Canned responses: what they are, and 40 examples

Short answer: a canned response is a pre-written reply to a recurring question or situation, saved so it can be inserted rather than retyped. The name comes from canned food — prepared in advance, opened when needed. Help desks call them canned responses or macros; Gmail called them Canned Responses before renaming the feature Templates; text expanders call them snippets or templates. Same idea.

Hi {{name}}, thanks for reaching out. I’m {{agent_name}} and I’ll be helping you today. I can see you’re asking about {{topic}} — give me a moment to look at your account.

Got it — I understand the problem is {{one_line_summary}}. I’m looking into it now and will have either a fix or a next step for you within {{time}}.

To narrow this down I need one thing from you: {{specific_detail}}. If you can also send {{screenshot_or_log}}, that will let me skip a few steps.

Let’s rule out the most common cause first. Could you try the following?
1. {{step_one}}
2. {{step_two}}
3. {{step_three}}
If the problem is still there afterwards, reply here and I’ll take it further on our side.

Thanks for flagging this. It’s a known issue with {{feature}} that our team is already working on. I’ve added your account to the ticket so you’ll be notified when it’s fixed. The current workaround is {{workaround}}.

This needs a closer look from our {{team}} team, so I’m passing it to them with everything you’ve told me — you won’t need to repeat yourself. They’ll reply on this same thread within {{time}}.

Good news — {{issue}} should now be fixed. Could you try {{action}} once more and confirm it’s working on your side? If it is, I’ll close this out; if not, I’m still here.

I haven’t heard back since my last message, so I’ll close this for now. Nothing is lost — if the problem comes back, reply here and it reopens with the full history attached.

Thanks for the suggestion — {{feature}} isn’t something we support today. I’ve recorded the request with your use case ({{use_case}}) so the product team sees the demand for it. I can’t promise a timeline, but I’ll let you know if it ships.

This one is outside what we can help with directly, since {{reason}}. The best place to get it answered is {{resource_or_contact}}. Sorry I can’t take it further from here.

I’ve issued a refund of {{amount}} to your original payment method. It usually appears within {{days}} business days depending on your bank. You’ll get an email confirmation shortly.

I’ve checked, and this purchase is outside our {{window}} refund window, which means I can’t reverse it. What I can do is {{alternative}}. Let me know if you’d like me to go ahead.

Your subscription is now cancelled. You’ll keep access until {{end_date}}, and you won’t be charged again. If you change your mind before then, you can resume from {{location}} without losing anything.

Your latest payment for {{plan}} didn’t go through — usually an expired card or a bank block. You can update the card at {{link}}. We’ll retry automatically on {{date}}, and your account stays active until then.

I’ve sent a reset link to {{email}}. It expires in {{minutes}} minutes. If it doesn’t arrive, check spam and confirm that the address above is the one on the account.

Here’s the invoice for {{period}}: {{link}}. If you need a company name, tax ID, or address added, reply with the details and I’ll reissue it.

Thanks for your interest in {{product}}. Based on what you described — {{their_goal}} — the {{plan}} plan is the closest fit. The quickest way to see if it works for you is {{trial_or_demo}}. Happy to answer anything before then.

Pricing is {{price}} for {{plan}}, billed {{cadence}}. That includes {{included}}. There are no setup fees, and you can cancel at any time. Full details are at {{link}}.

Thanks for your time today. As discussed, the two things that matter most for you are {{point_one}} and {{point_two}} — here’s how each works: {{link}}. Suggested next step: {{next_step}} by {{date}}.

From what you’ve described, {{product}} isn’t the right tool for {{their_need}}, and I’d rather say so than sell you something that won’t work. {{alternative}} is likely a better fit. If your needs change, I’m glad to pick this up again.

Quick check-in on {{topic}} — no pressure. If the timing isn’t right, tell me and I’ll stop following up. If it is, the next step is {{next_step}}.

Thank you, {{name}} — it’s great to hear {{specific_thing_they_praised}} is working for you. That’s exactly what we built it for. If you ever hit something that isn’t, we’re at {{support_channel}}.

I’m sorry this fell short, {{name}}. You’re right that {{acknowledged_problem}}, and that isn’t the experience we want. I’d like to fix it — could you reach us at {{contact}} with {{detail_needed}} so I can look at your case directly?

Sorry about this, {{handle}} — that shouldn’t have happened. I’ve sent you a DM so we can sort out {{issue}} without your details in public.

Good question — yes, {{product}} {{does_or_does_not}} {{capability}}. The details are at {{link}}. If that doesn’t cover your case, reply and I’ll dig in.

Good discussion — let’s move it into a thread so the channel stays readable. I’ll start it here 🧵

Decision: {{decision}}
Owner: {{owner}}
Due: {{date}}
Open question: {{question_or_none}}

Update on {{project}}: {{current_state}}. Next is {{next_step}}; I expect to report again by {{date}}. Blocked by: {{blocker_or_none}}.

Thanks for thinking of me. I can’t take on {{request}} by {{date}} without dropping {{current_priority}}. If {{alternative}} works, I can do that instead.

I’m out until {{return_date}} with limited access to messages. For anything urgent about {{area}}, contact {{backup_name}}. Everything else I’ll pick up when I’m back.

Welcome, {{name}}! Start with {{first_resource}}, then say hello in {{channel}}. I’m your contact for {{topic}} — message me any time something is unclear.

Hi {{name}}, I came across your work on {{specific_thing}} and wanted to connect. I’m working on {{your_area}} and would enjoy following what you’re doing.

Thanks for reaching out about the {{role}} role. I’m open to hearing more. Could you share the compensation range and whether the role is {{remote_or_location}}? If those fit, I’m happy to schedule a call.

Thanks for thinking of me for {{role}}. I’m not looking to move right now, but I’d be glad to stay in touch — feel free to reach out again in {{timeframe}}.

Thank you for the conversation today about the {{role}} role. I especially enjoyed discussing {{topic}}. If you need anything else from me for the next step, just let me know.

Got it, thanks — I’ll come back to you properly by {{time}}.

Confirmed: {{day}} at {{time}} {{timezone}}. I’ll send the {{link_or_location}} shortly.

Here’s {{what_it_is}}: {{link}}. The part relevant to your question is {{section}}.

Glad that sorted it. Thanks for your patience, and have a good {{day_part}}.

Sorry for the slow reply — {{brief_reason_or_omit}}. To answer your question: {{answer}}.