50+ Canned Responses for Customer Service, Email, and Live Chat

Support teams type the same answers hundreds of times a day. “Where’s my order?” “How do I reset my password?” “Can I get a refund?” The questions barely change. The time spent answering them from scratch every time adds up to hours per week, per agent.

Most teams have some version of a template library. Some live in the help desk, locked to one tool. Some are in a shared doc that nobody updates. When an agent switches apps, the library stays behind.

This guide gives you 50+ ready-to-use canned response templates for customer service, email, live chat, technical support, and more, organized by channel and use case. You’ll also learn how to build and maintain your own library, and how to deploy any of these responses instantly with TextExpander, across every app your team uses.

What is a canned response?

A canned response is a pre-written message template that customer service agents select, personalize, and send in response to common customer questions or requests. Instead of composing each reply from scratch, agents choose the right template, fill in customer-specific details, and send.

The terminology varies by platform. Zendesk calls them macros. Intercom calls them saved replies. Some live chat tools use “quick replies.” Some older help desk software still says “canned messages.” Different label, same idea: a starting point for common replies, not a finished script.

Teams use them across every support channel: email, live chat, help desk ticketing systems, social media. The rule is simple: any channel where agents answer similar questions repeatedly is a channel that benefits from a template library.

One distinction worth making upfront. Canned responses are a starting point, not a finished product. A good template gets an agent 80% of the way there. The agent adds the customer’s name, the specific order number, or a sentence that acknowledges what this customer is actually dealing with. That last 20% is what keeps responses from feeling scripted.

Benefits of canned responses for customer service

Speed is the obvious one. 90% of customers rate an immediate response as important or very important when they have a support issue, and 60% define immediate as 10 minutes or less, according to HubSpot. When an agent has a pre-written response ready, they can meet that expectation without trading off accuracy. A template cuts the time between reading the question and sending an answer from minutes to seconds.

Consistency is the underrated one. Without templates, response quality varies by agent, by shift, and by how long the queue is. A canned response library means the answer to “How long do returns take?” is identical whether it comes from your newest hire or your most experienced rep. That matters more than most teams realize. Inconsistency is one of the fastest ways to destroy customer trust.

Scale. 61% of consumers will switch to a competitor after just one bad customer service experience, according to Zendesk. As ticket volume grows, the team either grows proportionally or it finds ways to do more with what it has. Templates are the main lever. Satisfaction-focused businesses see 41% faster revenue growth and 51% better customer retention, according to Forrester, and a template library is one of the clearest paths to the consistency that drives those numbers.

Omnichannel coverage. 79% of customers expect consistent interactions across departments, yet 55% say it generally feels like they’re communicating with separate departments rather than one company, according to Salesforce. Canned responses built around scenarios rather than specific channels let teams keep the same voice whether a conversation starts in email, escalates to live chat, or surfaces on social.

Quality assurance. Pre-approved language means compliance and legal reviews happen once, at the template level, rather than on every single reply. Teams in regulated industries in particular benefit from this: one approved version of the data-privacy response, deployed every time.

One data point that tends to get people’s attention: Virta Health’s support team saved 69,000 hours annually using TextExpander, per their case study. That’s not a rounding error. It’s time their clinicians and care coordinators got back for direct patient care.

TextExpander lets you save your best canned responses as reusable Snippets your whole team can access instantly. Browse customer service Snippet templates

When canned responses backfire (and how to avoid it)

Most canned response failures come down to two things.

The first: a template that doesn’t fit the situation, sent unchanged. An agent picks the closest match, skips the personalization step, and the customer gets a reply that addresses a slightly different question. This is especially damaging in complaint situations, where the customer already feels like they’re not being heard.

The second is subtler: personalization theater. The agent swaps in the customer’s name, considers it personalized, and hits send. The body of the message is generic, and the customer knows it. A name doesn’t equal context.

Three fixes:

Require one personalized sentence per response. Every agent, every reply: one sentence that they wrote specifically for this customer’s situation. Not a fill-in variable. An actual sentence.

Set quarterly reviews. Templates go stale. Policy changes, product changes, price changes: accurate responses from six months ago can now be wrong.

Give agents permission to skip the library. A mediocre template is worse than no template. Agents need to know when to write fresh.

