Follow-up emails after periodic services can be referred to as “service maintenance reminders,” “post-service check-ins,” or “service completion notifications.” These terms highlight the intention of contacting customers after a specific time interval or completion of service to ensure their satisfaction, address any concerns, and potentially schedule future service appointments. These emails serve as brief, recurring messages aimed at addressing various customer concerns.
Typically, they are sent after a sale, meeting, event, or any other interaction, including voicemails. Follow-up emails prove valuable across industries, whether it is determining the functionality of electronic gadgets, promoting routine maintenance tasks in the landscaping sector, or even in automotive industry contexts.
This article is meant to guide businesses on using follow-up emails. It discusses the importance and elements of such emails. Samples have also been provided for reference on how to write emails that build strong customer relationships and brand loyalty.
Download Free Templates
Periodic service follow-up email templates are given below:
Did you know? According to Epsilon, follow-up emails have a 31.1% open rate, while non-follow-up have a 16.7% open rate. And according to Experian, follow-up emails have a 29% higher open rate and a 49% higher click-through rate than other marketing correspondence.
What is a Periodic Service Follow-Up Email?
Follow-up emails regarding periodic services are recurring emails sent to customers at regular intervals to provide ongoing support, updates, or reminders related to a specific service or subscription.
These emails aim to maintain customer engagement and satisfaction and encourage continued usage or subscription renewal. It is common in industries such as vehicle or equipment servicing where routine maintenance and inspections must be performed. They can be automated using email marketing tools or customer relationship management (CRM) software.
Why Follow-Up Emails Should Be Part of Your Customer Relationship Management Strategy
Customers want to feel valued and know that you are dedicated to maintaining contact after transactions. Follow-up emails provide an opportunity to maintain regular communication with your customers, demonstrating that you value their business and are committed to their satisfaction. By staying engaged and addressing their needs, you build stronger relationships and foster loyalty. So, following up is an invaluable marketing practice for any business wanting to grow and retain its customers.
Below are several benefits of incorporating such correspondence in your customer relationship management strategy:
Improved customer satisfaction
Sending a follow-up email after a service interaction demonstrates that you value the customer’s business and appreciate their patronage. It shows that you care about their experience and want to ensure their satisfaction.
Increased customer retention
Regular customer interaction creates strong relationships and promotes brand loyalty. It results in a commitment to continue doing business with your company. Regular communication also ensures that any issues can be addressed promptly, resulting in satisfied clients and helping in customer retention as well.
Opportunity for upselling and cross-selling
You can also market products and services through follow-up communication. This is achieved by suggesting additional or alternative products and services based on relevance and the needs of the customer. By offering relevant recommendations, you enhance their experience and provide value beyond their initial service request, contributing to their overall satisfaction.
Valuable feedback
Consistent communication with your customers allows you to collect complaints, reviews, and suggestions for improving your products and services. This feedback is essential in determining areas for improvement and leads to a better customer experience. Also, listening to your customers can help you gain a competitive advantage over your competitors by learning how to develop superior products and services.
Brand reputation
Following up is considered professional conduct. Also, a well-crafted email symbolizes your professionalism. Professionalism creates a positive image of your business as it is associated with credibility and trustworthiness. This can reinforce your company as a reputable brand.
Did you know? Customers who are followed up with are 69% more likely to return and 56% more likely to recommend the business to other people.
Elements of a Follow-Up Email
Here are the essential elements that should appear in your email correspondence for periodic services:
Subject line
A brief and informative subject line that states the purpose of the email should be provided. Use a brief sentence that gives some information, but not so much that the reader loses interest.
Opening greeting
The email should have a greeting that shows the communication is meant specifically for the customer. Include the customer’s name. This makes the correspondence personal and encourages the customer to want to know what you have to say.
Thank you message
Expressing gratitude is an excellent way to begin your email. Thank the client for selecting your company to provide the requested recurring service. It is a courteous and professional gesture that makes the customer feel valued and thus more attentive to the rest of the correspondence.
Service summary
The email should discuss details about the recently concluded appointment. This section should mention notable observations, recommendations, and instructions regarding the product or service.
Next appointment
It is important to discuss the next appointment. You can indicate the scheduled date and what it will be about or ask the customer to book the appointment. Also, you can mention the need for this specific service and any discounts or special offers, that the customer can take advantage of. It is crucial to foster recurring business after the initial transaction. One effective approach is to convert a one-time equipment maintenance job into a monthly or periodic contractual arrangement.
