How To Write An Email Explaining A Problem - Review Templates and Examples

If you work in any sort of customer service, odds are high that you've had to write an email explaining a problem at some point. If so, this post is for you! We'll go over templates and examples so your next request or complaint can be more successful than the last.

problem solving email sample

Do you find yourself writing emails to your boss, but not sure how to write an email explaining a problem? 

Do you need help with how to write an email explaining a problem or how to ask for a solution? 

We have the answer! 

Whether it is how to write an email asking for support from your boss or how to write an email explaining a problem, we will show you how in this post. 

Not all business emails are dry and professional; there might be times when you need to write unhappy things such as a complaint email. So how do I go about doing that?

We have examples of how to write an email asking for support and how to ask for a solution. 

problem solving email sample

Do not worry, we will teach you how to format your request so that it is effective while also keeping the grammar correct!

- How do I structure my emails?

- What are some tips when writing business emails?

- What should I avoid when writing an email to my boss?

- How do I write a complaint email?

- What are some common mistakes made when sending emails to employers?

Read on for more tips and examples!

How to Structure Your Emails:

When structuring your email, it is important to keep in mind the purpose of the email.

 Emails are usually written in a conversational tone, however that does not mean you should disregard how your email will read to other people - especially if they do not know how familiar you are with each other.

-Write emails for clarity and brevity

-Use salutations when needed

-Avoid slang or casual language

-Include a clear and concise subject line

Salutations in Emails:

problem solving email sample

When emailing someone you are not familiar with, it is important to use a salutation at the beginning of your email. If you are very familiar with the person, then omitting the salutation may be appropriate. When unsure, it is always better to be safe and use a salutation.

-If you are not familiar with the person: Dear Mr./Mrs./Ms.,

-If you are very familiar with the person: Hi,

Subject Lines in Emails:

The subject line is extremely important as it allows the recipient to decide whether or not they want to open the email. 

It is important to be clear and concise in your subject line, as well as using keywords that will allow the reader to understand what the email is about without having to open it and how to write an email explaining a problem.

-Include a summary of the email's main points

-Use keywords that will allow the recipient to understand what the email is about

-Keep the subject line to 50 characters or less

Avoid Slang and Casual Language:

Slang and casual language should be avoided when writing emails, as they can come across as unprofessional. It is best to stick to standard language that will be understood by all.

-Do not use contractions (i.e. don't, can't)

-Do not use abbreviations (i.e. ASAP, BTW)

-Use standard language that will be understood by all

Include a Clear and Concise Subject Line:

It is important to be clear and concise in your subject line, as well as using keywords that will allow the reader to understand what the email is about without having to open it.

Common Mistakes in Emails:

problem solving email sample

Some common mistakes that are made when writing emails include not proofreading for grammar, omitting key information and using too many "you" statements. 

It can also be easy to forget how your message will come across once it has been written - how it will be perceived by the reader.

-Proofread for grammar and spelling mistakes before sending an email

-Include all of the important information in your email

-Do not use "you" language too often (i.e., Never use you, do this)

How to Write a Complaint Email:

Writing a complaint email can be difficult, especially depending on how you word it. It is important to remain professional while also being clear about how to write an email explaining a problem. 

Keep in mind how this will come across to other people receiving the message, so choose your words carefully!

-Start the email by introducing yourself

-Outline the problem and how it has affected you or your company

-Be polite and professional throughout the email

-End with a request for a resolution to the problem

Sample Complaint Email:

problem solving email sample

Hi, my name is John and I am an employee of ABC Company. I am writing this email to express how unhappy I was with your product. Our company recently purchased X and we have been very disappointed since the beginning of use. Some issues include:

-The machine is too loud when in operation, which makes it difficult for employees to hear phone calls or speak with customers over the noise

-It takes far too long to produce a finished product, often delaying orders

-The quality of the final product is not as good as we were expecting

I would like to request a refund for our purchase, or at the very least a discount on a future order. Thank you for your time and I look forward to hearing from you soon.

There are many different strategies for writing an email to explain a problem. You don't have to start with the person's name and address, your opening paragraph should be as generic as possible and tell the recipient what you're asking or why this is an issue.

It all depends on how formal or informal you want to be. Most emails tend to be informal, but some emails are more formal in tone, such as those dealing with legal matters.

If you're writing an email about a problem that has already been addressed, it may be helpful to provide a link where the recipient can find more information about the issue. If not, include a brief summary of what happened and why it was important.

Including a link in your email can be helpful for the recipient, as it allows them to find more information about the issue without having to search through their inbox. 

However, be aware that some people may not have time to open links or may not be able to view them at work. In this case, you should include all of the details in the email.

If it's an issue that has been addressed before, you can include a link where your supervisor can find more information about how to solve this problem or how to deal with similar issues going forward. 

If not, then explain what happened and why it was important enough for you to send another message on the subject.

Emailing your boss is a daunting task but it can be incredibly effective if you follow the right steps. This article will walk you through the process of writing an email to your boss while providing templates and examples.

"I hope you are having a good day, _________! I wanted to bring this subject up because I feel like it could improve our work environment for everyone involved. _______."

"There were two projects that were assigned to me that I needed help with because one of them was really in my wheelhouse and the other was not."

"I know that sometimes I don't pick up on small project management things but I'd love for you to see how much growth has taken place from when we first started working together."

"You'll never know how much this will mean to me if you can help."

"I appreciate your time and how hard you work, so I wanted to add another assignment onto your plate. _______."

-Outline how this project or task is different from what was originally assigned

Sample Email: Dear Mr./Ms. [Supervisor's Name],

I hope you are having a good day, _________! I wanted to bring this subject up because I feel like it could improve our work environment for everyone involved. _______.

Thank you for your time and how hard you work, so I wanted to add another assignment onto your plate. _______.

Sincerely, [Your Name]

When an employee has a problem with their boss, it can be hard to know how to approach the situation. This email template can help you explain your problem in a professional way and make sure you have your boss’s attention.

There are plenty of templates for different scenarios: from talking about a work-related issue, to asking for a raise, or seeking feedback from your boss. 

They all have the same basic structure and make it easy for you to write out your message quickly and get it read by your superior.

The email template also offers some examples of phrases that might come up as well as tips on how to reply back if they do come up. 

In addition, there is a section about how to respond if the employee is angry or frustrated with their manager and how not reacting might be the best course of action.

-Use a greeting and end with a salutation

-"I hope you are having a good day" or "Hope all is well."

-"In regards to [subject]..."

-"There were two projects that were assigned to me that I needed help with because one of them was really in my wheelhouse and the other was not."

-"Thank you for your time and how hard you work" or "I appreciate how much effort you put into our work together"

-"Sincerely, [Your Name]"

Sample Email: Dear Mr./Ms. [Supervisor's Name], In regards to a discussion that we had yesterday, I wanted to follow up.

I know how busy you are with your many projects and how hard you work so thank you very much for taking the time out of your day to talk with me about this issue. 

There were two projects that were assigned to me that I needed help with because one of them was really in my wheelhouse and the other was not.

I understand how it might be difficult to manage all of the different requests coming in but I feel like if this keeps happening, then it will start to have an impact on my work performance.

If you could help me out with this situation, then I would be very grateful as it would take a lot of pressure off my plate.

Sincerely, [Your Name] If an employee is having a problem with their co-workers, it might be best to address the situation in an email. This way they can get their thoughts together and clearly state how they feel.

Writing an email to your boss can be a daunting task. It is easy to get things wrong and make it seem like you are complaining or not being proactive. 

This article will provide you with a guide on how to write an email that helps your boss understand the issue you are facing.

problem solving email sample

#1: Start with a statement of what the issue is

#2: Emphasize how your efforts have improved their business

#3: Include some statistics, facts, and research

#4: Close by asking for their help in resolving the issue

-"I am writing because I have been having some problems with my co-workers."

-"My efforts to resolve the situation myself have not been successful."

-"I would like to ask for your help in resolving this situation."

-"Sincerely, [Your Name]" Sample Email: Dear Mr./Ms. [Supervisor's Name], I am writing because I have been having some problems with my co-workers.

problem solving email sample

Heba Arshad

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15 Sample Email Templates for Customer Service

problem solving email sample

Customer service agents respond to a wide range of queries – but thankfully, most questions aren’t unheard of. Agents don’t need to reinvent the wheel for every question about pricing, software set up, troubleshooting, or any other common problem. Instead, they can use customer service email templates to cut response times and provide consistent service.

But, building a library of templates that is both effective and easily modifiable takes time in itself. That’s why we wrote these customer service email templates for you, based on 15 different scenarios, so you can choose and tailor them as needed.

First, here’s some advice on how to write customer service emails

Every great act of customer service has a few key things in common. Before responding to customers via any channel, make sure you’ve:

  • Understood what they’re saying . Hold off on replying until you’ve carefully read what the customer wrote. Do they have an issue or a question? Are they frustrated or concerned? Be sure to understand what they’re saying and where they’re coming from. Sometimes this might mean reading between the lines and intuiting problems not specifically documented.
  • Empathized with their situation . This can often be hard to do when reading aggressive (or passive-aggressive) messages. But offering excellent service means taking a step back and putting yourself in your customer’s shoes. They may not always be right, but this approach will help you address customers genuinely — and they’ll remember that.
  • Gathered all the information you need . Mark Twain once famously said, “'It ain't what you don't know that gets you into trouble. It's what you know for sure that just ain't so.” Make sure you fully understand the situation before hitting “send.” For example, if a customer is having a problem with a new feature you haven’t learned yet, consult a product expert on your team to get the rundown.
  • If you can't understand or need more info, ask . You don't have to always reply with an answer, you can also reply with a question. If you don't fully understand what the customer is asking or if you need their information to check the issue, tell them – it's better than guessing and getting it wrong.

This advice will help you create effective responses. Some other tips for customer service :

  • Address your customer by name
  • Look up the customer’s role in their company, if needed, to respond with the right information
  • Be friendly, but measured
  • Include links and references (if appropriate)
  • Follow up on your initial response

If these seem like a lot, don’t worry – that’s what templates are for. By customizing the ready-made text, you can both achieve a personalized approach while reducing the burden of finding the right words from scratch. Here are our customer service email templates.

15 samples of customer service email templates

The customer service email templates below contain guidelines on tone and structure appropriate for different scenarios. Any words included in brackets are placeholder text you can replace with what makes sense for your business (or remove altogether if it doesn’t apply to you). Whenever you see these symbols { } it means you should add a link over that text.

Also, we have included ideas for subject lines where appropriate. Keep in mind that writing subject lines that’ll make people click is a science that often requires some testing, but you can draw ideas from our examples below.

Check out our list of 15 proven customer service email templates:

  • Responding to a frustrated customer who churned

Responding to a customer who churned on good terms

Responding to a frustrated customer who’s asking for a resolution, responding to a customer complaint.

  • Providing the answer to a customer issue or query

Following up with a customer email

Onboarding email to new customers, informing a customer about a renewal opportunity, informing a customer about their contract having expired, checking in with a new customer, thanking a customer for positive feedback, asking for customer feedback on a purchase, requesting a customer fill out a csat, refusing a discount request, exploring the possibility of content collaboration, responding to a frustrated customer who churned (apology).

Mistakes happen, and sincerely apologizing to a customer after an inconvenience is a great way to maintain a relationship while acknowledging their frustration.

These emails should show empathy and understanding while remaining respectful and honest.

Hi [Customer name],

Thanks for reaching out. Satisfying our customers is very important to us and I’m sorry we couldn't meet your requirements. I fully respect your decision and can only apologize for any problems your business experienced.

[I’ve arranged for a refund and asked our account management team to take care of any paperwork necessary.]

Should you change your mind, I’ll be here to help you any way I can.

[Your name]

If you’re parting on good terms, don’t burn any bridges – after all, customers may return down the line. Be friendly and take steps to keep in touch.

On behalf of my team, we’re all sad to see you go. We’re pleased to have collaborated with you all this time and hope our services were useful.

I hope we’ll stay in touch and get to work together again in the future. Please don’t hesitate to provide feedback and suggestions to help us improve, even from afar.

Best of luck!

These emails should reassure the customer and provide adequate help. Focus on getting the issue resolved.

I’m sorry for the trouble you’ve been having with [this feature]. My team and I are doing everything we can to resolve this as fast as possible. [Include steps you are taking, if applicable.]

In order to support you through this, I need some information from you. Could you tell me [important information]?

Meanwhile, here are some actions you can take that may resolve the issue: [state actions like restart, resubmit, etc.]. If these don’t work, I’ll get back to you [within one business day] with an alternative solution.

This is often difficult to respond to without getting defensive – but you must resist! Be respectful and understanding and make sure to follow through with the complaint .

I’m very sorry you had this experience. It’s always important for us to [address a company value here, e.g. respond quickly to our customers.] [Address the heart of the complaint, e.g. “Having made you wait an hour on hold is unacceptable.”]

I’ve passed this on to my team – we’ll make sure we get better as we grow and learn. [We appreciate your time, and we’ve applied a $5 discount off your next purchase.] Thank you for your patience and let me know if I can help in any way.

I apologize again for any inconvenience.

Providing the answer to a customer issue/query

The tone of this email should be positive – you’re able to provide good news, after all. Make sure you clarify any details and ask the customer if they need anything more.

Thanks for reaching out! I have an answer to your question about [topic]. 

[Detail your answer, providing helpful insight into why an issue happened or background on company info].

If you have any more questions or come across any other issue, let me know, I’ll be happy to help.

Have a great day,

It’s important to follow up whenever possible. You don’t need more than a couple of lines to show customers that you care about their experience with your product or service .

Hope you’re doing great. I wanted to check in with you regarding the issue you had the other day. Was it resolved? Do you need any additional help? I’d be happy to assist you in any case.

This email should be enthusiastic so as to set the tone for your collaboration with the customer. You’ll also want to reassure the customer that they’ve made the right choice and help them get up to speed quickly.

Ensure the customer onboarding process is streamlined, simple, and easy.

Here are some subject line ideas to draw from:

Example 1 : Hi [ Customer name ]! Get started with [ Your company ]

Example 2 : Welcome to [ Your company/product/service ], [ Customer name ]! See your first steps

Hi [Customer name], 

It’s great to have you here, thanks for choosing us! I’ll be your guide during this onboarding period. As we learn more about one another, my goal is to ensure you have a positive experience and get the most out of our [product/service].

I’ve attached a [slide deck, PDF, brochure, chart] mapping out the steps of your onboarding. As a first step, please {follow these instructions} to customize your account. Also, here are some resources you might find useful:

Product Webinar: We’re hosting a live webinar for our customers on [Date]. Our agenda will include a quick overview of useful features and a Q&A by our [VP of Customer Success]. Register {here}!

Resources: Visit our {Blog and Help Center} for detailed information, tutorials, and advice.

Don’t hesitate to reach out to me or my colleagues if you have any questions.

This email can be sent by an account manager or another employee responsible for renewals. It serves as a reminder but can also help the customer decide to renew if they’ve been on the fence. If there’s any way to create a sense of urgency, go for it.

Example 1 : [ Customer name ], want to keep using [ Your service ]? 

Example 2 : Your [ contract/subscription ] is expiring soon

We’d like to thank you for using our product for the past [year] and hope we’ve made a difference for you. We’ve been excited to help you hit your milestones in [boosting sales, creating greater efficiencies] on your team.

Your contract is expiring in [two weeks] and I wanted to check in with you about next steps. If you’re considering renewing or upgrading your contract with us, I’d be happy to walk you through the details. [If you renew before the end of this week, you can benefit from our one-time discount for existing customers].

Depending on your current needs, we can also schedule a short demo, so you can see the recent improvements we’ve made and how they can be useful to you.

