedback5 ways to give effective feedback | ZapierThe value of providing effective feedback
  In this case, it’s best to use language like, “I can’t do this, but here is what I can do,” or “Here’s what I am able to offer you.” Your goal when using this type of phrase is to clearly define how far you are willing to go to satisfy (or try to satisfy) this customer. The resolution you offer may simply be to tell them that you can’t refund them because of your company’s terms and conditions, but you can offer them a coupon code for a future purchase. Be polite, but firm.

• Assure Them You’re Available For Any Further Questions Or Concerns

  Lastly, make sure your customer knows that you’re there for them. Assure them that your team is available for any other questions, concerns, or feedback. You can even go so far as to include your days and hours of operations so that they know you are serious.

“Thank You for Your Feedback” Quick Response Examples

Below are 10 examples of “thank you for your valuable feedback” quick responses, which you can use in the email templates in the next section.

• Thank you for reaching out and providing us with valuable feedback.
• We appreciate you sending us your feedback.
• We’re so happy to hear from you! Thank you for your valuable feedback.
• It is our pleasure to hear your valuable feedback.
• We love hearing from you! Thank you for leaving feedback for us.
• Thank you for your valuable feedback. We’re sorry you weren’t satisfied with our product.
• We’re sorry to hear that you didn’t have a great experience with our service.
• We read your feedback, and we’re sorry our product didn’t suit your needs.
• We read from your feedback that you were having trouble with the product, so we’d like to help make it right.
• We appreciate all feedback. Thank you for bringing this issue to our attention.

10 Thank You For Your Valuable Feedback Email Templates

The following 10 “thank you for your valuable feedback” email templates will help you get started responding to both positive and negative feedback from your customers.

Positive Feedback Response Template #1

Hello {{first_name}},[>

Thank you for your valuable feedback.

We are thrilled that the {{name_of_product_or_service}} suits your needs. We take great pride in our work, and our sincerest hope is that it helps each one of our customers accomplish their goals. Your feedback has demonstrated that it does, and we appreciate you letting us know.

To really show our appreciation, we’ve included the following coupon code: {{coupon_code}}. Please use it by [coupon expiration date] to enjoy more of our products or services at your convenience.

We’d love to hear from you again! If you use our products or services in the future and would like to leave more feedback, please contact us anytime between the hours of 9AM-5PM, Monday-Friday.

Have a wonderful day!

Kind regards,

{{agent_name}}

Responding To Positive Feedback #2

Hello {{first_name}},

Thank you for your valuable feedback.

We are thrilled that the {{name_of_product_or_service}} helped you solve your problem. We take great pride in our work, and our sincerest hope is that it helps each one of our customers accomplish their goals. Your feedback has demonstrated that it does, and we appreciate you letting us know.

To really show our appreciation, we’ve included the following coupon code: {{coupon_code}}. Please use it by {{coupon_expiration_date}} to enjoy more of our products or services at your convenience.

We’d love to hear from you again! If you use our products or services in the future and would like to leave more feedback, please contact us anytime between the hours of 9AM-5PM, Monday-Friday.

Have a wonderful day!

Kind regards,

{{agent_name}}

Responding To Positive Feedback #3

Hello {{first_name}},

Thank you for your valuable feedback.

We are thrilled that you had such a great and meaningful experience with {{agent_name}}. We all take great pride in our work, and our sincerest hope is that it helps each one of our customers accomplish their goals. Your feedback has demonstrated that it does, and we appreciate you letting us know.

To really show our appreciation, we’ve included the following coupon code: {{coupon_code}}. Please use it by {{coupon_expiration_date}} to enjoy more of our products or services at your convenience.

We’d love to hear from you again! If you use our products or services in the future and would like to leave more feedback, please contact us anytime between the hours of 9AM-5PM, Monday-Friday.

Have a wonderful day!

Kind regards,

{{agent_name}}

Responding To Positive Feedback #4

Hello {{first_name}},

Thank you for your valuable feedback.

We are thrilled that our company was able to help you in a meaningful way. We take great pride in our work, and our sincerest hope is that through our products and services, we help each one of our customers accomplish their goals. Your feedback has demonstrated that it does, and we appreciate you letting us know.