Contact information
A well-written email must include the contact details of the relevant person who is responsible for customer service. These may include a phone number, an email address, and the business’s physical address. Also, include a statement encouraging customers to initiate contact if they have queries or concerns. You can also request that customers connect with your business on other networking platforms, such as social media and websites. These platforms allow you to promote your business, offer promotions and discounts, and interact with your clientele. Also, customers are more likely to refer your business to friends and family by sharing links to such platforms.
Closing
The email should be concluded with a professional closing that appreciates the customer and demonstrates your commitment to continuing business with them.
Did you know? Research by Salesforce reported that your business would likely have a 29% increase in unique open rates and a 41% increase in click-through rates if you sent personalized emails.
Sample Emails
Three samples of periodic service follow-up email are given below:
Sample 1
Hi Charlotte,Â
Thank you for choosing Bewell Automotive Services as your trusted car repair partner. We are happy to offer our services.Â
Your vehicle was fully serviced as requested. A thorough inspection of the air filter, fluid levels, battery health, spark plugs, alignment, lubrication, filtration system, serpentine belt, electronics, and engine condition was performed. We recommend using the DOT3 type of brake fluid and other suggestions written in the official report. Your next service should be in 6 months.Â
Please do not hesitate to contact us with any concerns or issues. Contact Jim Miles at (202) 555-555 or [email protected]. We hope to continue being your trusted service provider. We are committed to ensuring you receive the best quality products and services in the industry. Again, thank you for your continued support.Â
Regards,Â
Sharon TrinettaÂ
Sample 2
Hi Clarence,Â
Thank you for shopping for the MX-1300 lawnmower at our store. We trust that the product will be useful in your landscaping activities.Â
We hope that you were able to review the manual. Kindly follow the operating guidelines as instructed to protect the equipment’s life span. Our support team is available to answer any questions regarding its use. Additionally, we are committed to ensuring our customers are safe and benefit from our products. We recommend you service the lawnmower every 8 months. We would be delighted to assist you in scheduling your first maintenance appointment with our qualified technicians. Our team is well-versed in the specific needs of your lawnmower model and can provide comprehensive servicing to keep it in prime condition.
Our 24-hour support team can be contacted via (002) 888-800 or [email protected]. Feel free to reach out with any questions or concerns. Thank you for being a loyal client.
Regards,Â
Richard HansÂ
Sample 3
Hi Meyers,Â
We hope this email finds you well. We wanted to express our gratitude for choosing [Your Company Name] as your trusted provider of automotive maintenance services. We value your continued support and are committed to keeping your vehicle running smoothly.
To ensure the optimal performance and longevity of your vehicle, it is time to schedule your next oil change service. Regular oil changes are vital to maintaining engine health, maximizing fuel efficiency, and preventing potential issues down the road.
Our team of experienced technicians is ready to provide you with exceptional service and expert care for your vehicle. We offer convenient appointment options to accommodate your busy schedule. Simply reply to this email or call our customer service team at [Phone Number], and we will be delighted to assist you in selecting a date and time that is convenient for you.
During your visit, our technicians will not only change your vehicle’s oil but also perform a comprehensive inspection to ensure all vital components are in optimal condition. This thorough approach guarantees your safety and peace of mind on the road.
As a token of our appreciation, we would like to offer you a [Special Offer/Discount] on your upcoming oil change service. Simply mention this email or provide the discount code [Code] when scheduling your appointment to enjoy this exclusive offer.
Thank you for entrusting us with the care of your vehicle. We look forward to providing you with exceptional service and exceeding your expectations. If you have any questions or require further assistance, please do not hesitate to reach out to our friendly customer service team.
I hope to see you soon for your next oil change service!
Best regards,
Hannah MayÂ
Here are sample emails in different tones:
1. Formal and professional
Dear [Client’s Name],
    I trust this email finds you well. As a valued client of [Your Company’s Name], your vehicle’s safety and performance is our primary concern. Our records indicate that it’s time for your vehicle’s periodic maintenance service.
    Scheduled maintenance is key to ensuring your vehicle’s longevity and performance. To book an appointment or if you have any questions about our servicing options, please don’t hesitate to contact us at your earliest convenience.Â
We look forward to serving you.Â
Kind Regards,
[Your Name]
[Your Position]
[Your Contact Information]
2. Friendly and casual
Subject: Hey [Client’s Name], is it time for a car tune-up?