Feel free to schedule a call with me by clicking on {this link} or replying to this email. Looking forward to hearing back from you.

This email should be mostly informative, but also make sure the customer knows they can renew their contract.

The subject line could be similar to the renewal opportunity template:

Example 1 : [ Customer name ], want to renew [ Your service ]? 

Example 2 : Your [ contract/subscription ] has expired, here’s what to do

Thank you for using our product for the past [year]. Your contract expired on [Date] and you no longer have access to your account.

If you’d like to renew or upgrade your contract, please let me know. We can complete the renewal process in [two business days], restore your access and get you up and running again.

Feel free to book a call with me by clicking on {this link}.

This email could be part of your account management efforts. Your goal will be to make sure the customer knows how to use the product, is aware of any improvements or new features, and feels that you’re there to answer any questions.

Example 1 : [ Customer name ], how do you find [ Your service ] so far?

Example 2 : [ Customer name ], can we help you with anything?

Hope you’re well. I’m checking in to see if you have any questions or need any help with our product. We’ve added quite a few features lately and I know it might be difficult to keep track of all our releases. I’d be happy to show you the ropes and address any queries you may have.

As a reminder, here’s a {link} to our Knowledge Base where you can find more information about our product and company at any time.

If you have customers who go out of their way to tell you how satisfied they are, you should take notice. Respond to their positive feedback enthusiastically and encourage them to share their review with the outside world. If it’s your company’s policy, you can also give out a gift or discount.

Dear [Customer name],

Thank you so much for your feedback, you put a big smile on our faces! Our team is hard at work trying to continuously improve our [product/service] and it’s always rewarding to hear kind words. We love that you love us :)

I don’t mean to impose on you, but if you have some time, could you share your impressions on social media or write a review? We have a presence on {link to review sites} and we’d really appreciate it if you could support us there.

Thanks again 

This is common in both B2B and ecommerce, as you want to make sure that your customer is satisfied with their purchase – and the experience as a whole. Be friendly and give customers a way to provide feedback .

Example 1 : Regarding your recent [ purchase/order ]

Example 2 : [Customer name], is your [ purchase/order ] to your liking?

Thank you for your purchase with us. Your order should have arrived by now and we hope everything went well. Feel free to inform us about any delays or problems you might have faced – we want to make sure you’ve had a good experience. [You can reply to this email or contact [email protected].]

We have one small favor to ask: could you fill out {this survey} about your purchasing experience? Feedback makes us better and we welcome any concerns or suggestions. If you’re happy with our service, please tell us, too!

You can also share your opinion of us on {review site}.

Thanks for your time and have a great day,

This email is meant for return customers or customers who have long-term contracts or subscriptions. Your customer success team may have different ways of asking customers to fill out these surveys – sending an email is a good option for mass emails or for offering coupons or other gifts for every completed survey.

Example 1 : [ Customer name ], do you have advice for us?

Example 2 : A [ 5% discount ] for your thoughts

Hope all is well! You’ve been using our [product/service] for the past [four months] and I’d like to ask if you could provide some feedback on your experience. Meeting our customers’ needs is a priority for us and we always strive to get better at it.

That’s why we’d appreciate it if you could fill out this {survey}. We realize this takes a little time, so we offer a [$10 Amazon coupon/5% discount for the rest of the year/etc.] to all our customers who complete it.

Let me know if you have any questions, I’d be happy to answer them.

Thanks for your time,

This is a tough one. When customers ask for discounts , they have high hopes of getting them. Refusing may have an impact on customer satisfaction, so you need to deliver the news with tact and offer another option (approved by the appropriate person) if you can.

I’m getting back to you regarding the discount you mentioned in your last email. Unfortunately, we can’t give out a discount on your current plan, as it’s already our best value package.

[But, if you’d like to upgrade your plan to take advantage of more features and licenses, we can give you a 15% discount until the end of the year].

Sorry I couldn’t be of more help. Let me know if there’s anything else I can assist you with.

Case studies, interviews with customers, joint webinars, or events are good ways to strengthen relationships with existing customers and attract new ones. The emails you’ll send may depend on your level of familiarity with this person. Let’s assume for this template that you’ve never spoken with this person before but you know the topic that they’re experts in.

Example 1 : Question about your insights on [ subject matter ]

Example 2 : Would you be interested in a [ joint webinar/content collaboration ]?

I’m [Your name] and I work as [Head of Content] in [your company]. I learned [from the Account Manager/Customer Success team/by studying your company story] that you have an interesting insight on [topic]. I think this is a fascinating issue that many people would enjoy reading about.

This gave me the idea of doing an [ebook] where we’ll talk about [topic] and provide advice for other companies. Our team could do the writing based on our research and your insights. This [ebook] would be promoted across both our networks.

What do you think? We can have a call some time this week to discuss and bounce ideas off each other. 

Looking forward to collaborating with you.

We hope you find these 15 best customer service email templates useful.

Need more templates and tips on customer communication? Check out our growing template library .

The Ultimate Guide to Customer Support

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problem solving email sample

How To Write An Email To Your Boss About A Problem

Email To Your Boss About A Problem

When writing an email to your boss about a problem, there are some important guidelines you have to follow. Email remains one of the most effective ways of communicating in a professional environment. 

It is a fast and effective way to communicate issues, concerns, or problems to your boss when you can’t meet and discuss them in person. With email, you can fully process and articulate your thoughts, so you can ensure you are covering all the relevant detail and sending the necessary documents.

It’s never a good idea to just dump your concerns and problems on your boss’s lap. Instead, approach the issue politely and professionally to get the best reaction and best engagement from them.

This blog post is going to cover some examples of how you can approach your boss via email.

Tips for Writing an Email to Your Boss About a Problem

1. use a professional greeting.

Some professional salutations you can use to greet your boss include “Dear”, “Hello” or “Hi” which is followed by your recipient (boss, superior, or supervisor). You can also use their first name if you are on a first-name basis. Otherwise, stick to a formal approach like “Prof. Kegley” or “Dr. Goldstein” or Mr. Mark. Then put a comma after your recipient’s name. Write your boss’s name in full and avoid using salutations like “Hey”, “Hiya” or “Yo” as this sounds unprofessional.

2. Use a specific and concise subject line.

Your boss is probably a busy person and has a lot of emails from other departments, clients, and business partners. Save them the time and energy and make the reason for your email extremely clear in the subject line . Always make sure your email content matches the subject line.

“issues about the Gizmo Software”, “Website down”, “complaint about our product”, “faulty machines”

3. Make sure to state the problem clearly and directly.

As said earlier, your boss is probably busy and has a lot of tasks on his/her hands. So you have to get straight to the point by stating the problem clearly and simply. You don’t need too lengthy details, you can just give an overview of the problem you are having. You can briefly explain the problem and how it is affecting you or the organization. And if you have any solution in mind you can also suggest it in the email.

  • “I have been having serious issues with the graphics design software for the past two days now and it is really affecting my output for the day. I have updated both the Adobe illustrator and photoshop and yet I am still experiencing same problem. So I am reaching out to you to know if there is any assistance you can provide.”
  • “Our clients have been complaining about our Facebook and Instagram page going down almost everyday. The social media team is getting frustrated because they’re not sure what to do to remedy the situation.”

4. Suggest a solution if you have one.

When you bring a problem to your boss’s table, you can suggest a solution. Remember that your boss is a busy person and will appreciate it if you can come up with a solution. If you have already tried to solve this issue, but your idea didn’t work, explain what you did to your boss. By doing this you are showing your boss that you are a problem solver and somebody who thinks about solutions instead of problems.

  • “I’ve looked into the graphics design issue and its happening because the software no longer supports the version of my laptop. I am in the process of upgrading my laptop to the latest version. Then I will reinstall the software then try it again. Hopefully that should do it”.

In a case where your concerns will probably cost your boss money and reputation damage, you can suggest alternative solutions.

You might say, “Since the software is down and our clients are demanding for their work. I will suggest that we switch to the online Photoshop website which works like the software version. Or we can make use of Canva which I believe will be very efficient in completing the task at hand”.

5. Close your Email

The closing session of your email is an important part of the email. This is where you thank your boss or superior for their time, chip in any important information, or urge them to ask any questions regarding the content of your email. Always thank or acknowledge your boss. Thanking them shows that you value their time and effort.  This helps you stay in a positive relationship with them. Here are some examples of closing lines:

  • Thank you for your favourable considerations.
  • Thank you for your time.
  • Let me know if you have any question concerning this email.
  • You can reach out to me with further questions or for more information.

Samples of Writing an Email to Your Boss Explaining Problems at Work

Sample email to your boss about concerns: email explaining a problem at work, email writing to hr regarding issues, letter to boss for work pressure, how to write email to manager/supervisor, writing a problem about salary dissatisfaction, writing an email to your boss about a work related problem, writing an email to your boss about a staff’s well being.

While informing your boss about a problem is a good thing and can make your experience at work a suitable one, you have to be sensitive about it.

It is good to alert your boss about a problem early enough to give him time to come up with a suitable solution.

We hope this article will act as a guide anytime you want to inform your boss about a problem.

About The Author

problem solving email sample

Opeyemi Olagoke

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An email explaining a problem

An email explaining a problem

Learn how to write an email to explain a problem.

Do the preparation task first. Then read the text and tips and do the exercises.

Preparation

Matching_MjI2MDY=

From : Jameela Lee To : Professor Kim Hart Subject : Absence from class for two weeks Attached : doctor's_certificate.pdf

Dear Professor Hart,

I'm writing to let you know that I can't attend class for two weeks as I've had an accident and hurt my back. I'm afraid I also need to ask for an extension for next week's essay.

I have medicine for the pain but I can't get up or walk around much, and the doctor said I should stay in bed and rest as much as possible. This makes reading and studying very difficult for me at the moment. I've attached a copy of the doctor's certificate and I hope to be back in class from 12 May.

Until then, my friend is going to record the lectures so I can listen to them at home. I will try to catch up with all the reading too. However, I don't think I can submit the essay next week. Is it possible to have an extension?

Thank you for your understanding.

(ENG101 class)

  • Start with Dear and the person's title and name.
  • Say what the problem is first. Then, give more details. Finally, offer a solution or say what you hope will happen next.
  • Make it short and clear. Just include the most important information.
  • Say Thank you for your understanding at the end. It shows that you hope the reader will understand your problems.

Have you ever missed several days of work, university or school? How did you keep up with your work?

Language level

Yes,I missed several days in my school time.For example,I had trip with my family in Egypt,so my frinds studied and I rested.I didn't do my homework during our trip.

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If I have some troubles and can't come to work, I send a text message to my boss and explain the reason why I am absent. It is usually enough because all my jobs have been small private businesses, and we have had good relations between bosses and employees.

I had a problem when I was starting my new job. I've got sick and didn't go to job. After a while, my manager reached out to see how I was. I had to send him a certification letter from my doctor in order to approve a sick leave. After I while I got back to work and continued to work. It was hard, but I survived.

Dear Professor Milhouse,

I regret to tell you that I can't attend class for some days due to my fever and headache. If you want, I can attach my medical certificate, which recommends to stay safe at home.

Regards, Gabriele

Have you ever missed several days of work, university or school? How did you keep up with your work?

when I was going to have an operation in my nose , I got 7 days off sick and one of my colleagues worked instead of me. one of my blessing in my life is that I have always worked with flexible and easy going people. Of course, also I am the person who put my heart into my job and I'm trying to do my best all the time. my unique world is a reflection of my believes.

I seldom miss class or work. Honestly, I am kind of a person on time but unfortunately, if I got sick, I wrote a letter to my teacher to allow me absent.

I've broke my leg at the last year and got the operation on it. My sick list was for more than half of the year. I didn't keep up with my work for this term because when I was sitting my leg has been swollen a lot

Yes I lost two days in school because I was sick but I studied at home.

Yes,l have missed at university , I absented from class for two week , I have a broke foot and I have attached copy of the letter from the hospital. I have medicine of the pain and I can't walk and the doctor said I should rest stay in bed , I hope to be back to class. Thank you for your understanding. Regards. Ibrahim.

Have you ever missed several days of work, university or school? How did you keep up with your work? Yes. It happened when I was in school and felt sick. I used to ask my colleague about the lessons explained, then I was trying to study myself in order to catch up.

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problem solving email sample

6 Customer Service Email Templates: 1 Primary Template and 5 for Tough Situations

Download and use these email templates to navigate even the most complicated scenarios and deliver great customer service.

Melissa Rosen avatar

Melissa Rosen

9 Min read · 1953 shares

Tap into the time-saving and stress-relieving power of customer service email templates.

In customer service, there’s an underlying fear that every single email you send might be the big one . This might be the one that goes viral on social media. This could be your founder’s nephew posing as an angry customer. This might be misconstrued and land your company in hot water.

Good customer service requires walking on eggshells while solving problems. And that’s really hard.

Following the right customer service email tips and templates make it far easier.

Before the excrement hits the fan, proactively create some well-thought-out and amiable responses to difficult situations. You’ll be able to shoot them out quickly when time is of the essence.

And you’ll rest easy knowing that there’s nothing incriminating or potentially riot-inducing contained within them.

Today, we’re going to share five customer service email templates we use for the most challenging of situations. If you’d like to create and start sending your own templates through Groove’s canned replies (I’ll show you what that looks like below), you can kick off a free 7-day trial of Groove here!

Your master customer service email template

First things first. We’ve designed the templates below for specific situations—and use them ourselves. But, you have to start with the master of all automated scripts: your auto-reply email.

Sadly, while customers expect an immediate response to support requests (even if that’s just a friendly note saying it’s been received), the majority of businesses fail on this front.

As one recent test of roughly 1,000 small, medium, and large companies found:

problem solving email sample

Equally as bad, however, is an autoresponse that screams “auto.” Not necessarily in the written content but rather in the tone and, especially, mixed up dynamic insertions—like the wrong names, operating hours, or product titles.

If your business doesn’t already have a friendly, informative, and human auto-reply, then feel free to use ours…

Example email template

Hi [first_name],

Thanks for contacting [company_name]!

This automatic reply is just to let you know that we received your message and we’ll get back to you with a response as quickly as possible. During [business_hours] we do our best to reply as quick as we can, usually within a couple of hours. Evenings and weekends may take us a little bit longer.

If you have a general question about using [specific_product], you’re welcome to browse our [knowledge_base_link] for walkthroughs of all of our features and answers to frequently asked questions.

If you have any additional information that you think will help us to assist you, please feel free to reply to this email.

We look forward to chatting soon!

Thanks, [agent_name] and [agent_headshot]

Using customer service email templates

Customer service email templates have the power to add hours back into your day . Maybe you’ve been copying and pasting the same text every day. Or perhaps you won’t let your new customer service agent send a support email without approving it first.

Either way, you’ve been wasting precious time. Don’t let the fear of sending impersonal, robotic responses stop you.

You’re here. You’re reading this cool blog. You care about your business. You won’t send emails that suck. (I won’t let you.)

All of the examples I’m about to reveal are real email scripts that we use at Groove. We call them canned replies .

customer service email template example

Read the following emails over, copy and paste the ones you like, then tweak them to reflect your unique business proposition.

We’ll walk through why these templates work (so you can build your own moving forward). Then provide a copy-and-paste-able template that you can easily add into your helpdesk software and edit as needed.

Want to skip directly to the template part? Go for it. Here are all five templates in an easy to read (and copy) slide deck .

Template #1: A customer requesting a discount

Discounts can be a great way to satisfy customers after a bad experience or entice them to buy again. In certain circumstances though, discounts simply don’t make sense. Worse, they set a poor precedent for putting a bandaid on an open wound.

Be careful not to acquiesce to angry customer’s demands without fully understanding their problem.