Greeting and opening canned responses

First contact sets the tone. These five templates cover the most common scenarios.

Standard greeting

Hi [Customer Name], thanks for reaching out to [Company Name]. I’m [Agent Name] and I’ll be helping you today. What can I help you with?

High-volume queue greeting

Hi [Customer Name], thanks for your patience. We’re seeing higher-than-normal volume today. I’m [Agent Name], and I’m here to help. Let me take a look at what’s going on.

Return customer greeting

Welcome back, [Customer Name]. Good to hear from you again. I’m [Agent Name]. What can I help you with today?

After-hours auto-reply

Thanks for contacting [Company Name]. Our team is currently offline and will be back [Hours/Day]. We’ll respond to your message by [Estimated Response Time]. For immediate help, visit our help center at [Help Center URL].

Live chat opening

Hi there! I’m [Agent Name] with [Company Name] support. How can I help you today?

Live chat canned responses

Live chat is different. The pace is faster, the channel is synchronous, and long-form responses break the conversation. Keep live chat responses short: their job is to keep the exchange moving, not to be comprehensive.

For more detailed workflows, see our customer service live chat scripts.

Chat opening acknowledgment

Got it. Let me pull up your account information.

Brief hold

One moment while I check on that for you.

Longer hold

This one requires me to dig into our system. I’ll be back with you in about 2 minutes. Still with me?

Transfer to another agent

I’m going to transfer you to our [Department] team. They’re better equipped to help with this. I’ve added a note to your chat so you won’t need to repeat anything. [Agent Name] will be with you shortly.

Chat closing

Is there anything else I can help you with today? If not, I’ll close out the chat. Feel free to reach back out anytime.

Canned email responses

Email moves slower than live chat and permits more context. These four templates cover the most common email-specific scenarios. Unlike live chat, email customers expect a complete answer in one message, which is why these run longer.

Ticket confirmation

Hi [Customer Name],

Thanks for reaching out. We’ve received your request and assigned it ticket number [Ticket Number].

Our team will review your request and respond within [Response Time]. You can track the status of your ticket at [Ticket URL] or by replying to this email.

[Agent Name]
[Company Name] Support

Out-of-office / holiday auto-reply

Hi there,

Thanks for your message. [Company Name] support is closed for [Holiday/Reason] from [Start Date] through [End Date]. We’ll be back on [Return Date] and will respond to your message by end of day.

For urgent issues, visit [Help Center URL].

Follow-up on open ticket

Hi [Customer Name],

Following up on ticket [Ticket Number]. Wanted to check whether the issue has been resolved on your end or whether you’re still experiencing problems.

If you’re all set, we’ll close this ticket in 48 hours. If you need more help, just reply here.

[Agent Name]

Case closed / CSAT request

Hi [Customer Name],

Your ticket [Ticket Number] has been resolved and closed. Thanks for giving us the chance to help.

If you have a moment, we’d appreciate your feedback: [CSAT Survey Link]. It takes about 30 seconds and helps us improve.

[Agent Name]

Order, shipping, and returns canned responses

Order and shipping questions make up the highest-volume inquiry category for most product-based teams. A strong template library here has an outsized impact on total response time. Eight templates, covering the scenarios that generate the most tickets.

Order confirmed

Hi [Customer Name], your order [Order Number] is confirmed and being prepared. You’ll receive a shipping notification with tracking details as soon as it ships. Expected delivery: [Date Range].

Shipping update

Hi [Customer Name], your order [Order Number] shipped on [Date] and is on its way. Track it here: [Tracking Link]. Estimated delivery: [Date].

Shipping delay

Hi [Customer Name], we’re seeing a delay with order [Order Number]. Your new estimated delivery date is [Updated Date]. We’re sorry for the inconvenience. Reply here if this causes any problems and we’ll make it right.

Out of stock

Hi [Customer Name], [Product Name] is currently out of stock. We expect to have it back by [Date]. We can hold your order, issue a full refund, or swap it for [Alternative Product]. Let us know which you’d prefer.

Cancellation confirmed

Hi [Customer Name], your order [Order Number] has been cancelled. If you paid by credit card, you’ll see the refund within 3–5 business days. Reach out if you have questions or want to reorder.

