Canned responses for customer support: 12 templates you can use today

Updated: 28.10.2026

Support teams answer the same questions every day. Canned responses keep replies fast, friendly and consistent. Below are twelve templates you can copy and adjust, and a way to paste them into any help desk, chat or email on Windows.

12 canned responses

1. First reply

Hi {input:Name}, thanks for reaching out! I'm looking into this now and will get back to you shortly.

2. Need more details

To help you faster, could you send me your order number and a screenshot of what you see? Thank you!

3. Issue is being fixed

Thanks for reporting this. Our team has confirmed the problem and is working on a fix. I'll let you know as soon as it's resolved.

4. Problem solved

Good news: the issue is fixed. Could you check and let me know if everything works on your side now?

5. Refund approved

Your refund has been approved. The money will be back on your card within 5 to 10 business days, depending on your bank.

6. Order shipped

Your order {clipboard} has shipped! You'll receive a tracking link by email within 24 hours.

7. Delay apology

I'm sorry for the delay with your order. It's now our priority, and I'll personally make sure it ships by {input:Date}.

8. Password reset

You can reset your password here: {input:Link}. If the email doesn't arrive within a few minutes, please check your spam folder.

9. Feature request

Thank you for the idea! I've passed it to our product team. We can't promise a date, but suggestions like yours shape what we build next.

10. Handing over to a colleague

I'm passing your question to {input:Colleague}, who handles this area. They'll reply here soon.

11. Closing the conversation

I'm glad we could sort this out. If anything else comes up, just reply to this message. Have a great day!

12. Asking for a review

If you're happy with our help, we'd be grateful for a short review. It takes a minute and helps other customers find us.

How to paste them in a second

Keeping these in a document and copying them by hand works, but it's slow. With SnippyText each response becomes a snippet:

Give each one an abbreviation, like ;ref for the refund reply, and type it in the reply box.
Or press Ctrl+Alt+Space, type “refund” and press Enter. Search copes with typos and the wrong keyboard layout.
Or put them in a Support folder and give the folder a hotkey or mouse button: it opens a menu of all twelve replies right at the cursor.

Variables such as {input:Name} ask you for the customer's name before pasting, so replies stay personal.

Tips for good canned responses

Write them the way you talk. Customers can tell when a reply is copied from a manual.
Keep each one short and focused on one situation.
Review them every few months and remove the ones nobody uses.