Hi [Client’s Name],
    How’s it going? We were just going through our records and noticed it might be about time for your car to swing by for its regular checkup. After all, even cars need a bit of TLC to keep them running smoothly!
    Feel free to give us a shout to set up an appointment or if you have any questions about the process. We’re here to help.
Keep on trucking,
[Your Name]
[Your Contact Information]
3. Persuasive and sales-oriented
Dear [Client’s Name],
    Unleash the beast within your car! Our records indicate that your vehicle is due for routine service. Scheduled maintenance can make a world of difference— increased fuel efficiency, smoother rides, and longevity, to name a few.
    Why wait? Give us a call today to schedule an appointment or discuss your servicing options. Let’s keep your car at peak performance together!
To Great Rides,
[Your Name]
[Your Contact Information]
4. Concise and to the point
Dear [Client’s Name],
    This is a reminder that your vehicle is due for regular maintenance. Please contact us to schedule an appointment.
Best,
[Your Name]
[Your Contact Information]
5. Personal and engaging
Subject: Let’s Keep Your Car Happy and Healthy, [Client’s Name]!
Hi [Client’s Name],
    Just like us, our cars need regular check-ups to stay in tip-top shape. And it seems like your car is ready for its next ‘doctor’s appointment’. We’re excited to see you (and your car) back at [Your Company’s Name] for its scheduled service.
    Please reach out to book an appointment or if you have any queries about our services. We’re always here to help.
Happy driving,
[Your Name]
[Your Contact Information]
6. Educational and informative
Dear [Client’s Name],
    This is a friendly reminder from [Your Company’s Name] that your vehicle is due for its regular maintenance. Regular servicing plays a crucial role in preserving the value of your vehicle and preventing larger, costlier issues down the road.
    Contact us today to arrange your car’s maintenance appointment or to learn more about how our services can benefit your vehicle’s performance.
Safe Travels,
[Your Name]
[Your Contact Information]
5 Reasons Why Follow-Up Emails for Periodic Services are Superior to Letters
In today’s digital age, businesses have various options for reaching out to their customers, including traditional methods like letters and modern tools like emails. When it comes to follow-up communication for service-related matters, follow-up emails for periodic services have proven to be superior to letters in several ways.
In this section, we will explore five compelling reasons why businesses should prioritize the use of emails over letters for their periodic follow-up communication. From enhanced personalization to cost-effectiveness, these reasons highlight the advantages of leveraging email communication to maximize customer engagement and satisfaction.
Speed and convenience
Emails offer the advantage of near-instantaneous delivery, ensuring that follow-up messages reach customers promptly. This immediacy allows customers to respond or take action immediately if needed. Unlike letters, which may take days to be delivered and received, emails facilitate a quicker and more efficient communication cycle.
Cost-effective
Sending follow-up emails is generally more cost-effective and efficient than traditional letters. With emails, businesses can reach a large number of customers simultaneously, eliminating the costs associated with printing, postage, and physical distribution. Additionally, automation tools enable businesses to streamline the email follow-up process, saving time and resources while maintaining consistent communication.
Trackable
Emails offer robust tracking and analytics capabilities, providing businesses with valuable insights into customer engagement and behavior. With email marketing platforms, businesses can track open rates, click-through rates, conversions, and other metrics, allowing them to measure the effectiveness of their follow-up campaigns and make data-driven improvements. This data-driven approach helps businesses refine their follow-up strategies and deliver more impactful communications.
Personalization
It is easier to personalize emails with the customer’s details as opposed to letters. With emails, businesses can address customers by their names, tailor the content based on their specific needs and preferences, and even include dynamic elements like personalized product recommendations or exclusive offers. This level of personalization creates a more engaging and relevant experience for customers.
Interactive and multimedia capabilities
Emails provide the flexibility to include interactive elements and multimedia content. Businesses can incorporate clickable links, buttons, videos, and images within their follow-up emails to provide additional information, showcase product demonstrations, or encourage customers to take specific actions. This interactive and visually engaging approach enhances customer engagement and boosts the effectiveness of follow-up communications.
Did you know? 72% of customers state that email is their preferred primary mode of communication with businesses (MarketingSherpa report).
Final Thoughts
Regular communication is an effective way to build a strong relationship with clients. A strong business-customer relationship is the foundation of a quality customer experience, brand loyalty, and recurring business. Emails are effective communication instruments for this purpose. Post-interaction messages can be used to thank customers for recent services, inform them of scheduled appointments, and market additional products and services. Lastly, the email should be professionally written to establish credibility and a positive brand image.