Return acknowledged

Hi [Customer Name], we’ve received your return request for order [Order Number]. Ship the item to [Return Address] within [Number] days. Once we receive it, we’ll process your [Refund/Exchange] within [Timeframe].

Refund confirmed

Hi [Customer Name], your refund of [Amount] for order [Order Number] has been processed. It typically takes 3–5 business days to appear on your statement, depending on your bank.

Return window question

Hi [Customer Name], our return window is [Number] days from the delivery date. Order [Order Number] was delivered on [Delivery Date], so the return window closes on [Deadline Date]. To start a return, visit [Returns URL] or reply here and we’ll walk you through it.

Account and billing canned responses

Billing questions tend to spike at renewal time and after pricing changes. These four templates are the ones your team will reach for most.

Password reset

Hi [Customer Name], to reset your password, visit [Password Reset URL] and enter the email address on your account. You’ll receive a reset link within a few minutes. If you don’t see it, check your spam folder. Reply here if you need additional help.

Billing inquiry / invoice question

Hi [Customer Name], I’ve pulled up your account. [Describe the charge or billing detail here, e.g., “The charge of $[Amount] on [Date] was for your [Plan Name] renewal.”]. Let me know if you have questions or if you’d like a copy of the invoice sent to a different email address.

Plan upgrade or downgrade

Hi [Customer Name], I’ve updated your plan from [Previous Plan] to [New Plan]. The change takes effect [immediately / at the start of your next billing cycle on [Date]]. Your new rate will be [New Rate]. Let us know if you have any questions.

Account closure request

Hi [Customer Name], I’ve processed your account closure request. Your access will end on [End Date]. If you’d like to export your data before then, here’s how: [Export Instructions / Link]. We’re sorry to see you go. If there’s anything we could have done differently, we’d genuinely like to know.

Technical support canned responses

Technical support benefits from canned responses more than almost any other function. Errors repeat. Questions repeat. A well-stocked template library means agents spend their time diagnosing and solving, not retyping the same troubleshooting steps they wrote out yesterday.

For more templates in this area, see our IT help desk email templates.

Initial troubleshooting

Hi [Customer Name], thanks for reporting this. Before we dig in, let’s try a few quick steps:

1. [Step 1: e.g., restart the application]
2. [Step 2: e.g., clear your cache]
3. [Step 3: e.g., check your internet connection]

Do any of those resolve the issue? If not, reply with what you’re seeing and we’ll take it from there.

Known issue / incident notification

Hi [Customer Name], we’re aware of an issue affecting [Feature/Service] and our team is actively working on it. No action is needed on your end. We’ll send an update as soon as it’s resolved. You can follow status updates at [Status Page URL].

Escalation notice

Hi [Customer Name], I’m escalating your case to our [Tier 2/Engineering] team. This requires deeper access than I have from here. You’ll hear from [Team Name] within [Timeframe]. Your ticket number is [Ticket Number], so you won’t need to re-explain the situation.

Resolved: follow-up

Hi [Customer Name], the issue affecting [Feature/Service] has been resolved. Please let us know if you’re still experiencing problems or if anything else comes up.

Bug report received

Hi [Customer Name], thanks for the detailed report. We’ve logged this as a bug and our engineering team will review it. We’ll update you when we have news. In the meantime, a workaround for this issue is [Workaround Description, or “we’re working on one”].

Help desk canned responses

Help desk templates are ticket-workflow-specific. The language reflects that context: ticket numbers, SLA windows, status updates. These differ from generic email responses in that they’re designed to work inside a ticketing system, where the record of previous interactions is visible to both the agent and the customer.

For IT ticketing templates, see our IT service ticket templates.

Ticket opened confirmation

Hi [Customer Name], ticket [Ticket Number] has been opened for your request. Our target response time is [SLA Window]. You’ll receive updates here as we work through it.

SLA reminder (internal use)

Heads up: ticket [Ticket Number] for [Customer Name] is approaching our [SLA Window] response window. Priority: [Priority Level]. Please review and update status.

Ticket status update

Hi [Customer Name], a quick update on ticket [Ticket Number]: [Brief Status: e.g., “We’ve replicated the issue and are working on a fix. Expected resolution: [Date].”]. We’ll follow up as soon as there’s more to share.