To really show our appreciation, we’ve included the following coupon code: {{coupon_code}}. Please use it by {{coupon_expiration_date}} to enjoy more of our products or services at your convenience.

We’d love to hear from you again! If you use our products or services in the future and would like to leave more feedback, please contact us anytime between the hours of 9AM-5PM, Monday-Friday.

Have a wonderful day!

Kind regards,

{{agent_name}}

Responding To Positive Feedback #5

Hello {{first_name}},

Thank you for your valuable feedback.

We were thrilled to read your glowing review of your purchase. We take great pride in our work, and our sincerest hope is that it helps each one of our customers accomplish their goals. Your feedback has demonstrated that it does, and we appreciate you letting us know.

To really show our appreciation, we’ve included the following coupon code: {{coupon_code}}. Please use it by {{coupon_expiration_date}} to enjoy more of our products or services at your convenience.

We’d love to hear from you again! If you use our products or services in the future and would like to leave more feedback, please contact us anytime between the hours of 9AM-5PM, Monday-Friday.

Have a wonderful day!

Kind regards,

{{agent_name}}

Responding To Negative Feedback #1

Hello {{first_name}},

Thank you for your valuable feedback.

We’re so sorry that the product did not meet your needs. We take great pride in our work, and our hope is always that it helps each one of our customers accomplish their goals. Clearly this was not your experience, and we apologize.

To make this matter right, we would be happy to offer you a full refund upon your return of the item to our warehouse. Attached to this email is a free shipping label so you can return the item at no extra cost. Upon receipt of the item, we will immediately issue a refund to your bank account.

For any questions or concerns, please feel free to contact us at any time during our operating hours: 9AM-5PM, Monday-Friday.

Kind regards,

{{agent_name}}

Responding To Negative Feedback #2

Hello {{first_name}},

Thank you for your valuable feedback.

We’re so sorry that the service you purchased was not completed in a timely manner. We take great pride in our work, and our hope is always that it helps each one of our customers accomplish their goals. Clearly this was not your experience, and we apologize.

To make this matter right, we would be happy to offer you a 10% discount on your next service, as well as a guarantee that the work will be completed in {{x_number_of_hours_or_days}} or your money back.

For any questions or concerns, please feel free to contact us at any time during our operating hours: 9AM-5PM, Monday-Friday.

Kind regards,

{{agent_name}}

Responding To Negative Feedback #3

Hello {{first_name}},

Thank you for your valuable feedback.

We’re so sorry that the service request was not completed to your satisfaction. We take great pride in our work, and our hope is always that it helps each one of our customers accomplish their goals. Clearly this was not your experience, and we apologize.

To make this matter right, we would be happy to send another agent to your location within the next 24 hours to complete the work at no extra charge.

For any questions or concerns, please feel free to contact us at any time during our operating hours: 9AM-5PM, Monday-Friday.

Kind regards,

{{manager_name}}

Responding To Negative Feedback #4

Hello {{first_name}},

Thank you for your valuable feedback.

We’re so sorry that this product did not solve your problem. We take great pride in our work, and our hope is always that it helps each one of our customers accomplish their goals. Clearly this was not your experience, and we apologize.

We do include instructions in the product for how to use it in the situation you described. If the instructions were not clear or not included in the packaging, please let us know so that we can correct this error with our packaging department.

Otherwise, we would like to offer you the opportunity to exchange the item or return it to our warehouse for a full refund. Please let us know which you would prefer so that we can send you a free shipping label.

For any questions or concerns, please feel free to contact us at any time during our operating hours: 9AM-5PM, Monday-Friday.

Kind regards,

{{agent_name}}

Responding To Negative Feedback #5

Hello {{first_name}},

Thank you for your valuable feedback.

We’re so sorry that the product did not meet your needs. We take great pride in our work, and our hope is always that it helps each one of our customers accomplish their goals. Clearly this was not your experience, and we apologize.

In light of your situation, we understand why you would like to return the product. Since you purchased the product within the last 30 days, we would be happy to offer you a full refund upon your return of the item to our warehouse. Attached to this email is a free shipping label so you can return the item at no extra cost. Upon receipt of the item, we will immediately issue a refund to your bank account.

For any questions or concerns, please feel free to contact us at any time during our operating hours: 9AM-5PM, Monday-Friday.

Kind regards,

{{agent_name}}