When a customer asks for a discount that we cannot give, we send this email response:

Hi %{first_name},

First of all, thank you so much for checking out Groove!

We too, are a small business and appreciate you checking in to see what options we have available. At this time, we do not offer any discounts or startup pricing plans.

We’ve worked really hard to build the best product out there for small businesses to deliver awesome, personal customer support. We believe that Groove delivers so much value and you will feel that the investment pays itself off.

Thanks again and we wish you the very best as your business grows.

Cheers, %{agent_firstname}

Lead with empathy, find commonalities whenever possible to establish mutual respect. Include personal touches, letting them know you appreciate their unique situation. Remain confident in the value of your product, and your customers will follow suit.

Template #2: A feature request you’re not going to build

Most software companies get dozens of feature requests every week—and that’s not a bad thing. It means your users care enough to offer their own ideas and feedback to make your product even better.

However, many requests don’t align with the company vision or make sense for the majority of other customers.

That said, flat-out rejection sucks. You want to make your users feel like their ideas are worthy, so phrasing your rejection to their customer feedback the right way is key.

We tested 10+ different approaches for this situation over the years, and one of them continues to stand out above the rest:

Thanks for writing in! There’s no way to do this at the moment, but it is something we’re considering for a future release. I just added you to the list for follow up, so as soon as we do have news regarding mass replies we’ll be sure to reach out.

In the meantime, your best bet for speeding this up would probably be to use canned replies. Then it’s just a couple of clicks per ticket to send out the same reply.

Despite being “canned,” the response gets personal. We took the time to really think about the idea, and that’s clear. It’s in a positive tone of voice and still delivers value to the customer.

Likely, your customer will accept that their request will not be fulfilled. And you’ll still provide a positive experience by walking them through an alternative that’ll work for them. Win-win.

What if a customer says they’ll flat-out leave if you don’t build what they want you to?

Generally, if a feature is make-or-break, but we can’t justify building it (due to resource constraints or it being outside the scope of our vision/focus), our main goal is still to provide great customer service, even if that means they might leave. For now.

In fact, if the feature is 100% critical for them and we can’t offer a viable alternative, we’ll tell them which of our competitors with that feature we think might serve their needs best.

We get it—the smallest thought of admitting that your competitor has something better can be frightening. However, here’s what happens as a result:

  • Even though our product might not fit their needs, the customer will know that we went out of our way to guide them towards what’s genuinely best for them. That sort of goodwill goes a long way.
  • If you do end up building that feature in the future, because of the way you handled the issue, you have a strong case to make for that customer to return.

Both of those things are a better alternative than having a customer who leaves feeling 100% unhappy with our product and likely to disappear for good.

Customer Service Email Template 2 - A feature request you're not going to build

Template #3: A customer who needs babysitting through a simple task

Saying yes all the time sends the message that your customers should rely on you for every little thing. This will cost you time and money.

It’s okay to say no . If you do it the right way, you won’t risk offending anyone or destroying any customer relationships. In fact, saying no might be the best choice for you and your customers.

Assess the urgency of the situation and encourage your support team to get more clarity. The majority of customer emails are iterations of the same question. Don’t get swept up in the confusion yourself. Remain calm and get more information before diving into a response.

Thanks for your note. I’m not sure I follow what you’re saying, any chance you could provide a little more detail? A screenshot would be super helpful as well.

I’ll do my best to help.

Thanks! %{agent_firstname}

As long as you make sure it’s not a bug, put the onus back on the customer to resolve their own issue and provide them with the resources to do so.

If you have managed to put together a great knowledge base or other self-help solution, your customers will be willing (and eager) to engage. People actually like using self-serve support, especially if the resources are tailored to them.

If their problems aren’t answered in your knowledge base, use it as an opportunity to improve your content there.

Receiving a request for step-by-step support is an opportunity to teach customers how to use your services, and gives you the chance to define expectations.

Why? Because asking the customer to send a follow-up email with more detail automatically makes them think rationally.

Questions are powerful. They put us in the mindset of fixing the issue. Plus, they help customers learn about your product and feel accomplished, while reassuring them you’re available to offer the support they need.

Customer Service Email Template 3 - A customer who needs babysitting through a simple task

Template #4: An angry customer

Dealing with angry customers requires its own post (which of course we’ve already written). Here, we’ll look specifically at how we use email templates to pacify the situation.

Some customer complaints arise because they feel slighted by something you or your company did. Other times, customers are emailing simply because they’ve had a tough day and you’re an easy target. No matter the underlying reason, how you deal with it determines the ultimate resolution.

Keep your cool and don’t let your customer’s anger influence your own behavior. Then, acknowledge their feelings. Be empathetic, apologize, and make it clear you understand that they’re upset.

Refocus the conversation on the actual problem at hand. Work to find a concrete resolution to the issue.

Here’s the customer support email we use to turn an angry customer into a happy one:

Thanks for reaching out. I’m so sorry, I definitely understand your concern and I’m escalating your issue so that someone can take a closer look at what’s going on right away.

Please standby and one of my teammates will get back to you with more details ASAP.

Best, %{agent_firstname}

Empathize, apologize, promise a resolution, and let the customer know their problem is being taken seriously.

Customer Service Email Template 4 - An angry customer

Template #5: Your product or service is broken

If you’ve been working in the tech industry long enough, you’ve likely got a server outage story . And you might still have nightmares of opening the inbox to thousands of emails from upset customers asking why the product they pay for isn’t working.

What doesn’t kill us makes us stronger, though. Living through these situations helps to improve customer service skills and anticipate customer needs following an unexpected problem.

This customer service email template has saved us our fair share of customers:

Sorry for the delay in response.

We encountered an issue earlier today that affected a portion of accounts — and unfortunately yours was one of those affected.

We have rectified the underlying problem and you should be up and running again now. No conversations were lost during this time, but please give it a few minutes for them to flow into your inbox.

We understand how critical we are in the role of supporting your customers, and will be implementing a host of solutions to ensure that a situation like this does not occur again.

If you have any questions, please don’t hesitate to give us a shout.

Thanks, %{agent_firstname}

Include all of the information you have on hand, and connect the dots to show exactly how it affects the customer’s account. Remain empathetic and apologetic, maintaining a level of respect and understanding for how your product stability impacts their work.

Note: Just as important as saying the right thing in this situation is making sure you actually do keep updating your customers regularly. You hate being kept in the dark, and your customers do, too.

Customer Service Email Template 5 - Your product or service is broken

Create your own customer service email templates

Although the customer service email templates we shared today cover very specific situations, the concepts in them (empathy, sharing information, promising resolutions) can be applied to just about every support situation.

Dig deep to understand and appreciate how the customer feels, and respond appropriately. Let these templates guide you to create your own. Put your personal touch on each one. Above all, keep them flexible.

Watch how customers respond to or rate each template and constantly improve them. Yes, templates let you set-it-and-forget-it. Here at Groove though, we prefer to simply hit “ snooze ,” and only “forget it” for a few weeks at a time.

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Want to put these templates to work?

Groove simplifies customer support through canned replies—preloaded emails you and your team create, drop instantly into a response, and then edit as needed.

Think of it like smart automation that saves you time and effort without ever undercutting the personal touch!

And, you can test it out for yourself, right here… free for 7 days!

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problem solving email sample

5 Tips for Writing Perfect Tech Support Emails

There’s honestly nothing more alarming and boring than an automated email from a business. When you read the robotic text, that disappointment is heart-wrenching. Your customers should never feel that way about you. 

‘What’s the big deal with technical support emails?’ you might ask. Aren’t they simple? In theory, they are, yet many customer support agents manage to make a significant mess. Though it’d be ideal to hand-craft every email you send, it can also be time-consuming and counterproductive.

We know our share of agents in tech support, and some of the support conversations they’ve recounted have ranged from terrible to occasionally hilarious. It’s important to understand that emails are part of our communication landscape, and skilled business communicators consider them a valuable tool to connect.

Below, we’ll go over a list of best practices for writing tech support emails for various scenarios.

Access now: Your Free Customer Support Email Template Guide

Bonus content: B efore learning how to write a technical support email, you must understand email etiquette. As with all writing, professional communications mandate attention to the specific writing context. 

  • Open with a proper salutation . Proper salutations indicate respect. For example, use a salutation like “Hi Ms. X” (external) or “Hello Henderson” (internal). If the gender of a person is not evident, use their full name like this: “Hi Alex Arnold.”
  • Include a clear, short, and specific subject line . Your subject line helps the recipient understand the gist of your email. For example, “Customer survey attached” or “Your feedback form is here.”
  • Close with a signature . Identify yourself by designing a signature block that contains your name and business contact information.
  • Avoid abbreviations . An email is not a text message. Thus it’s best to write like how you’d write to a higher rank in your organization.
  • Use a suitable format . Divide your mail into brief paragraphs for ease of reading. A sound email should get to the point and conclude in three small sections or less.
  • Reread, revise, and review . Detect and rectify spelling and grammar mistakes before you hit “send.” Alternatively, a plug-in like Grammarly could take care of that for you.
  • Reply promptly . Make a habit of responding to all emails within twenty-four hours, even if only to say that you will provide the requested information in forty-eight or seventy-two hours.
  • Use “Reply All” sparingly . Do not send your reply to everyone who received your initial email unless your message needs to be read by the entire group.
  • Avoid using all caps . Capital letters are used on the Internet to express empathy and are considered rude.
  • Test links . If you include a link, test it to ensure it is working.
  • Give feedback or follow up . Suppose you don’t get a response in twenty-four hours, email or call. Spam filters may have intercepted your message, so your recipient may never have received it.

How to handle tech support over email

We’ve compiled three key things that excellent customer support and communication have in common, such as:

  • Reading and understanding their request : Before responding to your customer’s tech support request, ensure you’ve clearly understood your customer’s issue and how you can help them out. 
  • Always be empathetic : Sometimes, you might receive passive-aggressive messages from your customers, but you must understand that they’ve purchased your product and need your guidance. In such cases, put yourself in your customer’s shoes and address their situation genuinely. Take a step back and read your response carefully before sending it.
  • Ask for more information to get complete clarity : If you find the information offered by your customer isn’t clear enough for you to devise a solution, it’s always better to ask them for more details than guessing and getting it wrong. 

CX Priorities 2023 Report

How to write a perfect tech support email 

Analyze the problem from multiple angles.

You’d be surprised at the number of times customers call tech support, and the agents at the other end refuse to listen . Some support agents also assume that customers know as much about their products/space. And when they build on this assumption, all hell breaks loose. 

From the customer’s perspective, nothing is more frustrating than not being heard. If a customer feels like you don’t understand their issue or request, it increases the odds they’ll turn into an angry customer down the road. 

The easiest way to get it right is by reading over the customer complaint to get a clear picture of the situation. After understanding the problem, ensure you know how much your customer knows about it. Based on this, you will be able to give them the assistance they need. Try it, and you’ll be able to see for yourself just how often your initial assumptions can end up being wrong.

Test a solution out before offering it

While writing a customer support email, you might draft an ambiguous response. This could be an older solution or some information you garnered from a coworker on the fly. You risk turning a satisfied customer into a sore one with a small error from your end. 

Before offering any solution, test it from scratch and ensure the solution works for you to avoid this mishap. Once you get the optimal result, provide the answer to your customers with all the possible must-knows and to-dos. 

For example, temporarily, asking your customer to restart their service or computer might work. But if the same issue crops up again in the future, they aren’t going to be very happy. Instead, attempt to gain a deeper understanding of the problem and go beyond offering temporary fixes to close the customer tickets for the time being. 

Empathize and listen 

Every customer you speak to has a genuine problem. So it’s essential to deal with them differently. Customer service skill is often as much about listening and acknowledging that there is an issue as it is about solving the problem. It would help to let the customer know that you understand and care for their situation to up the ante. Even if you already know how to fix their problem, never take their concerns lightly. 

Don’t blame your customers if the issue is due to a typical “user error,” as this may annoy or upset them more. They may be irate when they reach out for your support, so it’s essential to guide them with concise next steps. On the other hand, if the issue stems from your end, apologize and don’t procrastinate. The tone of your response carries a great deal of importance, so ensure you give it the due consideration it deserves.

When replying to their emails, ensure you resolve and answer all potential issues. This will drastically reduce the number of responses you will make to address their concerns. 

Once you have solved their issue, check back with them in a while. You can show them you care about them by contacting them again. It is also an excellent way to check if your solution works. If you don’t have the time to get in touch with them, you can send a satisfaction survey to gather feedback from them.

problem solving email sample

Communicate in a language the customer will comprehend 

Once you have the solution to your customer’s problem, the next challenging part for you is to compose the ‘next-steps’ email in a logical and non-technical format. It would be best if you never assumed your customers know as much about your product because that is where most problems and miscommunications may arise . Not every customer understands technical jargon, so define and guide your customers at every possible turn. Be thorough and anticipate potential questions and resolve them before your customer asks. 

Grammar and presentation matter

It might be impossible for you to ensure that every tech support email is perfect before sending them out. However, make it a point to go through every reply at least once before sending it. After all, no matter how technically proficient you might be, the quality of your reply matters just as much as your solution.   Proofreading your email for grammar mistakes is as important as finding the root cause of 

If you don’t believe in yourself to spot all the errors, trust in a tool like MS Word or Grammarly to find them for you. You can also check with your fellow support agents and get their feedback (and often corrections.)

When it comes to replying to customers, adding that personal touch can make a significant difference; using their names in your emails is straightforward yet powerful. You can also mention a particular detail you know about them or a fact about their order. Treating customers like actual people always benefits your company and your customer. They get a better interaction experience, and you can gain loyalty .

Never say no

Your product could always use enhancements based on your customers’ feedback. However, you can’t include every user request in your roadmap for your product development. Instead, you can understand their problems to the best of your ability and suggest workarounds based on what you know and what you can implement. 

Even if you cannot provide them with a particular feature, make sure you never say a hard “no” in your email . Check with your project manager if something’s being planned, and keep them in the loop. In the meantime, they’ll appreciate whatever you can do for them. The way you word your replies to your customer requests also matters. Saying a blunt “no” is never a smart idea. Instead, offer suggestions that may function as a solution to the customer’s issue. 

You can look at some sample email templates to understand how to use these pointers and write that perfect support email. 

3 Tech support email templates and when to use them  

1. Acknowledge your customer emails.

Every time your customer sends an email looking for a product fix or needs help with onboarding, you must reply to their mail saying you’ve received it and will shortly look into it. Doing so takes away the anxiety of “Did the support team get my email? Should I send it again?”

Thanks for getting in touch with us! This is an automatic email to let you know that we’ve received your support request. Our experts will revert shortly. We appreciate your patience. 

Thiago Alcantara

Customer Support

2. Give them clarity on feature requests

Every product team gets feature requests time and again. However, not all requests will be actioned upon. In such cases, let your customers know whether the feature they asked for will eventually be available on your product. This will help them decide if they need to move to a different product that will cater to their requirements. 

Thanks for using our app.

We haven’t added {FEATURE} into it yet. But our support team believes it would be a great integration. 

We’re excited to pitch it to the product team and see what they think. If you have any other questions, do let us know, and we’ll be happy to help. 

Jordan Henderson

3. Apologize to customers who hate your product

Saying sorry is the most effective way to turn around a bad customer experience. Because it’s so effective, knowing how to apologize accurately is a crucial skill for CS professionals. Did you know? A recent study showed that people are twice as likely to forgive a company that says sorry than one that instead offers them cash.

Thanks for getting in touch with us. I am sorry that you’re disappointed with our product/service.

I understand how frustrating it can be to sign up for a service and have it not work the way you think it should, so hopefully, we can get this sorted out ASAP. 

Could you let me know what specific features hindered your product experience? I’d love to help where I can pass your suggestions along to our team, but I need more information before doing so. If not, I’ll be happy to issue you a refund for the money you spent on your upgrade.