Ticket closed

Hi [Customer Name], ticket [Ticket Number] has been resolved and closed. If the issue returns or you have additional questions, open a new ticket or reply to this email and we’ll pick up where we left off.

Complaint handling canned responses

These templates carry more risk than any others here. Every single one should be personalized. Every one.

The templates below give agents language for each stage of a complaint, but they’re starting points, not finished messages. If an agent sends the “acknowledge the complaint” template verbatim, with only a name swapped in, it will read as canned. And that’s the one situation where canned feels like an insult.

For additional emotional language, see our customer service empathy statements.

Acknowledge the complaint

Hi [Customer Name], thank you for letting us know about this. I’m sorry you had this experience. I want to make sure we resolve it properly. Can you give me a bit more detail about [Specific Aspect]? I’ll look into it right away.

Under investigation

Hi [Customer Name], I’ve reviewed your case and escalated it to [Team/Manager]. We’re taking this seriously and will have an update for you within [Timeframe]. I appreciate your patience while we look into this.

Resolution provided

Hi [Customer Name], I’ve reviewed your case and here’s what we’re going to do: [Resolution Description]. This should be completed by [Date/Timeframe]. I’m sorry again for the experience. This isn’t the standard we hold ourselves to.

Escalation to manager

Hi [Customer Name], I understand your frustration and want to make sure this gets the right attention. I’m escalating your case to [Manager Name/Title], who will be in touch within [Timeframe]. Your case reference is [Reference Number].

Social media canned responses

The stakes are different on social. Your reply is public. Other customers are watching. And the expectation isn’t 10 minutes. On Twitter/X, a brand that takes 4 hours to respond to a public complaint is going to hear about it.

Companies that engage customers on social media see 20–40% more revenue per customer than those that don’t, according to Bain & Company. That’s not a marginal improvement.

General rule: acknowledge publicly, resolve privately. These templates get you to acknowledgment fast, then move the real work to a DM or email where it belongs.

Twitter/X public reply

Hi @[Username], sorry to hear about this. DM us your order number and we’ll get it sorted quickly.

Facebook public comment

Hi [Name], thanks for the feedback. We’re sorry to hear about your experience. Please send us a message with your order details so we can help directly.

Instagram DM opening

Hi [Username], happy to help with [Issue Type]. Can you send me your order number or account email so I can pull things up?

LinkedIn mention response

Thank you for sharing your experience, [Name]. We’d like to look into this. Please reach out to us at [Support Email] so our team can address it directly.

Public review response

Hi [Reviewer Name], thank you for taking the time to share this feedback. We’re sorry to hear about your experience with [Issue]. Please contact us at [Support Email] or [Phone] and we’ll make it right.

Industry-specific canned response examples

Generic templates handle most of what a support team sees. But teams in specific industries deal with questions that don’t come up anywhere else. Healthcare support gets insurance verification questions. SaaS teams get churn saves. E-commerce teams get damaged items.

Eight templates across three verticals where we see the biggest impact from specialized libraries.

SaaS customer service

Trial expiring soon

Hi [Customer Name], your free trial of [Product Name] ends on [Date]. To keep access to [Key Feature] without interruption, upgrade your account at [Upgrade URL]. Questions about pricing or which plan fits your team? Reply here and we’ll help you figure it out.

Feature question

Hi [Customer Name], [Feature Name] works by [Brief Description]. To set it up: [Step 1], then [Step 2]. Full documentation is at [Docs URL]. Let us know if you hit any snags.

Churn save

Hi [Customer Name], I saw that you’ve cancelled your [Product Name] account. Before your access ends on [Date], I wanted to check in: is there anything we could have done differently? If the issue was [Common Reason: pricing, a missing feature, onboarding], I’d like to share some options. No pressure either way.

E-commerce customer service

Damaged item received

Hi [Customer Name], I’m sorry your order arrived damaged. That shouldn’t happen. Send us a photo of the item and packaging at [Email] and we’ll ship a replacement at no cost. No need to return the damaged item.

