---
Title: "How to Write Canned Responses (With 12 Examples)"
Url: "https://computer.io/answers/how-to-write-canned-responses"
Topic: "Support operations"
Description: "Write canned responses that don't sound canned: keep them short, personalize the first line, give one next step and review monthly. 12 examples included."
---

# How do you write good canned responses?

Good canned responses are short, specific and easy to personalize. Write them for one situation each, open with the customer's name and a line that reflects their issue, give the answer or next step in plain language, link to one resource, and close with a clear offer of help. Review and retire them regularly.

## A simple template

> Hi {name}, thanks for flagging {issue}. {Answer or next step in one or two sentences}. {Link to one resource}. If that doesn't solve it, reply here and I'll take a closer look.

## 12 examples

| Situation | Canned response |
|---|---|
| Acknowledge a ticket | "Thanks, {name}. I've got your request and will reply by {time}." |
| Need more information | "Could you share your order number and a screenshot of the error? That lets me check right away." |
| Known bug | "You're right, this is a bug we're fixing. I've linked your account so you'll hear when it ships." |
| Feature request | "Thanks for the idea. I've logged it with the product team and added your use case." |
| Refund approved | "I've issued your refund of {amount}. It should appear in 5 to 10 business days." |
| Password reset | "Here's a reset link: {link}. It expires in 30 minutes." |
| Escalation | "I've passed this to our {team} specialists with everything you've shared, so you won't need to repeat it." |
| Delay apology | "I'm sorry this is taking longer than promised. Here's where things stand: {status}." |
| Closing | "Glad that's sorted. If anything else comes up, just reply here." |
| Out of hours | "We're offline until {time}, but your message is in the queue." |
| Angry customer | "I understand why this is frustrating. Let's fix it now: {step}." |
| Cancellation | "I've cancelled your plan. Your data stays available until {date} if you change your mind." |

## Keep them from sounding robotic

Always edit the first line. Remove responses nobody uses. Track which ones lead to reopened tickets. AI assistants can now draft a personalized reply from the same approved content, which keeps the consistency without the copy-paste tone.

## FAQ

### What is a canned response in customer service?

A canned response is a pre-written reply to a common question that agents can insert and personalize, saving time while keeping answers consistent.

### Are canned responses bad for customer experience?

Not if they are personalized and accurate. They hurt when they ignore the customer's actual question or are sent unedited.

### How many canned responses should a support team have?

Start with responses for your top 20 to 30 ticket types. More than that becomes hard to maintain, and unused ones should be retired.

## Related terms

- [Canned response](https://computer.io/glossary/canned-response)
- [Agent assist](https://computer.io/glossary/agent-assist)
- [How do canned responses help in agent assist?](https://computer.io/answers/how-do-canned-responses-help-agents)

## How Computer helps

- [Customer agent](https://devrev.ai/solutions/customer-agent)

## Further reading

- [Canned response](https://devrev.ai/blog/canned-response)
- [Customer service email management software](https://devrev.ai/blog/customer-service-email-management-software)