I apologize for the inconvenience once again.

Happy to help,

Andy Robertson

Exceptional support emails create unique experiences.

Even if you’re a renowned customer support executive, you must have a retrospective approach to your customer support process. Evaluate your strengths and drawbacks and see what you could be doing better.

Accepting, aligning, and assuring is one of the most reliable ways to give your customer a great experience. Implement repeatable processes and tech support email templates that your fellow customer support teammates can use to guarantee success. 

You can also go through the following related blogs:

  • https://freshdesk.com/customer-service-skills/write-exceptional-support-emails-blog/
  • https://freshdesk.com/customer-support/measure-quality-support-emails-blog/
  • https://freshdesk.com/customer-service-skills/writing-awesome-emails-blog/

Related Posts

The complete guide to customer feedback, customer experience isn’t customer service.

Headcontrolsystem

Sample Email Explaining a Problem: How to Clearly Communicate Issues and Find Solutions

Sample Email Explaining a Problem: How to Clearly Communicate Issues and Find Solutions 1

Are you tired of receiving confusing and vague emails from your team members? Do you find yourself spending hours deciphering the true meaning behind emails that are poorly written and fail to address the issue at hand?

If you’ve answered yes to either of these questions, then you’re not alone. Many individuals struggle with communicating effectively through email, which can lead to unnecessary misunderstandings and ultimately hinder productivity.

However, the good news is that there’s a solution to this problem. Through the use of sample emails, you can provide your team members with clear and concise examples of how to effectively communicate their thoughts and ideas through email.

By using these examples as a reference, your team members can edit and tailor the emails to fit their specific needs. This will not only save time, but it will also ensure that everyone is on the same page and fully understands the task at hand.

So if you’re tired of being bogged down by confusing and ineffective email communication, then take advantage of the resources available to you. Start providing your team members with sample emails today and watch as productivity soars.

The Optimal Structure for a Sample Email Explaining a Problem

Crafting an effective email that effectively communicates a problem requires careful consideration of structure. In this article, we’ll delve into the optimal structure for a sample email that successfully explains a problem and provides a clear course of action.

The first step in crafting an impactful email is to begin with a brief introduction that provides background information on the problem you are facing. Alternatively, you could start with a brief summary of the issue, which helps to draw the reader in and make clear the urgency of the matter. This introduction should be concise and to the point, preferably contained within a single sentence or two. Avoid adding needless information or clutter that may distract the reader from the heart of the problem.

The next section should provide further context on the issue or difficulty you’re facing. This should contain more detailed information that expands upon the introduction provided earlier while also adding additional context. Be sure to provide any necessary background information, including any potential root causes or contributing factors, to ensure the reader can fully understand the problem. Again, avoid adding irrelevant details or succumbing to the temptation to vent about the issue in question.

Following this, the email should shift focus to outlining a clear course of action to solve the problem at hand. This should include specific, actionable steps that the recipient can take to address the issue. Be as clear and concise as possible when outlining these steps and avoid using overly technical or industry-specific language that may confuse the reader. Instead, focus on plain, straightforward language that clearly and simply communicates the necessary actions that must be taken.

Finally, it’s worth concluding the email by expressing gratitude and appreciation for the recipient’s time and assistance in resolving the problem. A simple thank-you can go a long way in fostering a more positive relationship with the recipient, even in the context of troubleshooting or problem-solving. Additionally, be sure to include any necessary contact information or details that may be necessary for the recipient to follow up with any further questions or concerns.

In conclusion, crafting an effective email that effectively explains a problem and outlines a clear course of action requires a combination of concise writing and careful attention to structure. Implementing the tips outlined in this article will help you to create a sample email that’s clear, concise, and actionable – essential elements for effectively communicating any issue or difficulty.

Sample Email Templates for Explaining a Problem

Issue with product delivery.

Dear Customer Support,

I am writing to report an issue I had with my recent product delivery. I ordered a blender on your website last week and was expecting it to arrive on Monday, as stated in the delivery confirmation. However, I did not receive the package until Wednesday, which caused me some inconvenience as I had made plans based on the expected delivery date.

I understand that logistics can be unpredictable at times, but I urge you to look into this matter and ensure that future deliveries are made on time. I appreciate your attention to this issue, and I hope to hear from you soon regarding a possible resolution.

Problem with Customer Service

Dear Manager,

I am writing to bring to your attention a problem I had with your customer service team. I called your helpline yesterday to inquire about a product I had purchased, but I was met with a rude and unhelpful representative. They did not listen to my concerns and seemed impatient with my questions.

I understand that your team may be dealing with a high volume of calls, but I believe that customer service is crucial to your business. I would appreciate it if you could look into this matter and ensure that your representatives receive the proper training to handle customer queries in a polite and professional manner.

Thank you for your time,

Billing Error

Dear Accounts Department,

I am writing to report a billing error on my account. I recently received a statement that showed a $50 charge for a service that I did not request or receive. I checked my records and confirmed that this charge was not authorized by me.

I would appreciate it if you could investigate this matter and rectify the error as soon as possible. I expect the correct amount to be reflected on my next statement, and I would appreciate an explanation for the error in question.

Thank you for your prompt attention to this matter,

Michael Johnson

Technical Difficulty

Dear IT Support,

I am writing to report a technical difficulty that I am experiencing with my computer. I have been unable to access certain websites and applications for the past week, despite multiple attempts to troubleshoot the issue on my end.

I understand that technical issues can be complex and time-consuming to resolve, but I would appreciate your assistance in fixing the problem as soon as possible. I rely heavily on my computer for my work, and this issue has been affecting my productivity and workflow.

Thank you for your help,

Dissatisfaction with a Product

Dear Product Team,

I am writing to express my dissatisfaction with a product that I recently purchased from your company. The sneakers that I ordered had multiple defects upon arrival, including a loose sole and frayed laces.

I am disappointed with the quality of the product, and I would appreciate it if you could either send me a replacement or provide a refund for my purchase. I value your company and would like to continue doing business with you, but I cannot justify paying for a product that is not up to standard.

Thank you for your attention to this matter,

Lisa Thompson

Complaint about a Service

Dear Service Provider,

I am writing to express my dissatisfaction with the service that I received from your company. I hired your team to clean my carpets last week, but I was disappointed with the results. The stains on my carpet were not fully removed, and there was still a lingering odor after the cleaning.

I understand that mistakes can happen, but I would appreciate it if you could send a technician to re-clean my carpets or provide a refund for the service that I received. I value your company and hope that this issue can be resolved to my satisfaction.

Adam Wilson

Feedback about a Website

Dear Webmaster,

I am writing to provide some feedback on your company’s website. While I find the layout and design to be aesthetically pleasing, I have encountered some issues with the functionality of the site.

For example, the checkout process is confusing and difficult to navigate, and I have had trouble finding certain products on the site. I believe that these issues could be resolved with some minor tweaks and adjustments, and I hope that you will consider making these changes to improve the user experience.

Samantha Davis

Tips for Writing a Problem-Explaining Email

When writing an email to explain a problem, it’s important to be clear, concise, and respectful. Here are some tips to help you craft an effective message:

  • Start with a clear and concise subject line. Your reader should be able to understand the gist of your email just by reading the subject line. For example, “Issue with Project XYZ” or “Feedback on Sales Strategy.”
  • Be brief and to the point. Your reader’s time is valuable, so keep your email short and focused. Stick to the facts and avoid unnecessary details. Use bullet points if possible to make your message easier to read.
  • Maintain a professional tone. Avoid accusatory language or blaming others for the issue. Instead, approach the problem from a solutions-oriented perspective. Use a respectful and polite tone throughout the email.
  • Offer possible solutions or alternatives. It’s helpful to propose ideas for addressing the problem or offer suggestions for improvement. This shows that you are proactive and invested in finding a solution.
  • Include any necessary documents or information. If there are any relevant files or data that can help explain the problem, include them as attachments or links in the email.
  • Acknowledge any inconvenience or impact caused by the problem. Empathize with your reader and show that you understand their concerns. This can help build trust and credibility.
  • Provide a clear call to action. Let the reader know what the next steps are or what you need from them. This helps ensure that the issue is addressed in a timely and effective manner.

By following these tips, you can write an effective email that clearly explains a problem and encourages a productive response from your reader.

Frequently Asked Questions about Sample Email Explaining a Problem

What is a sample email explaining a problem.

A sample email explaining a problem is a hypothetical email that outlines a problem and asks others for assistance in solving it. It provides an idea of how to structure an email that addresses a problem in a professional manner.

Why is it important to know how to write a sample email explaining a problem?

Knowing how to write a sample email explaining a problem is important because it can help you communicate effectively in professional situations. Being able to articulate a problem and ask for help can also lead to finding solutions quickly.

When should I use a sample email explaining a problem?

You should use a sample email explaining a problem when you encounter a situation where you need assistance from others to solve an issue. This could be in a work or personal setting.

What are the key elements of a sample email explaining a problem?

The key elements of a sample email explaining a problem include a clear description of the problem, the impact of the problem, the potential causes, and a proposed solution.

How can I make my sample email explaining a problem effective?

To make your sample email explaining a problem effective, you should be concise and to the point while addressing all the key elements. Using a polite and professional tone can also help with effective communication.

What should I do if I don’t receive a response to my sample email explaining a problem?

If you don’t receive a response to your sample email explaining a problem, you should follow up with a polite reminder email. If you still do not receive a response, you may want to consider reaching out to other sources for assistance.

Are there any common mistakes to avoid when writing a sample email explaining a problem?

Common mistakes to avoid when writing a sample email explaining a problem include being too vague or lengthy in the description of the problem, being disrespectful, and failing to propose a solution. You should also proofread your email for any spelling or grammatical errors.

Thanks for Reading!

We hope this sample email explaining a problem has been helpful in guiding you on how to address an issue via email. Remember to always state the problem clearly, provide supporting details, and propose a viable solution. Keep your tone respectful and courteous, and seek to resolve the issue effectively. If you have any other tips or suggestions, feel free to share in the comments section below. Don’t forget to visit our site for more helpful articles, and happy emailing!

5 Effective Problem Solving Email Samples to Improve Communication Effective Sample Concern Email to Manager: How to Express Your Concerns Professionally 10 Effective Team Email Sample Templates to Boost Your Communication Improve Your Business With These Quality Improvement Email Sample Tips Miscommunication Email Sample: How to Avoid Confusion and Improve Communication

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Productivity - 8 min READ

18 customer service email templates that'll save you hours

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Michelle Lee

Customer Enablement Manager

Customer service teams deal with huge amounts of customer support email.

But, not every business responds to all those customer emails quickly enough—some of them may not even put a lot of effort into their responses.

Engaging customers and satisfactorily solving problems in an email, however, can be a challenge. That's why we've prepared these 18 customer service email templates. Using customer service response templates for your follow up emails can save you a ton of time and help you show your customers that you care about them:

The anatomy of a great customer service email

How to use these customer service email templates, 2. onboarding.

  • 3. Issue follow-up

4. Happy customer

  • 5. Angry customer

6. Customer who's leaving

7. request for features, 8. renewal reminder, 9. quick answer, 10. review request, 11. need more information, 12. return/refund, 13. checking in, 14. discount request: yes, 15. discount request: no, 16. directing to existing resource, 17. service interruption, 18. satisfaction follow-up.

Before we get into the templates, though, let's talk through the basic structure of a great customer service email.

There's one primary thing you should focus on when creating and using email templates: empathy.

Show the customer that you know they're a real person and that their issue is important. If you can do that, you have customer service email gold.

LiveChat sums it up nicely with these six steps :

  • Actually greeting the customer
  • Addressing the customer by name
  • Thanking the customer for contact
  • Summarize the situation
  • Moving down to the answer
  • Close with style

That's what we focused on in these email templates. Of course, the less of a generic canned response and the more personal you can make your response for each customer, the better.

Each of these templates is best suited to a particular situation. But you can use them however you want. Maybe our "Happy customers" email sounds like a good way to ask people for reviews. Or our "Onboarding" email template works for proactive outreach from your customer success team .

That's totally fine. You can use them in whatever way works best for you. But there are a couple things we recommend.

First, put them into your CRM. That way, whenever you want to send one, you can just click the title of the email template you want to use, customize a few parts of it, and send it off. No need to think about what you're going to say or what information you should include:

Want to create email templates in Copper? It's easy! Just follow these steps.

Second, make sure to customize the bracketed portions of each email template. We've included placeholders for your company name, product name, and other specific pieces of information that you'll want in some emails. Make sure to swap them out with the correct info. At the very least, you'll want to include your customer's name and your name.

Third, personalize messages when you can. Whether you have an unhappy or happy customer, personalized emails enhance the overall customer experience and therefore leads to building a relationship with the client, potentially turning them into a loyal customer. People appreciate it when a customer service agent makes an effort when asking additional questions ( including open-ended sales questions ) the customer might have. Ask about something you know they like to do, a previous project they worked on, or anything else that shows you're not just sending a form email. You actually care about this person. If you’re using a CRM, it makes this step much easier—your software stores these valuable customer details for you in one easily accessible place:.

Here's how it looks in Copper:

Finally, double-check to make sure you took out all of the bracketed words. It's easy to miss one, and it looks very unprofessional. Take a minute with each email to make sure you've updated everything.

And now, onto the email templates!

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When a new customer comes to your company, you want to make sure they feel welcome. Here's a quick "hello" customer service email template that helps you do that:

Many companies have resources specifically tailored to new customers. That might be an FAQ page, a series of video tutorials, blog posts, or anything else that helps people get up and running right away. (This is especially common in the SaaS world, but can certainly happen elsewhere, too.)

Here's how to send that information to a new customer:

3. Issue follow-up emails

Sometimes a customer requests help or submits a ticket and then disappears. It's a good idea to follow up to make sure that the issue has been resolved (and clear the ticket off of your desk so you can focus on something else):

Your product is awesome. So is your company. You're going to get emails from happy customers . Here's how to respond:

If you're really serious about creating product champions, you can also consider giving out a free coupon code or something else similarly valuable to the people who are already loving your company. They'll be even more likely to refer their friends.

Pro-tip: Check out this article for more tips on how to get customer referrals .

5. Unhappy customer

Of course, this is also something you'll have to deal with. It's not much fun, but it's a big part of the profession. So you need to be prepared.

Instead of trying to come up with something on the spot, use this customer service email template to keep a level head and try to move the conversation forward:

Of course, there are lots of situations in which you might get an angry customer complaint in an email. This template works best if something went wrong with your product or the customer's account, but there are other kinds of angry emails you'll get, too. This template won't work for everything, but it'll help you strike the right tone in the rest of your emails to angry customers.

For more tips, we highly recommend reading our guide to dealing with upset customers .

Sometimes you can't fix the problem, or the customer just isn't happy with how long it's taking to deal with their request. And they'll leave.

At this point, there's little you can do about it, but you can at least try to make a good impression with your email:

If you're in the software business, you get these emails all the time. Customers want a specific feature, and they want you to build it. Sometimes you can do it, sometimes you can't. But you always need to respond. Here's one way you can do it:

Offering an alternative solution is a great way to show the customer that you want to be helpful. It might be an integration with another service, an app that works well with yours, or a different feature that serves a similar function.

If you're running a subscription service, you'll want to remind people when they need to renew their subscription.