Size or fit return

Hi [Customer Name], we want you to love what you ordered. To start a return for size or fit, visit [Returns URL] within [Return Window] days of delivery. Once we receive the item, you’ll receive store credit or a refund within [Timeframe], your choice.

Post-sale price drop

Hi [Customer Name], thanks for reaching out about the price change on [Product]. Our policy allows price adjustments within [Adjustment Window] days of purchase. Since you ordered on [Order Date], [you’re within the window: here’s what we’ll do / we’re just outside the window, but here’s what I can offer]: [Resolution].

Healthcare customer service

Appointment confirmation

Hi [Patient Name], this is a reminder that your appointment with [Provider Name] is scheduled for [Date] at [Time] at [Location]. Please arrive 10 minutes early if this is your first visit. To reschedule, call [Phone] or reply to this message.

Insurance verification needed

Hi [Patient Name], we’re in the process of verifying your insurance for your upcoming appointment. We need [Specific Information: e.g., your insurance ID number or a photo of your insurance card] to complete verification. Please send it to [Secure Email/Portal Link] at your earliest convenience.

With TextExpander, your whole team can deploy any of these responses with a short abbreviation, in any app, on any platform. Try TextExpander free

How to personalize canned responses with fill-in fields

The standard approach uses bracketed placeholders: [Customer Name], [Order Number], [Date]. The agent fills them in before sending. It works, until it doesn’t. The agent is busy, they think they got everything, they hit send. The customer receives an email that begins “Hi [Customer Name].”

TextExpander’s fill-in Snippet fields fix this at the system level. When an agent types the abbreviation, a pop-up form appears before the text expands, asking for the customer’s name, order number, or whatever the template requires. The agent fills in the form, hits return, and the completed message inserts wherever they’re typing.

Here’s what that looks like in practice:

Create a Snippet with your canned response text

Add fill-in fields for each variable

Assign a short abbreviation to the Snippet

The agent types the abbreviation in any app

A pop-up form collects the variable information

The completed, personalized message inserts instantly

Agents who consistently personalize and agents who don’t: the difference is almost always friction, not intent. Make it frictionless and it happens every time.

How to build a canned response library

Don’t start by writing templates. Start by looking at your data.

Pull the last 30 days of tickets. Tag each one by inquiry type. Your top 10 categories are your first batch of templates, because they represent the actual questions your customers are asking, not the ones you think they’re asking.

Seven steps that work for teams starting from scratch or cleaning up a library that’s become a mess:

Audit your ticket data. Pull the last 30 days of tickets and tag each by inquiry type. The top 10 are your first batch.

Write from your best responses. Find the replies with the highest satisfaction ratings or cleanest resolution times. Build templates from what actually worked, not from what sounds good.

Add fill-in fields for variables. Every customer-specific detail gets a placeholder: [Customer Name], [Order Number], [Timeframe].

Name templates clearly. “Shipping delay 1–3 days” is useful. “Template 47” is not. Agents need to find the right template in 5 seconds under pressure.

Organize by scenario, not channel. A complaint acknowledgment adapts to email, chat, or social with minor tweaks. One master template beats three separate channel-specific versions.

Assign an owner. Without ownership, the library goes stale in about three months. Assign it to a team lead with a quarterly review on the calendar.

Review and prune quarterly. Build this into your team cadence or it won’t happen.

For more on setting customer service goals around template adoption and response quality, we have a full guide.

How to automate canned responses with TextExpander

The problem with help desk macros: they stay in the help desk.

When your agent switches to email, Slack, a web form, or any other app, the macro library doesn’t come along. The agent either types from scratch or keeps a second library somewhere else. Neither is ideal.

TextExpander works in every app your team uses: Zendesk, Salesforce, Intercom, Gmail, Outlook, Slack, and more. Type a short abbreviation and the full template expands wherever the cursor is. The library travels with the agent.

Setup takes about 15 minutes:

Create a Snippet Group for your customer service templates

Paste your canned responses into individual Snippets with fill-in fields for variables

Assign abbreviations: short, memorable codes like ;greet, ;delay, ;refund

Share the Group with your team so every agent has access immediately

Review usage data to see which Snippets agents use most, which go untouched, and where the library has gaps

The usage data is where the library gets better over time. Snippets nobody uses are either redundant, named wrong, or solving a problem that doesn’t exist. High-usage Snippets are candidates for expansion into more specific versions.

