Being an exceptional customer service representative comes with specific requirements. One of them is understanding the effect of using service phrases. Your goal as a customer service employee is to hear problems and bring solutions. As long as you know how to solve the issues arising, you’re successful.
However, communicating well 24/7 can be difficult. You might run into problems you’re not familiar with, or simply have no answer to a specific matter. When you’re trying to please everybody, you might burn yourself trying to fix problems. This is why customer service jobs come with specific phrases that can be of great use to you.
Using the right customer service phrases can support efficient interaction. It can transform an average conversation into a great one. You can help another person fix his or her problem without making them feel uncomfortable. Here are some of our favorite phrases that’ll bring your game to another level.
- I would be happy to help you again!
Unhappy customers won’t show. Most of them keep to themselves, whether they’re satisfied with the services they’ve received or not. Take a look at college paper reviews everywhere and you’ll understand. But the truth is that customers are going to be disappointed if you cannot fix their problem.
This phrase will ensure that your customer leaves happily – or if she doesn’t, she can always come back for help. After telling them that you’d happily help them again, ask them to “let you know if there is anything else you can do for them.” That should do it.
- Great question! I will find that out for you as soon as I can.
As a term paper help specialist, I know how difficult it is to not know the answer to a relevant question. But it can happen, especially if you are new to the team. One of the biggest mistakes you can make is to leave your customer without answers. If you don’t know the right answer, your job is to find out. So kindly let them know that. Do not make a discussion about you. Avoid phrases such as “Sorry, I’m new!” or “I’ve never been asked that before, sorry.”
- I understand how (blank) that must be.
Empathy is one of the greatest tools you can possess as a customer service representative. When you say, I understand how (blank) that must be, you are automatically empathizing with that other person’s situation. The fact that the customer can be related to can make them feel more patient. They’ll understand that they’re talking to another human being capable of making mistakes, so they’ll slow down.
- As much as I’d love to help…
Sometimes, there is nothing else you can do about it. As much as you’d like to help, you simply can’t. That’s when you must let the customer know. Some requests are impossible to fulfill. So, instead of misleading him or her into believing that you might be able to fix the issue, say ‘no’ from the first start. It will save both your time and theirs. Use this phrase as a way to say ‘no’ more diplomatically.
- May I ask why that is?
You cannot tell your customers that they shouldn’t have done this or that. Rather, try to find an explanation for their situation by nicely asking for more information. People have a hard time handling criticism, so using abrasive language is never recommended. If their comments feel inappropriate or way too insensitive, ask them why that is. Working for a company’s custom research paper services, there are plenty of complaints to handle. I’ve learned that using diplomatic language is always the key.
- Nice to meet you!
If a customer initiates a nice conversation, let them know that you are happy to meet them, and then go on to discuss the issue. Too many companies choose the boring reply. They only respond to the issue, not the person. But creating a personal relationship with the customer is part of the process. Acknowledging their friendliness can be indeed successful.
- It makes sense why you’d want that.
Some customers need minor adjustments to improve their overall experience. For example, a student might need assignment help on a topic she’s not familiar with. She might have one or two questions on the subject matter so that she can continue her work. Try to understand her issue and let her know that her request makes complete sense.
If you are able to help with that, their gratitude will show. So, acknowledging their problems in the first place is necessary. Empathize with them. Let them know that you understand why and how they’d like the change to happen. Ask them for more information. Put yourself in their shoes to see the problem from another angle. The more you relate to their cause, the better suited you are to fix the issue.
- Thank you for bringing this to our attention!
Some people might call in to bring awareness to certain technical issues – and that is great. You should cherish the customers who do, because they can save your company time and money. Appreciate their intervention and let them know that you can assist with whatever they need. Thank them for the heads up and, if possible, reward them. This action shows great consideration for both your company and other customers.
- I’d like to know more about…
If you did not get enough details and are unsure of your responsibilities, it’s time to ask for more information. The customer cares about their problem and how it can be fixed. So you need to access all the necessary details to make that happen. Identifying the root of the problem at hand can be very effective. So strike for that next time you’re asked to bring a solution.
- Thank you so much for being our customer!
It’s always a good idea to thank your customer for working with you. A problem can be fixed only if both parties are involved. Thank them for participating in the process and let them know that you’ll always be happy to help them.
Making your customer satisfied can be challenging, especially when you’re becoming overwhelmed by the situation. Remembering these phrases can be of great help, therefore. Make sure you learn them and use them accordingly. Have fun!