You can have different templates for different situations, including when a customer doesn't have a valid credit card on file, if they've just completed a free trial, or anything else that seems relevant. This is a basic one that can be used in most situations:

If a customer emails you with a simple question, you can use a template to create a quick response without taking the time to write it all out. Here's one way to do that:

After a certain amount of time, you might want to ask your customers to review your product or company. This is a situation where a customer service email template can save you a ton of time, since it needs very little customization:

When customers write in, they don't always include the information you need to address their problem. And while that can be annoying, it's important to keep a neutral tone when you're responding:

No matter how great your product is, you'll occasionally have to process a return or refund. Having a customer service email template will make it much easier, especially since you may not have to customize this one very much:

Of course, you may need to include other information, like return codes or shipping details. But something like this should serve you well most of the time.

While "just checking in" emails are more the domain of customer service and account management teams, they can be useful in customer service, too:

Pro-tip: If you want to spice things up a bit, give this article a read: 4 Creative Alternatives to the “Just Checking In” Email .

While salespeople are more likely to deal with discount requests, customer service reps get them occasionally, too. Here's a quick email for saying "yes" to a discount request:

Of course, you won't always be able to grant a discount request. So here's an email template for saying no:

If at all possible, include a secondary option. It might be a free month of service, a tip on how to get more out of a subscription, or alternative pricing that ends up being a better deal.

Many companies have a lot of customer service information online—but users often bypass these and go right to the email option. Sometimes it's better to point them to a resource that's already available than to try and explain it again:

The resource you point them to can be anything from a blog post to a video or support center page. The most important thing is that it solves their specific issue.

If your product requires a server or database connection, there's a good chance you'll have a service outage at some point. And when you do, you can bet that you'll get a bunch of emails. Here's how to respond:

Pro-tip: Want more tips on handling service interruption issues? Here a handy article on how to create an outage communication plan !

The SuperOffice report found that only 3% of companies send a follow-up email to see if customers are happy with the response they got. This is a big opportunity to stand out from your competition. Here's how to do it:

More tips on writing customer service emails

Looking for general best practices for customer service email writings? Check out this infographic by Hiver on writing the best customer service emails:

Find the customer service email templates that work for you

As you can see, there are tons of situations in which you might use an email template to make your job easier.

Of course, you don't have to use any of these templates word for word. In fact, you shouldn't.

Use them as a jumping-off point to get the right kinds of emails into your CRM so you and your team can send them off as quickly as possible.

Include information about your business or product where it's appropriate, and tweak the language to fit with your brand voice. Then start sending!

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26 Good Examples of Problem Solving (Interview Answers)

By Biron Clark

Published: November 15, 2023

Employers like to hire people who can solve problems and work well under pressure. A job rarely goes 100% according to plan, so hiring managers will be more likely to hire you if you seem like you can handle unexpected challenges while staying calm and logical in your approach.

But how do they measure this?

They’re going to ask you interview questions about these problem solving skills, and they might also look for examples of problem solving on your resume and cover letter. So coming up, I’m going to share a list of examples of problem solving, whether you’re an experienced job seeker or recent graduate.

Then I’ll share sample interview answers to, “Give an example of a time you used logic to solve a problem?”

Problem-Solving Defined

It is the ability to identify the problem, prioritize based on gravity and urgency, analyze the root cause, gather relevant information, develop and evaluate viable solutions, decide on the most effective and logical solution, and plan and execute implementation. 

Problem-solving also involves critical thinking, communication, listening, creativity, research, data gathering, risk assessment, continuous learning, decision-making, and other soft and technical skills.

Solving problems not only prevent losses or damages but also boosts self-confidence and reputation when you successfully execute it. The spotlight shines on you when people see you handle issues with ease and savvy despite the challenges. Your ability and potential to be a future leader that can take on more significant roles and tackle bigger setbacks shine through. Problem-solving is a skill you can master by learning from others and acquiring wisdom from their and your own experiences. 

It takes a village to come up with solutions, but a good problem solver can steer the team towards the best choice and implement it to achieve the desired result.

Watch: 26 Good Examples of Problem Solving

Examples of problem solving scenarios in the workplace.

  • Correcting a mistake at work, whether it was made by you or someone else
  • Overcoming a delay at work through problem solving and communication
  • Resolving an issue with a difficult or upset customer
  • Overcoming issues related to a limited budget, and still delivering good work through the use of creative problem solving
  • Overcoming a scheduling/staffing shortage in the department to still deliver excellent work
  • Troubleshooting and resolving technical issues
  • Handling and resolving a conflict with a coworker
  • Solving any problems related to money, customer billing, accounting and bookkeeping, etc.
  • Taking initiative when another team member overlooked or missed something important
  • Taking initiative to meet with your superior to discuss a problem before it became potentially worse
  • Solving a safety issue at work or reporting the issue to those who could solve it
  • Using problem solving abilities to reduce/eliminate a company expense
  • Finding a way to make the company more profitable through new service or product offerings, new pricing ideas, promotion and sale ideas, etc.
  • Changing how a process, team, or task is organized to make it more efficient
  • Using creative thinking to come up with a solution that the company hasn’t used before
  • Performing research to collect data and information to find a new solution to a problem
  • Boosting a company or team’s performance by improving some aspect of communication among employees
  • Finding a new piece of data that can guide a company’s decisions or strategy better in a certain area

Problem Solving Examples for Recent Grads/Entry Level Job Seekers

  • Coordinating work between team members in a class project
  • Reassigning a missing team member’s work to other group members in a class project
  • Adjusting your workflow on a project to accommodate a tight deadline
  • Speaking to your professor to get help when you were struggling or unsure about a project
  • Asking classmates, peers, or professors for help in an area of struggle
  • Talking to your academic advisor to brainstorm solutions to a problem you were facing
  • Researching solutions to an academic problem online, via Google or other methods
  • Using problem solving and creative thinking to obtain an internship or other work opportunity during school after struggling at first

You can share all of the examples above when you’re asked questions about problem solving in your interview. As you can see, even if you have no professional work experience, it’s possible to think back to problems and unexpected challenges that you faced in your studies and discuss how you solved them.

Interview Answers to “Give an Example of an Occasion When You Used Logic to Solve a Problem”

Now, let’s look at some sample interview answers to, “Give me an example of a time you used logic to solve a problem,” since you’re likely to hear this interview question in all sorts of industries.

Example Answer 1:

At my current job, I recently solved a problem where a client was upset about our software pricing. They had misunderstood the sales representative who explained pricing originally, and when their package renewed for its second month, they called to complain about the invoice. I apologized for the confusion and then spoke to our billing team to see what type of solution we could come up with. We decided that the best course of action was to offer a long-term pricing package that would provide a discount. This not only solved the problem but got the customer to agree to a longer-term contract, which means we’ll keep their business for at least one year now, and they’re happy with the pricing. I feel I got the best possible outcome and the way I chose to solve the problem was effective.

Example Answer 2:

In my last job, I had to do quite a bit of problem solving related to our shift scheduling. We had four people quit within a week and the department was severely understaffed. I coordinated a ramp-up of our hiring efforts, I got approval from the department head to offer bonuses for overtime work, and then I found eight employees who were willing to do overtime this month. I think the key problem solving skills here were taking initiative, communicating clearly, and reacting quickly to solve this problem before it became an even bigger issue.

Example Answer 3:

In my current marketing role, my manager asked me to come up with a solution to our declining social media engagement. I assessed our current strategy and recent results, analyzed what some of our top competitors were doing, and then came up with an exact blueprint we could follow this year to emulate our best competitors but also stand out and develop a unique voice as a brand. I feel this is a good example of using logic to solve a problem because it was based on analysis and observation of competitors, rather than guessing or quickly reacting to the situation without reliable data. I always use logic and data to solve problems when possible. The project turned out to be a success and we increased our social media engagement by an average of 82% by the end of the year.

Answering Questions About Problem Solving with the STAR Method

When you answer interview questions about problem solving scenarios, or if you decide to demonstrate your problem solving skills in a cover letter (which is a good idea any time the job description mention problem solving as a necessary skill), I recommend using the STAR method to tell your story.

STAR stands for:

It’s a simple way of walking the listener or reader through the story in a way that will make sense to them. So before jumping in and talking about the problem that needed solving, make sure to describe the general situation. What job/company were you working at? When was this? Then, you can describe the task at hand and the problem that needed solving. After this, describe the course of action you chose and why. Ideally, show that you evaluated all the information you could given the time you had, and made a decision based on logic and fact.

Finally, describe a positive result you got.

Whether you’re answering interview questions about problem solving or writing a cover letter, you should only choose examples where you got a positive result and successfully solved the issue.

Example answer:

Situation : We had an irate client who was a social media influencer and had impossible delivery time demands we could not meet. She spoke negatively about us in her vlog and asked her followers to boycott our products. (Task : To develop an official statement to explain our company’s side, clarify the issue, and prevent it from getting out of hand). Action : I drafted a statement that balanced empathy, understanding, and utmost customer service with facts, logic, and fairness. It was direct, simple, succinct, and phrased to highlight our brand values while addressing the issue in a logical yet sensitive way.   We also tapped our influencer partners to subtly and indirectly share their positive experiences with our brand so we could counter the negative content being shared online.  Result : We got the results we worked for through proper communication and a positive and strategic campaign. The irate client agreed to have a dialogue with us. She apologized to us, and we reaffirmed our commitment to delivering quality service to all. We assured her that she can reach out to us anytime regarding her purchases and that we’d gladly accommodate her requests whenever possible. She also retracted her negative statements in her vlog and urged her followers to keep supporting our brand.

What Are Good Outcomes of Problem Solving?

Whenever you answer interview questions about problem solving or share examples of problem solving in a cover letter, you want to be sure you’re sharing a positive outcome.

Below are good outcomes of problem solving:

  • Saving the company time or money
  • Making the company money
  • Pleasing/keeping a customer
  • Obtaining new customers
  • Solving a safety issue
  • Solving a staffing/scheduling issue
  • Solving a logistical issue
  • Solving a company hiring issue
  • Solving a technical/software issue
  • Making a process more efficient and faster for the company
  • Creating a new business process to make the company more profitable
  • Improving the company’s brand/image/reputation
  • Getting the company positive reviews from customers/clients

Every employer wants to make more money, save money, and save time. If you can assess your problem solving experience and think about how you’ve helped past employers in those three areas, then that’s a great start. That’s where I recommend you begin looking for stories of times you had to solve problems.

Tips to Improve Your Problem Solving Skills

Throughout your career, you’re going to get hired for better jobs and earn more money if you can show employers that you’re a problem solver. So to improve your problem solving skills, I recommend always analyzing a problem and situation before acting. When discussing problem solving with employers, you never want to sound like you rush or make impulsive decisions. They want to see fact-based or data-based decisions when you solve problems.

Next, to get better at solving problems, analyze the outcomes of past solutions you came up with. You can recognize what works and what doesn’t. Think about how you can get better at researching and analyzing a situation, but also how you can get better at communicating, deciding the right people in the organization to talk to and “pull in” to help you if needed, etc.

Finally, practice staying calm even in stressful situations. Take a few minutes to walk outside if needed. Step away from your phone and computer to clear your head. A work problem is rarely so urgent that you cannot take five minutes to think (with the possible exception of safety problems), and you’ll get better outcomes if you solve problems by acting logically instead of rushing to react in a panic.

You can use all of the ideas above to describe your problem solving skills when asked interview questions about the topic. If you say that you do the things above, employers will be impressed when they assess your problem solving ability.

If you practice the tips above, you’ll be ready to share detailed, impressive stories and problem solving examples that will make hiring managers want to offer you the job. Every employer appreciates a problem solver, whether solving problems is a requirement listed on the job description or not. And you never know which hiring manager or interviewer will ask you about a time you solved a problem, so you should always be ready to discuss this when applying for a job.

Related interview questions & answers:

  • How do you handle stress?
  • How do you handle conflict?
  • Tell me about a time when you failed

Biron Clark

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7 Email Problems, Solved

  • Alexandra Samuel

problem solving email sample

How to retire an old account, and more.

More people ask me about email management than about any other aspect of their online lives: whether it’s the challenge of coping with an overwhelming amount of email, or figuring out how email fits into the overall flow of our daily work, most people have some kind of email pain point. So I recently held an email clinic on Facebook, fielding everyday email dilemmas and offering quick solutions.

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  • Alexandra Samuel is a tech speaker and data journalist who creates data-driven reports and workshops for companies around the world. She is the co-author of  Remote, Inc.: How to Thrive at Work…Wherever You Are   (with Robert C. Pozen) and the author of HBR’s  Work Smarter With Social Media . Follow her on LinkedIn .

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13 email response templates to handle angry customers.

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No matter how good your product or service is, there are always going to be instances where you have to deal with a few angry customers. 

Whether they’re upset about a product defect, a late delivery, or simply bad customer service, the way you communicate with angry customers can have a big impact on how they perceive your business. 

What’s even trickier is interacting with such customers via email. Because a communication channel like email doesn’t account for non-verbal cues. You can’t really ‘show’ empathy or how you truly feel about their frustrating experience. 

That doesn’t mean that it’s impossible. A well-crafted email response can pacify an angry customer and turn the bad experience around. 

It can show the customer that you are listening to them and that you’re committed to resolving their issue.

In this blog, we’ll take you through 13 effective email response templates to handle angry customers.

Table of Contents

13 effective email templates to handle angry customers.

Here are some sample email templates to effectively handle customer complaints and unhappy customers: 

Template 1: Expressing Genuine Empathy and Understanding

This template is centered on genuinely understanding the customer’s feelings and situation, offering heartfelt apologies, and demonstrating that their emotions and concerns are valid and taken seriously. 

Subject: We Hear You, [Customer’s First Name] Dear [Customer’s Name], Upon reading your message, I genuinely felt your frustration and disappointment, and for that, I am truly sorry. At [Company Name], we pride ourselves on ensuring our customers have positive experiences, and it saddens me to know that we fell short with you. Your feelings are valid, and I want you to know that your concerns are being taken to heart. Here’s how we’re immediately addressing the situation: 1. **Issue Escalation**: Your feedback has been elevated to our senior management, ensuring it receives the attention it warrants. 2. **Prompt Review**: Our customer service team is delving into the specifics of your concern, aiming to understand and rectify any lapses on our part. I’d be grateful for an opportunity to discuss this further and explore ways to make amends. If you’re open to it, please let me know a convenient time for you, and I will personally ensure we address all your concerns. Thank you for bringing this to our attention. We’re genuinely sorry and are dedicated to making things right. Warm regards, [Your Name]  [Your Title]  [Company Name]  [Contact Information: Email, Phone]

Template 2: Acknowledging the Customer’s Frustration

One of the most immediate ways to de-escalate a situation with an angry customer is by directly acknowledging their feelings. When customers feel heard and understood, they’re often more willing to engage in a constructive conversation about the issue at hand.

Subject: We Understand Your Frustration, [Customer’s First Name] Dear [Customer’s Name], First and foremost, I want to acknowledge your frustration and disappointment. No one likes feeling this way, especially due to a service or product they’ve invested in. I’m truly sorry that you’ve had to experience this with [Company Name]. Here’s what we’re doing right now: 1. **Immediate Investigation**: Your specific concerns have been shared with our team, and we’re currently looking into the matter to identify where things went wrong. 2. **Prioritized Response**: We’re treating your feedback with urgency, and I promise to get back to you with more specifics and potential solutions by [specific time frame, e.g., “end of day tomorrow”]. In the meantime, if there are additional details you’d like to share or if there’s a preferred way for us to address this, please don’t hesitate to let me know. Your perspective and satisfaction are paramount to us. Warm regards, [Your Name]  [Your Title]  [Company Name]  [Contact Information: Email, Phone]

How to Deal With Difficult and Angry Customers (15 Tips and Examples)

Template 3: Offering a Sincere Apology on Behalf of the Company

Sometimes, what an upset customer needs most is a simple, genuine apology. This template is designed to provide a straightforward acknowledgement of the company’s shortcomings without trying to deflect or dilute the sentiment with excessive explanations or justifications. 

