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30 “Thank You For Your Prompt Response” Phrase And Email Templates

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Communication through emails and chat messages is like an artery. It pumps important and time sensitive data into the heart of customer service relations and professional correspondence.

It’s the job of every person connected to this artery, including customer service agents, sales representatives, customers, and professionals, to respond promptly to keep the information flowing.

But not everyone realizes how vital it is to respond promptly to an email or chat message. Disgruntled customers who don’t reply to a customer service agent’s request for more information about their issue may lose out on a quick resolution. A sales representative may unwittingly cause their department’s statistics to tank because they didn’t respond to management’s request for their monthly numbers in a timely fashion.

When we acknowledge a fast reply to our email or chat message, we encourage the same speed in future correspondence. We also make a point to our recipient that a prompt response is important not just to us, but to the subject matter of our message.

That’s why it’s always best to have “thank you for your prompt response” phrases and emails close at hand.

What are Snippets?

If you work on any customer-facing team, then Sapling’s Snippets can help you save time. Think about all the common phrases you send in your emails that you have to type out each time such as “Feel free to reach back out if you have any further questions!” Why not instead type a short macro and have that entire sentence automatically expanded for you?

That’s exactly what snippets does. Snippets allow you to upload your most commonly used phrases or sentences into a response bank. To use the snippet you want, simply press the backslash \ key or type the shortcut and voilà!

Prompt Response Situations

You will often find yourself in a situation where writing a “thank you for your prompt response” message is appropriate. Below are three common prompt response situations.

Customer Support

Customer support agents communicate with consumers regularly. Their primary job is to address complaints and resolve customer issues with their company’s products or services as they arise.

In some cases, an agent needs more details from the customer about their question or issue. Before they can recommend a solution or put one into action, they must email or send a chat message to the customer and request this information.

If the customer responds within 24 hours, now would be a perfect time to whip out your “thank you for your prompt response” reply. This simple phrase contains so much: gratitude, but also an implicit acknowledgement of how essential a quick response is. The sooner the customer replies to the customer service agent’s questions, the sooner their issue can be resolved.

Sales

Sales can be an extremely time sensitive department. Sales representatives must move quickly, like tigers pouncing on prey, to make sales, complete deals, and meet their quotas for the quarter.

A prompt response from a customer or a client makes a sales representative’s day. Quick correspondence allows the sales rep to increase their sales rate, which in turn boosts the company’s bottom line.

In a situation like this, a “thank you for your prompt response” reply will show the customer or client how interested the sales rep is in making a sale for them. It will make them feel that their business is desirable and encourage them to follow through with the sale. Furthermore, the professional tone of the response will leave them with a sterling impression of both the representative and the company.

Professional Correspondence

Another common “thank you for your prompt response” situation arises daily in professional correspondence. By this, we refer to emails and chat conversations between coworkers, peers, management, and staff.

It turns out that a lot of US workers prefer communicating via email as opposed to picking up the phone. Instant messaging through platforms like Slack is becoming increasingly popular as well.

What this tells us is that workers and professionals in general are more likely to email each other important information rather than talk about it over the phone. Important emails are usually time sensitive and require a prompt response, if only to acknowledge that the recipient received it.

Sending a “thank you for your prompt response” response to a fellow professional will keep the conversation going. It will also help everyone involved remember that quick replies to emails and chat messages are essential for effective, meaningful correspondence.

Tips To Write A Thank You For Your Prompt Response Email

There is more to writing a “thank you for your prompt response” reply than simply expressing gratitude. You must also address the initial goal of the correspondence, whether it was to respond to a customer complaint or finalize a sales deal.

Below are 4 tips that will help you craft the perfect “thank you for your prompt response” email or chat message.

Send Your Response ASAP

Just as the person who replied to your email sent their response quickly, you should do the same. Don’t wait around to thank them for their prompt response. Show how much you prioritize replying to emails and chat messages fast by doing so yourself.

Immediately Follow Up Thanking Them By Addressing Their Response

After you thank the sender for their prompt response, immediately address or restate the contents of the email they sent you. This way, they know that you read what they had to say, that you understand it, and that you’re willing to take some sort of action if it is required.

Pro Tip: Read their email carefully during this step. Don’t miss anything, or else you may ask them for clarification over a fact they already disclosed to you and that you just skimmed over.

Respond Even If You Don’t Have A Solution Yet

If you are communicating with someone who has a question or problem you’re trying to resolve, you can respond promptly even if you don’t have an answer or solution yet. Thank them for their prompt response to your inquiries and let them know that you will use the information they sent you to resolve their issue as quickly as possible.

State How Long It Will Take To Provide A Solution

In the above situation, when you are trying to solve a problem for a customer or a fellow professional, always give them a timeline. This way, you are still able to respond quickly on your side and thank the other person for their prompt response, but still give yourself time to work on the issue. In the future, there will be no confusion or frustration because you specifically stated how long it would take for you to get back to them with a real solution.

Thank You For Your Prompt Response Notes

Below are 15 “thank you for your prompt response” notes for snippets and chats.