For context on why response time matters across your team, see our guide on average response time benchmarks.

AI-powered canned responses in 2026

Here’s where a lot of teams are right now: agents are generating their own AI responses on the fly, on demand, for individual tickets. Prompt → response → send. Feels like efficiency.

The problem is the consistency that canned responses are supposed to create disappears. Every agent is now generating their own version of the same response. You’ve also introduced a QA problem: agents may send AI-generated text they haven’t actually read through.

A smarter approach: AI creates, TextExpander deploys.

AI identifies: Analyze ticket data and suggest where you’re missing templates

AI drafts: Generate the initial version of each new canned response

Human reviews: A team lead edits for accuracy, tone, and brand, and approves it

TextExpander stores and distributes: The approved version goes into a shared Snippet Group, available to every agent with a short abbreviation

The human review step is non-negotiable. AI drafts enter the library only after a real person signs off. That’s not overcaution. It’s how you keep the library reliable.

For more on where AI fits into support operations, see our guide on AI in customer service.

Measuring canned response effectiveness

Templates in a library don’t automatically improve anything. You need to track whether they’re actually working.

First contact resolution (FCR). Percentage of tickets resolved without a follow-up contact. Rising FCR after template adoption means agents are sending accurate, complete responses. Falling FCR is a signal that templates are missing key information or agents are selecting the wrong ones.

Average handle time (AHT). Total time per ticket. TextExpander usage data shows exactly how much time Snippets save per agent, which makes the ROI calculation straightforward.

CSAT. Customer satisfaction scores after resolution. A drop in CSAT after template adoption is almost always over-reliance: agents are sending templates without adequately personalizing them.

Template usage rates. Which Snippets agents use, how often, and who’s using them. Low-usage templates either don’t exist in practice, are named in a way that makes them invisible, or solve a problem nobody has anymore. High-usage Snippets often deserve to be broken into more specific versions.

Ticket reopen rate. Percentage of closed tickets that come back. Rising reopen rates typically mean a canned response resolved the symptom but not the underlying problem, a library quality issue, not a volume issue.

Track these together, not in isolation. A CSAT drop paired with rising AHT tells you something different than a CSAT drop with falling AHT.

For a deeper look at what these metrics reveal about your support operation, see our guide on customer service KPIs.

Frequently asked questions

What is a canned response in customer service?

A canned response is a pre-written message template that customer service agents use to answer common questions quickly and consistently. Instead of writing each reply from scratch, agents select the right template for the situation, personalize it with relevant details, and send. Canned responses for customer service work across email, live chat, help desk software, and social media.

What are canned phrases?

Canned phrases are short, reusable expressions used in customer service communication, typically opening lines, acknowledgment statements, or closings. Examples include “Thank you for reaching out,” “I understand your frustration,” and “Is there anything else I can help you with?” They’re a subset of canned responses and can be combined to build full templates.

What are canned answers?

Canned answers are another term for canned responses: pre-written replies to anticipated questions. The terminology varies by platform and industry. Help desk tools call them macros. Live chat tools call them quick replies or saved replies. The function is the same regardless of the label.

How many canned responses does a team need?

Start with 10–15 templates covering your most common inquiry types. Most teams find that 20 templates handle around 80% of ticket volume. Once the core library is solid, add templates for edge cases as they come up rather than trying to anticipate everything at the start.

Do canned responses hurt CSAT scores?

Poorly executed canned responses do hurt CSAT. Templates sent verbatim, templates that don’t match the actual issue, responses that read as obviously scripted: all of these damage the customer experience. A canned response with one genuinely personalized sentence and accurate information typically improves CSAT. Customers get a faster, more consistent answer. The problem isn’t templates; it’s templates that skip the personalization step.

How should I handle canned responses for social media specifically?

Keep public replies short. Acknowledge the issue. Move the real work to a DM. Aim to respond within an hour on public complaints: the slower the response, the more other customers see it. Tone on Twitter/X and Instagram skews casual; LinkedIn is more professional. Every public response should invite the customer to continue privately.

Try TextExpander free and start deploying canned responses everywhere your team works. Start your free trial