Subject: Our Sincere Apology, [Customer’s First Name] Dear [Customer’s Name], I’m writing to personally express our deepest apologies for the situation you faced with [Company Name]. It’s clear that we missed the mark, and for that, I’m genuinely sorry. Taking ownership of our missteps is important to us. We value your trust, and it’s disheartening to know we jeopardized that.  If you’re open to it, I would appreciate understanding more about your experience. Your insights would be invaluable in helping us ensure this doesn’t happen in the future. You can respond to this email or reach out directly to me at [Your Direct Line or Email]. Thank you for your patience and understanding, and once again, I apologize on behalf of all of us at [Company Name]. Warm regards, [Your Name]  [Your Title]  [Company Name]  [Contact Information: Email, Phone]

Template 4: Taking Accountability and Assuring Resolution

The essence of this template lies in clearly owning up to the mistake or oversight and then confidently assuring the customer that the matter will be resolved. This approach showcases responsibility, commitment, and forward motion.

Subject: We’re Taking Action, [Customer’s First Name] Dear [Customer’s Name], I’m reaching out to both acknowledge and sincerely apologize for the experience you had with [Company Name]. We hold ourselves to high standards, and in this instance, we fell short. I want to assure you that we take full responsibility. Here’s our immediate course of action: 1. **Problem Diagnosis**: We’re conducting a thorough review to understand the root cause of the issue you faced. 2. **Prompt Solution**: By [specific timeframe, e.g., “end of the week”], we aim to have a resolution in place. 3. **Ensuring Non-recurrence**: We’re working on implementing additional checks and measures to ensure this situation doesn’t arise again in the future. I value your trust and patience as we work through this. Please feel free to reach out to me directly at [Your Direct Line or Email] if you have any further questions or require updates on our progress. Warm regards, [Your Name]  [Your Title]  [Company Name]  [Contact Information: Email, Phone]

Template 5: Providing Clear Information and Explanation

When a customer’s anger or frustration arises from confusion or a lack of clarity regarding a product, service, or policy, it’s crucial to address it with a clear, detailed explanation. 

This template aims to shed light on any misunderstandings, clarify the company’s stance, and guide the customer through any necessary steps or solutions. 

Subject: Clarity on Your Concerns, [Customer’s First Name] Dear [Customer’s Name], I understand your frustration regarding [specific issue or policy], and I apologize for any confusion or inconvenience this may have caused. Let me provide some clarity on this matter: [Explanation in a structured manner, e.g., “Our policy on XYZ was put in place due to ABC reasons. Here’s a step-by-step breakdown of how it works:  1. Step one and its rationale… 2. Step two and its rationale…”] I recognize that this might be different from your initial understanding, and I genuinely apologize for any oversight in communication on our part. Here’s what you can do now: [Provide actionable steps if applicable, e.g., “To rectify this, please follow these steps: 1. Log into your account… 2. Navigate to…”] Please rest assured, that our primary goal is to ensure you have a seamless experience with [Company Name], and we’re here to support you every step of the way. If you have any further questions or need clarification on another topic, please don’t hesitate to reach out. Warm regards, [Your Name]  [Your Title]  [Company Name]  [Contact Information: Email, Phone]

Effectively Communicate and Collaborate with Customers

Template 6: Correcting Misunderstandings and Clarifying Concerns

When dealing with angry customers, it’s important to approach the situation with empathy, professionalism, and a solutions-driven mindset. This email template is designed to acknowledge the issue, provide clarity, offer a solution, and close the conversation on a positive note. 

Subject: Addressing Your Concerns and Finding a Solution Hello [Customer’s Name], First and foremost, I want to genuinely apologize for the experience you’ve had with [Company Name]. We value every piece of customer feedback we receive, and it’s clear that we did not meet your expectations in this instance. I’ve reviewed the details surrounding your concern about [specific issue]. It appears there might have been a misunderstanding regarding [specific point of confusion]. Let me clarify [clarification of the point]. I hope this provides a clearer picture of the situation. To make things right and ensure this doesn’t happen again in the future, we’re [specific corrective action: e.g., “issuing a refund,” “providing a replacement,” “offering a discount coupon on your next purchase,” “adjusting our protocol”].  I understand how crucial it is for our customers to trust our services and products, and we genuinely regret any inconvenience caused.  If you have any additional questions, concerns, or if there’s any other way I can assist further, please do not hesitate to reach out directly to me at [Your Direct Line or Email]. Warm regards, [Your Name]  [Your Title]  [Company Name]  [Contact Information: Email, Phone]

Template 7: Outlining the Steps Toward Resolution

Angry customers are often looking for a clear path to resolution. When they can visualize the steps you’re taking to address their concerns, it not only eases their frustration but also reinstates their faith in your service or product. This template is designed to clearly outline the steps toward resolution, offer transparency, and show a proactive approach.

Subject: Your Concern is Being Addressed: Here’s Our Plan Dear [Customer’s Name], Firstly, I deeply apologize for the inconvenience you’ve encountered with [Company Name]. We truly regret that our service/product didn’t meet your expectations, and I understand your frustration. To address your concerns and work towards a resolution, here’s the action plan we’ve put in place: 1. **Immediate Assessment**: We are currently reviewing the specifics of your issue with the relevant department/team. [If you have a timeframe, e.g., “This should be completed by [Date].”] 2. **Root Cause Analysis**: By [specific date], we aim to identify the underlying cause of the problem, ensuring that we not only address your concern but also prevent such issues in the future. 3. **Implementation of Solution**: Once the cause is identified, we will take appropriate corrective actions. You can expect a resolution by [specific date]. 4. **Follow-up**: After the solution is implemented, we’ll reach out to ensure you’re satisfied with the outcome and to gather any feedback you might have. Your patience during this process is greatly appreciated. In the meantime, should you have any questions, require updates, or have further feedback, please don’t hesitate to reach out to me directly at [Your Direct Line or Email]. We are committed to rectifying this matter promptly and ensuring a smoother experience for you in the future. Warm regards, [Your Name]  [Your Title]  [Company Name]  [Contact Information: Email, Phone]

Template 8: Promising Swift Action and Timely Updates

In situations where an angry customer demands immediate attention, it’s essential to assure them that their concerns are being handled with urgency. This template emphasizes your commitment to swift action and also underlines the importance of keeping the customer in the loop with timely updates. 

Subject: Your Concern Is Our Top Priority – Here’s Our Immediate Action Plan Dear [Customer’s Name], I am truly sorry to hear about your recent experience with [Company Name]. Please accept our sincerest apologies for the inconvenience you’ve encountered. Your feedback has been escalated to our senior team, ensuring it gets the priority and attention it deserves. I’ll be your main point of contact throughout this process, making sure you’re kept informed at every stage. You can expect updates from me every [specific timeframe, e.g., “48 hours”] until this matter is fully resolved. Your satisfaction and trust in our [service/product] are paramount to us.  Should you have any questions or additional feedback during this process, please don’t hesitate to reach out to me directly at [Your Direct Line or Email]. Warm regards, [Your Name]  [Your Title]  [Company Name]  [Contact Information: Email, Phone]

Template 9: Offering Appropriate Compensation for Inconvenience

When a customer’s negative experience directly results from a company’s oversight or mistake, offering compensation can be a powerful gesture of goodwill. This template is crafted to take ownership of the mistake, and clearly explain the compensation, ensuring there’s no ambiguity. 

Subject: Our Apologies & Steps Toward Making It Right Dear [Customer’s Name], First and foremost, please accept our heartfelt apologies for the oversight and the inconvenience you’ve experienced with [Company Name]. We recognize that our service/product did not meet your expectations, and we genuinely regret this. Taking full responsibility for this oversight, we would like to offer you [specific compensation details, e.g., “a full refund,” “a 20% discount on your next purchase,” “a complimentary [specific service or product]”].  We hope this gesture can, in some way, make up for the inconvenience caused. Further, to ensure such incidents don’t recur: 1. **Review & Feedback**: We are conducting a thorough review of this incident and gathering feedback to understand where our processes can be improved. 2. **Training & Development**: If necessary, we will be providing additional training to our team members to ensure better customer support experiences in the future. Thank you for bringing this to our attention, and once again, we deeply apologize for the inconvenience. Warm regards, [Your Name]  [Your Title]  [Company Name]  [Contact Information: Email, Phone]

Template 10: Presenting Options to Make Amends

Sometimes, offering the customer choices in how the issue can be resolved can empower them and help rebuild trust. The idea behind this template is to give customers options, allowing them to decide which solution they believe will best address their concerns. 

Subject: Your Feedback Matters – Let Us Make It Right Dear [Customer’s Name], I’m genuinely sorry to hear about the challenges you’ve faced with our [product/service]. It is our top priority at [Company Name] to ensure our customers are satisfied, and it’s clear we fell short in this instance. To make amends, we’d like to offer you a choice in how we proceed: 1. **Option A**: [e.g., “A full refund of your purchase.”]; 2. **Option B**: [e.g., “A replacement product shipped to you with expedited delivery.”]; 3. **Option C**: [e.g., “A 30% discount on your next order with us.”]. Please let us know which option you feel would be the best way to rectify this situation. If none of these options feel appropriate, or if you have another suggestion, we’re open to hearing it. In addition to the above, we’re taking steps internally to ensure similar issues do not arise in the future. Thank you for your understanding and for allowing us the opportunity to make things right. Warm regards, [Your Name]  [Your Title]  [Company Name]  [Contact Information: Email, Phone]

Template 11: Demonstrating Exceptional Customer Care and Personalized Support

Frustrated customers often seek validation and assurance that they are valued. The aim of this template is to demonstrate a higher level of customer care by going above and beyond with personalized support.

Subject: Your Experience Matters – Our Commitment to Making It Right Dear [Customer’s Name], Firstly, I want to genuinely acknowledge and apologize for the challenges you’ve faced with [Company Name]. We understand how valuable your time is, and we deeply regret that your experience with us did not reflect the high standards we strive for. In our endeavor to rectify this and provide exceptional support, I’d like to offer: 1. **Dedicated Support**: [Dedicated Support Person’s Name], a senior member of our support team, will be your direct point of contact. They will personally oversee your case to ensure it’s addressed promptly and to your satisfaction. 2. **Direct Communication**: Should you have any questions or need updates, you can reach out to [Dedicated Support Person’s Name] directly at [Direct Line or Email]. We’re bypassing regular channels to ensure you receive immediate attention. You are a valued member of our [Company Name] family, and we are wholly committed to restoring your confidence in our [product/service].  Warm regards, [Your Name]  [Your Title]  [Company Name]  [Contact Information: Email, Phone]

Template 12: Addressing Delays and Extended Wait Times

Often, one of the most significant sources of customer frustration is extended wait times, whether it’s delayed shipping, longer response times, or any other delay in delivering promised services. 

This template is geared to address this particular pain point, providing both acknowledgement of the delay and information about resolution.

Subject: Addressing Your Wait, [Customer’s First Name] Dear [Customer’s Name], Firstly, I want to acknowledge and sincerely apologize for the extended wait you’ve experienced with [specific service or product]. We understand how valuable your time is, and it’s regrettable that we’ve not met our usual timely standards. The delay was due to [brief reason, e.g., “an unexpected surge in demand which impacted our supply chain”]. We are actively working on rectifying this, and as per our current estimates, you can expect [resolution or delivery] by [specific date]. Your trust means everything to us, and I assure you that we’re doing everything in our capacity to expedite the process and ensure this is an isolated incident. Should you have any questions or further concerns, please reach out. We’re here to assist. Warm regards, [Your Name]  [Your Title]  [Company Name]  [Contact Information: Email, Phone]

Template 13: Responding to Product or Service Quality Concerns

When a customer is unhappy with the quality of a product or service, it’s essential to approach the issue with understanding, a willingness to improve, and a tangible solution. This template offers a pathway to regain the customer’s trust by addressing quality concerns.

Subject: Addressing Your Concerns, [Customer’s First Name] Dear [Customer’s Name], Thank you for bringing your concerns about [specific product/service] to our attention. I deeply regret that what you received did not meet the standards we pride ourselves on. At [Company Name], we’re committed to delivering only the best. It’s evident we missed that mark in this instance. As an immediate step, we’d like to offer [specific solution, e.g., “a replacement at no additional cost” or “a full refund”]. Additionally, if you’re open to sharing more detailed feedback, it would greatly assist our quality assurance team in preventing similar issues in the future. Customer satisfaction is paramount to us, and we’re dedicated to making this right. Please let us know how you’d like to proceed, and if there’s anything else we can assist with. Warm regards, [Your Name]  [Your Title]  [Company Name]  [Contact Information: Email, Phone]

5 Key Strategies for Responding to Angry Customers

Responding to angry customers requires a delicate balance of empathy, understanding, and problem-solving. Here are five key strategies for effectively handling such situations, irrespective of the channel:

#1 Stay Calm and Professional:

Maintaining your composure is crucial when dealing with an angry customer. Responding with professionalism and a calm demeanor can help defuse the situation. 

Avoid getting defensive, raising your voice, or using confrontational language. Remember that your goal is to find a resolution, not escalate the tension.

#2 Listen Actively:

Allow the customer to express their concerns fully without interruption. Show genuine interest in their problem by actively listening to their grievances. This demonstrates that you value their feedback and are committed to finding a solution that addresses their concerns.

For instance, if a customer is upset about a delayed delivery, you might respond, “Thank you for bringing this to my attention. I’m truly sorry for the inconvenience you’ve experienced due to the delay. Please tell me more about the specifics so I can better understand the situation.”

#3 Empathize and Validate:

Express empathy by acknowledging the customer’s feelings and frustrations. Let them know that their concerns are valid and that you understand how their experience has affected them. This validation can help ease their emotions and pave the way for productive communication.

For example, if a customer is unhappy with a malfunctioning product, you could say, “I’m truly sorry that you’re facing these issues with our product. I can imagine how frustrating this must be, and I want to work with you to make things right.”

#4 Apologize and Take Responsibility:

Offering a sincere apology , even if the situation wasn’t directly your fault, shows that you take the customer’s concerns seriously. Taking responsibility for the inconvenience or issue demonstrates your commitment to resolving the problem and improving their experience.

#5 Provide a Solution:

Collaborate with the customer to find a suitable solution to their problem. Offer options that address their concerns and provide alternatives if necessary. Ensure the solution aligns with your company’s policies and the customer’s expectations.

Example: If a customer received the wrong product, you could respond with, “I’m sorry for the mix-up. I can either send you the correct item right away or provide a full refund. Which option would you prefer?”

How to Delight Customers with Great Customer Support

Handling angry customers is a skill in itself. If not dealt with properly, these customers will most likely leave negative reviews, stop doing business with you, and in some extreme cases, even take legal action. When this happens, it’s important to embrace the challenge and use it as an opportunity to grow. 

A tool like Hiver can help you delight customers by providing them with a more personalized customer service experience. Hiver allows you to track customer interactions across multiple channels, so that you can always stay up-to-date on customer queries and build loyal customers. 

Try Hiver today and see how it can help you.

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25+ Good Examples of Problem Solving in the Workplace

Problem-solving is a necessary skill for success in any workplace situation, but it’s especially important when you’re working with other people.

However, this skill seems to be a lost art nowadays. More and more employees— even some leaders —find it difficult to efficiently solve problems and navigate challenging situations.

According to professionals, here are good examples of problem-solving in the workplace:

Lisa Bahar, MA, LMFT, LPCC

Lisa Bahar

Licensed Marriage and Family Therapist | Philosophy of Global Leadership and Change Ph.D. Student, Pepperdine University

How are workplace environment problems assessed and evaluated?

Workplace environments problems are assessed and evaluated by completing an environmental scan conducted by an internal or external consultant .