  1. Thank you for responding so quickly.
  2. Thank you for your prompt response.
  3. Thank you for getting back to me so fast.
  4. I appreciate your swift reply.
  5. We appreciate your prompt response.
  6. Thanks for getting back to us so soon.
  7. Thank you for providing that information quickly.
  8. Thank you for your quick answer.
  9. Thank you for answering my questions promptly.
  10. Thank you for answering me in such a short time.
  11. You’re quick! Thanks so much for your prompt reply.
  12. Thanks for your prompt response, you made my day.
  13. Thank you for answering all our questions in such a timely manner.
  14. Thanks for the lightning reply!
  15. We’re grateful for your swift response.

Thank You For Your Prompt Response Email Templates

Below are 15 “thank you for your prompt response” email templates.

Email Template #1 - Customer Support Refund

Hello {{first_name}},

Thank you for your prompt response.

In your email, you stated that you would like to receive a refund instead of a replacement. That being the case, we would be happy to issue a full refund to the payment method you used for your purchase. The refund should appear in your account within 5-7 business days.

If you have any further questions, feel free to email me at {{employee_email_address}}. I am available Monday-Friday, 9AM-5PM.

Have a great day!

Sincerely,

{{employee_name}}

Email Template #2 - Customer Support Refund

Hello {{first_name}},

Thank you for your prompt response.

Since it is still within 90 days of your purchase date, we would like to offer you a refund for your purchase since you stated in your email that you are not satisfied with the product.

The refund should appear in your account within 5-7 business days.

If you have any further questions, feel free to email me at {{employee_email_address}}. I am available Monday-Friday, 9AM-5PM.

Have a great day!

Sincerely,

{{employee_name}}”

Email Template #3 - Customer Support Refund

Hello {{first_name}},

Thank you for your prompt response.

In your email, you stated that you used the product upon receiving it. Per our return policy, this means we can’t issue you a cash refund. However, we can send you a replacement, or

give you a credit for the amount you paid for this item to use in our online store.

Please respond to this email as soon as possible to let me know which solution is most satisfactory.

Have a great day!

Sincerely,

{{employee_name}}

Email Template #4 - Customer Support Service Outage

Hello {{first_name}},

Thank you for your prompt response.

We will be sending a technician out to your address within the next 24 hours to fix the issue you described in your previous email.

Have a great day!

Sincerely,

{{employee_name}}

Email Template #5 – Customer Support Discount

Hello {{first_name}},

Thank you for your prompt response.

I’m so glad to hear you enjoyed our product! Please enjoy this 10% discount code as a show of our appreciation for your wonderful feedback: {{coupon_code}}

Have a great day!

Sincerely,

{{employee_name}}

Email Template #6 - Customer Support Inquiry

Hello {{first_name}},

Thank you for your prompt response.

You stated in your previous email that you would like to proceed with your purchase. However, you did not specify which product you decided on. Would it be possible for you to email me that information?

Sincerely,

{{employee_name}}

Email Template #7 - Customer Support Resolution

Hello {{first_name}},

Thank you for your prompt response.

Now that I have the information from your previous email, I can begin working on a resolution. I will email you again within 48 hours to discuss the available options.

Have a great day!

Sincerely,

{{employee_name}}”

Email Template #8 - Sales Inquiry

Hello {{first_name}},

Thank you for your prompt response.

I’m glad to hear you are interested in our service. I will be sending you an invoice for the amount you agreed to in your last email in just a few moments.

If you have any further questions, feel free to email me at {{employee_email_address}} or call me directly at {{employee_phone_number}}. I am available Monday-Friday, 9AM-5PM.

Have a great day!

Sincerely,

{{employee_name}}”

Email Template #9 - Sales Inquiry

Hello {{first_name}},

Thank you for your prompt response.

In your last email, you mentioned that the amount we quoted was too high for your budget. Would {{US_dollar_amount}} match your budget goals?

Please let me know your thoughts on this proposal as soon as it is convenient.

Have a great day!

Sincerely,

{{employee_name}}”

Email Template #10 - Sales

Hello {{first_name}},

Thank you for your prompt response.

I am sorry that we could not come to a deal that was mutually satisfactory. If you are in need of our services in the future, don’t hesitate to email me at {{employee_email_address}}. I am available Monday-Friday, 9AM-5PM.

Have a great day!

Sincerely,

{{employee_name}}”

Email Template #11 - Professional Correspondence

Hello {{first_name}},

Thank you for your prompt response.

I will continue my work on this project and deliver it by the end of the week.

Have a great day!

Sincerely,

{{employee_name}}

Email Template #12 - Professional Correspondence

Hello {{first_name}},

Thank you for your prompt response.

I don’t have any further questions at this time. If any come up, I will be sure to email you right away.

Have a great day!

Sincerely,

{{employee_name}}

Email Template #13 - Professional Correspondence

Hello {{first_name}},

Thank you for your prompt response.

I do not have the answer to your question right now. Please give me a day to research that for you.

Sincerely,

{{employee_name}}

Email Template #14 - Professional Correspondence

Hello {{first_name}},

Thank you for your prompt response.

Now that I have your answer, I will proceed with what we discussed in our previous emails.

Have a great day!

Sincerely,

{{employee_name}}

Email Template #15 - Professional Correspondence

Hello {{first_name}},

Thank you for your prompt response.

I still have some questions. Would it be possible to schedule a phone call so we can go over this information more efficiently?

I look forward to your reply.

Sincerely,

{{employee_name}}

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