The consultant assesses the workspace, employee interaction, culture, and leadership approaches to identify the problem and the elements supporting the issue.

There are methods and models associated with environmental scans that change experts and problem solvers use to conduct a thorough analysis of the organization for the purposes of change.

Using the effective method of Change Models

The consultant determines effective methods defined as “Change Models,” selected based on the organization’s objectives and strategic goals.

The consultant considers results from an evaluation process that provides a greater understanding of the organization on a micro-level by reviewing social, political, economic, legal, intercultural, and technology elements of the organization SPELIT (Schmeider-Ramirez and Mallette, 2007).

Implement the appropriate Change Model

SPELIT is one of several methods to use in the evaluation process of an organization. Once the consultant completes the evaluation and the problem(s) are identified, the next step is implementing the appropriate Change Model.

For example, an eight-step change model by Kotter is an easy-to-understand approach to identifying change steps in an organization (Kotter, 1996).

The Kotter model can be combined with a training approach, for example, Kirkpatrick’s four levels of training (Kirkpatrick, J.D., and Kirkpatrick, W.K., 2016).

Learn and identify the problem

An example of a learning problem could be a clinical setting needing to transition to electronic notes for client care and experiencing resistance to the change by the organization’s employees.

The evaluation is to identify if it is a:

  • Reaction problem
  • Learning problem
  • Behavior problem
  • Result problem

A consultant may start interviewing leadership, team manager, and workers to gain knowledge and comprehension of the problem.

Bloom’s Taxonomy (Bloom, 1972) can be used as a tool by the consultant to evaluate and identify the learning problem and the objectives that need to be implemented to create change.

The consultant will assess with surveys, interviews, discussions and design and implement training that supports the organization’s staff goals using electronic notes versus handwritten notes to maintain compliance with regulatory standards.

References:

Bloom, B. S. (1972). Taxonomy of educational objectives: The classification of educational goals. Kirkpatrick, J. D., & Kirkpatrick, W. K. (2016). Kirkpatrick’s four levels of training evaluation. Association for Talent Development. Kotter, J. P. (1996). Leading change. Harvard Business Press. Schmieder-Ramirez, J. H., D., J. S., & Mallette, L. A. (2007). The Spelit power matrix: Untangling the organizational environment with the Spelit leadership tool. Createspace Independent Pub.

Nick Seidel

Nick Seidel

Safety and Health Specialist, Nick to the Plus

As a Safety and Health Specialist in a million square foot warehouse with 200 material handling equipment on the floor, we have reduced our OSHA Recordable Injuries by over 70% in four years.

I would say keep it simple , trust your team , and know your leading indicators .

Keep it simple and trust your team — don’t overcomplicate problems and solutions

Many new “Leaders” in the workplace want to make an impression. While they are trying to make this impression, they overcomplicate problems and solutions.

They try to reinvent the wheel. Many times this will cause confusion, frustration, and double work.

An example of keeping it simple is (if you are a new Leader in a workplace):

  • Know that your team are the experts and have seen many of you come through.
  • Ask your team what we can do to make your process more accessible or better.
  • Let your team know that you trust them by giving them ownership in their process, and that will foster trust in you.
  • When your team comes to you with suggestions and/or problems, make sure you follow through with their requests.
  • Crowdsource or mastermind the problem, let the team solve the problem, and provide the resources.

Know your leading indicators and how to measure them

A VP told me one time that you can improve something if you aren’t measuring. To solve problems in the workplace , you first need to know the issues and how to measure them.

For example, in safety, I know my leading indicators are:

  • Have a Safety Team that meets regularly with a structured outline to follow.
  • Are we up to date with safety training?
  • Do we have leadership commitment? What are our follow up and follow through ratings?
  • Are employees engaged in safety? Do they feel comfortable reporting hazards or injuries?
  • Are we tracking near-miss incidents and correcting the hazards before it becomes an incident?
  • Do we have consistent and clean housekeeping?

So in closing, keep it simple, trust your team, and know your leading indicators to solve problems in the workplace.

Matthew Carter

Matthew Carter

Attorney,  Inc and Go

Give your good employees more face time with clients. Not all problems relate to clients or customers, but many of them do.

Give your workers the presence and authority to fix client problems

The first step to solving those as they come up is to give your trusted workers the presence and authority to fix client problems.

That means making your worker the company’s “face” to a particular client and giving them the latitude to make decisions. That can empower both the worker and the client to solve problems before getting involved.

Of course, you still need to be on hand for big issues, but those should lessen as time goes on.

Have fewer formal meetings

Nothing stifles creativity faster than another boring all-hands meeting. Throw in a PowerPoint Presentation and a long agenda, and your workers have completely checked out.

Sometimes meetings are necessary, but real problem-solving more often takes place in smaller, unstructured brainstorming sessions with the most personally invested in a problem.

It’s essential that you maintain personal relationships with your workers. If they are having trouble with a particular project or presentation, you can stop by their office for a few minutes to hash out a solution.

Give your ideas time to marinate

In today’s business environment, we often prize speed above all else. After you have brainstormed a solution, it’s often good to get it on paper and then let it sit for a night before coming back with a clear head .

That’s not usually a good recipe for creativity.

If your project is time-sensitive, at least take an hour before returning to it . Creative problem-solving often needs time to work, so when you give ideas time to marinate, you and your clients will probably be happier with the solutions.

Steven Walker

Steven Walker

CEO,  Spylix

Meet with your boss to evaluate the problem before it worsens

Problem-solving skills help you find the cause of a problem and an effective solution . In any case, how to reliably perceive problem-solving is very similar to its limitations, and the other related skills are significantly increased.

Problem-solving is a system that involves understanding tests and finding valuable solutions in the workplace. In everything that matters, every ally needs a worker with these qualities to consider their problem-solving skills and aid in a pleasant cycle in their everyday work.

Following are some skills for problem-solving in the workplace:

  • Fully fixed duty skill
  • Evaluation skill
  • Research skill
  • Imagination/implementation skill

Following are some examples of problem-solving in the workplace:

  • Whether it be you or someone else, it promotes bad things .
  • Overcoming management delays through problem-solving and response.
  • Troubleshooting problematic or dissatisfied customers
  • Overcome the problems associated with limited spending plans and now use creative problem solving to devise unusual action plans.
  • Overcome the need to prepare/complete your workplace to deliver great work anyway.
  • Exploring and solving apparent problems.
  • Supervision and Dispute Resolution through Assistants.
  • Solve all problems related to cash, settlement with customers, accounting, etc.
  • Be truthful when other assistants miss or miss something important.
  • Go ahead and meet with your boss to evaluate the problem before it worsens.

Christopher Liew, CFA

Christopher Liew

Creator,  Wealth Awesome

Surprisingly, approximately 85% of American employees have experienced conflicts with peers and colleagues in their workplace.

It’s why we need to teach people problem-solving techniques in the workplace efficiently and effectively.

Use the consensus decision-making technique frequently

This type of problem-solving technique allows everyone to agree that a particular problem needs to be discussed thoroughly and needs to be solved immediately .

Ideas, opinions, suggestions, solutions, or violent reactions are voiced freely. The goal of this problem-solving technique is to make a list of recommendations that are acceptable to all members of the company.

After that, they further develop the best solution from one of the recommendations that they have all agreed on previously.

It can significantly increase group cohesion and team unity since the consensus decision-making technique allows everyone to participate freely without being judged harshly .

Use the devil’s advocate decision-making technique accordingly and moderately

This type of problem-solving technique allows the business organization to form a panel that will thoroughly scrutinize a group’s ideas and suggestions within the company.

The goal is to uncover weaknesses in the ideas and suggestions presented instantly.

However, this type of decision-making technique can only be implemented efficiently and effectively if the group presenting an idea, suggestion, or solution is open to receiving feedback and constructive criticisms.

It should be used moderately as this decision-making technique could sometimes add tension among group members within the company.

Magda Klimkiewicz

Magda Klimkiewicz

Senior HR Business Partner,  Zety

Make the current process faster, more efficient, or more accurate

One of my all-time favorite ways of problem-solving in the workplace is making the current process faster, more efficient, or more accurate.

Personally, I call this “operation consolidation,” and despite the corny nickname, trust me, when completed, everyone will be appreciative (at least in the long term).

The level of inefficiency and room for improvement is never-ending .

Every dashboard, database, or process often grows in size and complexity over time as everyone is interested in adding that extra field, messing with that new factor without stopping and thinking, “Do we still need and are we using some of the original ones?”

Evolution is constant and makes sense ; however, as the new fields are populated, and processes added, it makes sense to stop and do some much-needed spring cleaning.

This is similar to Coca-Cola’s recent culling of almost half of its portfolio (which only accounted for 5% of its sales). Likewise, every organization looks to subtract before adding on new ones.

So always look to simplify , cut in half , and get rid of the excess fat , whether meetings, overblown dashboards, or processes with too many layers and stakeholders – triage ruthlessly and watch the magic happen.

Stephan Baldwin

Stephan Baldwin

Founder,  Assisted Living Center

Allow each party to voice their solutions to the problem through brain dumping

Brain dumping allows each party to voice their solutions to the problem. Most conflicts involve an offender , defender , and mediator who decides on a resolution.

But opening the floor to suggestions helps implicated employees feel heard and understood, even if you don’t settle for their idea in the end.

Some people prefer to express their preferences in private, so you may want to conduct individual discussions before regrouping to resolve the issue.

All suggestions can remain anonymous to avoid the appearance of bias

From there, all suggestions can remain anonymous to avoid the appearance of bias. Hash out each option with everyone and decide upon a compromise that works best for the majority.

Implement the 5-whys technique

Problem resolution can also take a coach’s approach by implementing the 5-whys technique. The 5-whys allows employees to discover the root of their conflict without directly involving the mediator.

Start the conversation by asking one party why they reacted to the situation offensively. Then, follow up their response by inquiring why they felt or thought that way.

By the time you get to the fifth “why,” everyone should have a clearer picture of how things unraveled.

It can transform the conflict into a collaboration development exercise

This technique can transform the conflict into a collaboration development exercise by allowing colleagues to understand each other’s points of view.

Overall, it encourages more empathy and reasoning in the problem-solving process.

Adam Crossling

Adam Crossling

Marketing Manager,  Zenzero

Make meaningful time to interact with your staff

Set a high standard for communication to solve this problem. Face-to-face communication is preferable whenever possible.

Phone conversations, emails, and texts are acceptable in an emergency, but they are insufficient to replace an utterly present dialogue.

Set suitable objectives and expectations

Make sure your staff grasps the essentials by referring to job descriptions. Convene a brainstorming session for unique initiatives and auxiliary goals, and define goals as a team .

Your staff could surprise you by establishing more challenging goals for themselves than you do.

Demonstrate your worth to a new team or yourself

Share your work description with your staff to solve the problem. Seriously, if you don’t already have one, make one .

It might be a once-in-a-lifetime opportunity. Communicate your priorities, and follow through on what you say you’ll do.

Kyle Kroeger

Kyle Kroeger

Founder,  The Impact Investor

Implementing workplace synchrony

This concept that I call workplace synchrony is something that other forms of working may not offer. For example, it is something that the newly introduced remote work culture cannot sufficiently prove to be an alternative.

Workplace synchrony is the impeccable order of operations in which specific departments in the workplace run their proceedings.

For example, I want you to consider this; the production team in a textile factory ensures that the conveyor belt functions correctly, products are manufactured in an orderly manner, and the daily target is met.

However, if it were not for the quality control department, there would be no one to approve of the items’ standards.

Alternatively, as is self-explanatory, there is no job left for quality control inspection teams to do without the production line workers.

This is a testament to the synchrony and flow of how multiple teams get together to solve problems in a sequence and help workplaces flourish.

Brainstorming as a group regarding challenges that the company may face

Another affordance that in-person, and to some extent its remote work counterpart, also provides is the ability to brainstorm as a group regarding challenges that the company may face.

For example, there may be a demand by the labor union to increase wage rates, and also a potential that there may be a strike or a peaceful protest for the same reason.

Group meetings in workplaces allow all the potential stakeholders to be impacted by a possible decision, to be present at one moment, and put their needs, demands, and terms forward.

Hence, in the case that wages are considered to be increased , production costs are going to be deemed to increase .

Managers may talk about possible increases in price. In contrast, customer relations department employees might want to chip in to negotiate on the matter with the managers, not compromise the needs of consumers.

This is how all stakeholders walkout in content, knowing their needs are recognized.

Manage the problem with patience and tact

Emotions and perspectives like self-importance, overconfidence, and arrogance can arise even in our best coworkers, clients, and people we report to.

These people may be very good at their job, but everyone occasionally gets it wrong . Stress, burnout, ill health, fear, and feelings of insecurity can be the causes of underlying disputes, poor judgment, and mistakes in the workplace.

It is important not to lose respect for them and remember they are not only as good as their last job. You can build trust by weathering the storm with them.

If you come out the other side together as partners because you managed the problem with patience and tact, the relationship will be strengthened, and cooperation will hopefully improve.

Some problems become unmanageable, and a person’s stubbornness and refusal to cooperate seem insurmountable. Money matters can be some of the most explosive issues of all.

One thing that can be done is to draw the person’s attention to the critical facts that decide the way forward in terms of financial concerns, rather than anyone enforcing a decision on others.

Monika Dmochowska

Monika Dmochowska

Talent Acquisition Specialist,  Tidio

Implementing a goal-setting system

Problem : Goal-setting and expectations-management.

No doubt, sometimes it’s hard for individual employees and whole teams to set appropriate goals and make relevant expectations.

This can be solved by implementing a goal-setting system (e.g., OKRs) for every employee individually or at least team-wide.

Using a time management system

Problem : Poor time management.

It’s a very common work problem with many solutions working for everyone individually.

A good example would be using a time management system (e.g., Pomodoro), keeping track of all tasks in a project management tool like Jira, and adding all meetings and appointments to the calendar.

Related: 42 Best Productivity and Time Management Books

Identify a mentor that you can turn to for advice and help

Problem : Asking for help.

Unfortunately, it’s challenging for many people to ask for help even if the team encourages them.

An excellent solution to this would be to identify a mentor or a buddy – the person you can turn to for advice and help.

This will be a mutually valuable relationship. You will receive the help you need, and the person will gain experience in mentoring someone.

Related: How to Ask Someone to Be Your Mentor

Jeff Mains

CEO,  Champion Leadership Group LLC

Managers and coworkers will regard you as a valuable resource if you can efficiently address challenges at work. Problem-solving may draw together teams, expedite processes, create a more efficient workplace, and boost productivity.

It could also help you save expenses and raise income — two crucial areas where your boss will be pleased to see improvement.

Require a robust business-wide interaction

To guarantee that you can perform correctly every day, you require a robust business-wide interaction. It’s necessary for long-term development .

When adequate linkages are not present, processes might fall through the cracks, resulting in significant performance concerns.

Addressing communication challenges at work entails guaranteeing a two-way approach to help build a culture of accountability and transparency.

Ensure that employees are treated fairly

Extroverts with a lot of confidence are usually correlated with business success. More extroverted business owners may find it difficult to comprehend their more reserved personnel.

Some may even see the scenario as having introvert issues at work, which is a drawback in some businesses but a valuable asset.

So keep in mind that individuals with more introspective personality qualities bring various aspects to their positions, especially in creative contexts .

You must ensure that employees are treated fairly . Don’t show favoritism to anybody. Also, keep an eye out for nepotism.

Kimberly Back

Kimberly Back

Senior Job Data Content Producer,  Virtual Vocations

Prioritize open communication and employee feedback

Solving workplace problems should be a goal for every business, but the process starts with understanding which workplace stressors affect employees most.

Virtual Vocations surveyed 1,158 U.S. workers and found that the biggest workplace confidence killer, which also negatively impacts productivity and employee well-being, is a micromanager boss .

Related: How to Deal With Micromanagers

Micromanaging and other common workplace problems like poor company culture , lack of transparency , and unrealistic performance expectations can be solved by prioritizing open communication and employee feedback .

Conducting employee surveys, holding the regular team and individual meetings, demonstrating respect for employees, and showing an interest in employees beyond work are all ways to keep employees engaged and ensure their ideas are heard.

When employees have a say in how they work and how they are managed, they are much more likely to perform well and stay longer .

Ahren A. Tiller, Esq.

Ahren Tiller

Founder and Supervising Attorney,  Bankruptcy Law Center

Confront the conflict but actively listen to what the other person says

Communication is very important to any relationship or team. Many issues arise due to lack or absence of communication .

When there is conflict, my staff doesn’t like to beat around the bush. Good problem-solvers don’t act based on their emotions. They confront the conflict but actively listen to what the other person says.

Understand the situation and consider the options to make up for the errors

It doesn’t matter whether one employee or another is at fault; correcting a mistake comes naturally to good problem-solvers.

Self-reflection is an excellent way to assess your own actions—were they helpful?

Look at your own point of view, and the other person’s to understand the situation and consider the options to make up for the errors. Rectifying a mistake requires strategy and creativity .

Ouriel Lemmel

Ouriel Lemmel

CEO and Founder,  WinIt

Use your creative side to identify new or unusual alternatives

Using your creative side to identify new or unusual alternatives is an excellent way to problem-solve in the workplace.

Too often, you can get stuck in a pattern of thinking about what has been successful in the past, but when you are faced with a new problem , you may find it challenging to generate new ideas.

If you have a problem that seems to have no solution, try out some different techniques. Play “What if” games, for example:

“What if money was no object? How would that change the solution?”

You may find an answer you weren’t thinking of. Permit yourself to think of ideas that may seem outlandish or appear to break the rules; you may end up having a stroke of genius.

David Farkas

David Farkas

CEO and Founder,  The Upper Ranks

Raise the bar for effective communication

Making meaningful time to speak with your staff is a common concern. The best way to resolve this issue is to raise the bar for effective communication . Face-to-face communication is the best way to get things done.

There is no alternative to a face-to-face conversation, yet phone conversations, emails, and messages are okay in a pinch. Online aptitude, psychometric, and ability tests are a few examples of the exams that companies could administer to see how well you solve problems.

These are often administered as part of the application process, although they may be given again at an assessment center. Situational judgment assessments and logic tests like inductive reasoning or diagrammatic reasoning will probably gauge how well you solve problems.

Effective issue resolution indeed takes both time and attention . A problem that hasn’t been solved requires more time and attention. Taking the time to slow down is all that is necessary for success .

There are no straight lines in life. You’ll be in good shape on the next straightaway if you get this one correctly. You may not be in the best shape if you move too rapidly .

Employees can weather the storm by planning for the worst-case scenario in every situation. There are a variety of approaches you may take, but the most critical is learning how to overcome the obstacle.

A workplace may be prepared for both the best and worst of times, whether a common cold or an overflowing workload.

David Reid

Sales Director,  VEM Tooling

It is common to face many problems in your organization several times. But what is not common is how to deal with that problem to rise above your previous self.

When we talk about a workplace, there are several difficulties that a person needs to deal with in it. Here is one of my examples of problem-solving at the workplace that I find perfect.

Observe which is more important for your business

Problem : Balance between growth and quality

When I first encountered this problem at the end of 2021. I thought it would be a lot difficult to deal with. But as time passed and I gave my thoughts on this problem repeatedly.

I found a way to deal with it. First, I need to see which is more important for my business, growth or quality.

As we all know, nothing in this world is perfect, but as a new developing firm in the market, I need to ensure my business provides quality to its customers.

When I figured it all out, I found that I would grow my organization if I could provide my customers with good quality satisfaction. That’s how I learned how to balance growth and quality to solve the problem.

Frequently Asked Questions 

How can i improve my problem-solving skills.

To improve your problem-solving skills, you need to practice and be intentional. Here are some things you can do to strengthen this skill:

Identify and analyze problems as soon as possible.  Once you identify a problem, try to understand it thoroughly, gather information from reliable sources, and consider possible solutions.

Think outside the box.  Don’t be afraid to approach problems in unconventional ways. Draw inspiration from unrelated fields or industries.

Collaborate.  Work with your colleagues to find solutions. Two heads are better than one!

Learn from your experiences.  Take time to reflect on how you solved problems in the past and learn from your successes and mistakes.

Can I be a successful problem solver without being creative?

Yes, you can be a successful problem solver without being creative. While creativity can help you develop unique solutions to problems, it is not the only skill needed for problem-solving.

Logical thinking, research, analytical skills, and collaboration can also help you solve problems successfully.

These skills require a deep understanding of the problem, identifying the cause and origin of the problem, gathering information, analyzing it, and finally developing a solution based on the information gathered.

A successful problem solver is one who can objectively analyze a problem and derive optimal and workable solutions that are reasonable and achievable. Thinking outside the box and being creative can be an advantage, but it is not an essential requirement for solving problems in the workplace.

How can I encourage my team to engage in problem-solving activities?

Encouraging your team to engage in problem-solving activities can help foster a culture of innovation and continuous improvement. Some ways to encourage problem-solving in the workplace include:

– Scheduling time for team brainstorming sessions or problem-solving workshops – Encouraging team members to share their ideas and perspectives – Providing opportunities for skill-building and professional development – Recognizing and rewarding team members who contribute to problem-solving efforts – Leading by example and demonstrating a commitment to problem-solving

How can I convince my employer that I have problem-solving skills?

To convince your employer that you have problem-solving skills, you need to demonstrate them in action. Here are some tips to help you showcase your skills:

Point out instances where you have successfully solved a problem:  In your resume or interview, cite specific examples of difficult workplace problems you faced and solved. Explain the steps you took, the approach you used, and the results you achieved.

Explain your problem-solving approach:  Employers are looking for a systematic approach to problem-solving that will help them achieve their goals. Describe the steps you take when confronted with a problem and how you use data and other resources to determine the root cause of the problem.

Quantify your successes:  Be as specific as possible about the results you achieved in solving a problem. Did you increase the company’s revenue or save them money? Provide data that shows the impact of your solution.

Market yourself as a lifelong learner:  Employers know that not every problem has a defined solution. Therefore, it is valuable to have a candidate who is willing to learn and adapt to changes in the company.

Highlight this by talking about additional training or certifications you are pursuing to further enhance your problem-solving skills.

How can I tell if my problem-solving efforts are successful?

The success of a problem-solving effort can be measured in different ways, depending on the problem you’re trying to solve. However, there are some signs that your problem-solving is on the right track:

Clarity:  You have a clear understanding of the problem and what you’re trying to accomplish.

Solution:  You have found a solution that is effective and has already been implemented.

Feedback:  You have received feedback from colleagues, supervisors, or customers that the problem has been solved.

Continuous improvement:  You continuously reflect on and improve your problem-solving tactics and approaches.

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The Editors

Problem Solving Techniques: Your Ultimate Guide with Examples

problem solving email sample

Problem-solving is an essential skill we all need in our personal and professional lives. Whether you're facing a complex issue at work or trying to resolve a conflict at home, knowing how to identify and solve problems effectively is invaluable. 

In this blog post, we'll explore various problem-solving techniques that can help you tackle challenges confidently and efficiently, accompanied by real-life examples.

How to Identify Problems?

Before diving into the techniques, let's briefly discuss identifying problems. Recognizing that a problem exists is often the first and most crucial step in the problem-solving process. Here are some tips for identifying problems:

Pay Attention to Signs

Look for signs of trouble or discrepancies in your surroundings, projects, or relationships. These can be indicators of underlying issues.

Example:  In a project management context, consistently missing deadlines or decreasing team morale could be signs of underlying problems.

Listen Actively

Be a good listener and encourage open communication with others. People often voice their concerns or frustrations, which can help you identify problems early on.

Example:  In a family setting, if a family member repeatedly expresses frustration with household chores, it might indicate a problem with task distribution or communication.

Data Analysis

Analyze data and performance metrics to detect anomalies or trends that signal problems.

Example:  A sales department's decline in monthly sales figures may signal a problem with the sales strategy or market conditions.

Self-Reflection

Regularly self-reflect on your experiences and challenges. This can help you identify personal issues that need attention.

Example:  If you consistently feel overwhelmed and stressed, it may indicate a problem with time management or work-life balance.

Now, let's explore various problem-solving techniques with real-life examples that can be applied depending on the nature and complexity of the problem.

Types of Problem-Solving Techniques

Lightning decision jam.

Technique:  Lightning Decision Jam is a rapid problem-solving technique involving gathering a diverse group of individuals to brainstorm solutions to a problem quickly. It's a great way to generate creative ideas and make quick decisions.

Example:  Imagine a software development team facing a critical bug in their application. They organize a Lightning Decision Jam, bringing developers, testers, and designers together. In just one hour, they generate innovative solutions and decide on a fix that gets the application up and running smoothly.

Technique:  The 5 Whys is a simple yet powerful technique that involves asking "Why?" repeatedly to get to the root cause of a problem. By addressing the underlying issues, you can prevent the problem from recurring.

Example:  In a manufacturing plant, there's a recurring issue of defective products. By asking "Why?" multiple times, the team discovers that the root cause is a malfunctioning machine that isn't properly maintained. They address this issue, reducing defects and improving product quality.

SWOT Analysis

Technique:  SWOT (Strengths, Weaknesses, Opportunities, Threats) Analysis is a structured approach to evaluating a situation. It helps you identify internal strengths and weaknesses and external opportunities and threats, enabling you to make informed decisions.

Example:  A small business owner conducts a SWOT analysis for their company. They identify that their strength lies in a loyal customer base, but a weakness is their limited online presence. Recognizing the opportunity in e-commerce, they decided to invest in building an online store to reach a broader audience.

Fishbone Analysis

Technique:  Also known as Ishikawa or Cause-and-Effect Analysis, this technique helps you visualize the potential causes of a problem. It's beneficial for exploring complex issues with multiple contributing factors.

Example:  In a hospital, the Fishbone Analysis is used to investigate increased patient falls. The analysis uncovers several causes, including inadequate staff training and slippery floors. By addressing these root causes, the hospital reduces patient falls significantly.

Problem Tree

Technique:  The Problem Tree technique visually represents a problem and its various branches, including causes and effects. This approach aids in understanding the problem's scope and interconnections.

Example:  An environmental organization uses a Problem Tree to address deforestation. They identify the root cause as illegal logging, which has cascading effects such as habitat destruction and climate change. This visualization helps them develop a comprehensive conservation strategy.

Brainstorming

Technique:  Brainstorming is a classic technique for generating various ideas and solutions. It encourages creative thinking and collaboration among team members.

Example:  A marketing team is brainstorming ideas for a new advertising campaign. By allowing team members to suggest concepts freely, they generate a list of innovative campaign ideas that resonate with their target audience.

Root-Cause Analysis

Technique:  Root-cause analysis aims to identify the fundamental cause of a problem. It involves in-depth investigation and is often used for critical issues or recurring problems.

Example:  In an IT department, recurring network outages disrupt operations. A root-cause analysis reveals that the outages are due to outdated network equipment. By replacing the equipment, the department eliminates the recurring problem.

Design Thinking

Technique:  Design Thinking is a human-centered approach to problem-solving that emphasizes empathy and iterative prototyping. It's beneficial for addressing complex, user-centric problems.

Example:  A nonprofit organization uses Design Thinking to improve the user experience of their website. They conduct interviews with users to understand their needs and pain points, leading to a website redesign that better serves their audience.

Six Thinking Hats

Technique:  Developed by Edward de Bono , the Six Thinking Hats method assigns different "hats" to participants, each representing a different perspective (e.g., logical thinking, emotions, creativity). This technique helps explore problems from various angles.

Example:  A corporate team applies the Six Thinking Hats method to evaluate a potential merger. They make a well-informed decision by systematically considering factors such as financial viability, employee morale, and customer impact.

Working Backwards

Technique:  Working Backwards is a technique often used in product development. It involves starting with the desired outcome and working backward to identify the steps required to achieve it.

Example:  A tech company wants to create a groundbreaking smartphone. They begin by envisioning the perfect user experience and then reverse-engineer the technology and features needed to make it a reality.

Trial & Error

Technique:  Sometimes, trial and error can be a valid problem-solving approach. It's especially useful when dealing with unfamiliar or novel problems.

Example:  A chef experimenting with a new recipe for a signature dish uses trial and error to refine the ingredients and cooking techniques until he achieves the desired taste and presentation.

Problem-solving is an essential skill that can be honed and improved over time. By familiarizing yourself with these problem-solving techniques and their real-life examples, you'll be better equipped to effectively address a wide range of challenges.

Remember that the choice of technique should depend on the specific problem you're facing. Whether it's a lightning-fast decision jam or a thorough root-cause analysis, having a diverse toolkit of problem-solving techniques at your disposal will empower you to tackle problems confidently and successfully.

So, the next time you encounter an issue, don't panic—apply the correct technique, and you'll be well on your way to finding a solution.

problem solving email sample

Shiva is a subject matter expert in communication, marketing, productivity, and learning systems. He has previously contributed to many blogs and newsletters, including Validated, Mental Models, HackerNoon, and several brands. You can find Shiva on  LinkedIn  or email him at shiva(at)routine.co.

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problem solving email sample

4 Phishing Email Examples Even I Could Fall For (& How to Spot Them)

Kiran Shahid

Updated: February 20, 2024

Published: February 15, 2024

Last year, I received an email from my “bank” alerting me to suspicious activity on my account. The layout and logo matched other official communications I had received from the bank, and I was naturally alarmed.

person using phishing emails to get data

But a few things just didn’t add up. Instead of using my name, it addressed me as “Dear valued customer.” After that, I was supposed to verify my account details, which seemed contrary to bank security advice. The brightest red flag, though, was the email address that didn’t match the bank’s domain.

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Scammers have become quite smart. Tools like generative AI have made it easy for them to mimic the branding, tone, and even the writing style of legit companies.

But there are still telltale signs that help you identify a phishing attempt. Here, I’ll discuss these signs and share phishing email examples that could fool anyone.

problem solving email sample

A Beginner's Guide to Email Marketing

How to execute and measure successful email marketing campaigns

  • Growing an email list.
  • Remaining CAN-SPAM compliant.
  • Using email automation.
  • Segmenting your audience.

You're all set!

Click this link to access this resource at any time.

What is a phishing email?

A phishing email is a type of online scam that tricks recipients into providing sensitive information, such as login credentials, credit card numbers, or personal identification details.

For example, here’s an email that Debbie Moran , marketing manager at RecurPost , received:

phishing email example asking recipient to register for an urgent event

Cybercriminals design these emails to appear as if they come from legitimate sources — banks, official agencies, or well-known companies to create a sense of urgency or fear to prompt immediate action.

The scammer then uses the stolen information to commit fraud or identity theft, access the victim’s financial accounts, make unauthorized purchases, or even launch further phishing attacks against others.

The Different Types of Phishing Emails

Phishing emails come in all shapes and sizes, each designed to exploit a specific vulnerability or scenario.

Each type of phishing email exploits specific human traits, such as trust, fear, or curiosity. Here are some common types, with phishing email examples of how they might look.

Spear Phishing

Spear phishing targets specific individuals or organizations through highly personalized emails. Attackers use information collected from social media or other sources to make the message seem legitimate.

For example, here’s an email that Phan Sy Cuong , PR specialist at Awesome Motive, the parent brand of WPBeginner , received. At the time the company’s employees received this, they were working with another company for employee insurance.

problem solving email sample

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