As I stepped through the door, a question and answer session was in progress. A woman stepped up to the microphone and asked “Is the customer always right?”

Jack smiled and said, “You might not think so, and they may believe so, but if you don’t make it so, you’re dead!”

Jack, that is a pretty strong consequence. Dead. But let’s face it. Who will come to do business with you again after you argue with them about their dissatisfaction? I think most people will just go somewhere else.

Isn’t is just common sense that we let our customer complain and then make it right? Well for the business owner, we usually just grin and say ” what would it take to make you happy today?” but what about our employees?

If we have not taken the time to train our employees how to deal with an unhappy customer, how will they react when one attacks them with ” the food was cold and tasted like crap!” or “I only had it for three days and the wheel fell off!”

It is important that as part of training any employee who has contact with the customer they have training on dealing with complaints as well as how to work the register or take the order. As a business owner you probably have already thought of that. Is there a piece of this puzzle missing?

The missing piece might be empowerment. The employee can be trained how to be calm and not take complaints personally. But what if they are not empowered to take action and correct the problem immediately themselves? What if you have instructed them to get you if there is a problem and you are on your way to the bank to make a deposit?

In most cases an angry consumer will not wait for you to return.

This would mean that if your employee is not empowered to make a correction or offer a compromise to make the customer happy, you would lose their business forever. How much does it cost to get a new customer? How much does it cost to make them happy when they are dissatisfied? The difference on paper is staggering.

Therefore, as part of the training of a new employee, it should be taught what is possible to do to make a customer happy when they are complaining. A quick response to a problem is appreciated almost more than the actual solution in most cases.

You see in life, we are all customers at some time or other, and I don’t know about you, but when I am an upset customer, I am always right!

It was then that right before my eyes a customer service miracle occurred. Rather than replying with the same nasty treatment they had just gotten from the customer, the staff quickly gave her a new drink. Then a man appeared with a smile and said, “I would be glad to clean that up for you.” The staff never heard the words “thank you” from that customer, yet they acted as if they had. All were professional and conveyed an attitude that said, “We love having the opportunity to serve each and every person in this restaurant.”

Not surprisingly, the place is almost always busy. The restaurant is clean, the management supports our community with various school spirit fundraising nights, the food is better than most fast food, and most of all, the people that work there make you want to come back.

Watching customer service interaction is my hobby and my work, and today’s experience was a living, breathing example of the 21 Rules for Excellent Retail Customer Service that we share with the participants in our courses. Most of them are not that hard to follow. However, they can be hard to follow consistently.

If you work with customers in retail, take a look at the list and ask yourself how closely you follow the rules.

1. Smile when greeting a customer in person and on the phone (and yes, they can tell if you are smiling over the telephone!).

2. Use age-appropriate greetings, and avoid referring to older customers and women as “guys.”

3. Be proactive and ask how you may be of service.

4. Stay visible and available, but don’t hover.

5. Don’t turn away, walk away, start to make a phone call, or duck beneath the counter as a customer approaches. (We’ve all had it happen to us.)

6. The live customer standing in front of you takes precedence over someone who calls on the phone.

7. Never judge a book by its cover–all customers deserve attention regardless of their age or appearance.

8. Leave food and beverages in the break room.

9. A customer doesn’t want to hear about your upcoming break.

10. Makes any personal calls when you’re on a break and out of earshot.

11. The correct answer is never “I don’t know” unless you add to it, “but I can find out for you.”

12. If a customer wants something that isn’t on display, go to the stock room and try to find it.

13. If the item isn’t in the stock room, offer to call another store or order it.

14. Learn to read body language to see if a customer could use some help.

15. Don’t let chatty customers monopolize your time if others are waiting.

16. Call for backup support if lines are forming.

17. Be discrete if a customer’s credit card is declined by asking if there is another method of payment he or she would like to use.

18. Never discuss customers in front of other customers (they’ll wonder what you’re saying about them once they leave).

19. Inspect merchandise before bagging it to make sure it’s not defective or the wrong size.

20. Make sure customers receive everything they’ve paid for before they leave your store.

21. Smile as you are saying goodbye and encourage the customer to come again.

And here’s one more tip: if you can, give people more than what they expect.

I wasn’t even thinking about dessert, yet I somehow let the unexpected query: “Can I get you a slice of cheesecake to go with your Caramel Macchiato?“ entice me into accepting a rich slice of cheesecake.

The lady at the Barnes & Noble Café flawlessly executed the “up-selling” technique and without any hesitation I accepted. Not once in the three years of my attending my usual café has anyone tried to upsell me. As I enjoyed each delectable bite of the cheesecake I wondered, “What would it mean to Barnes & Noble’s bottom line if every salesperson in the Café attempted to upsell beverage seekers? What would it mean to the bottom line if just 2% of customers everyday were upsold?” What would it mean to your bottom line if every one of your employees flawlessly upsold your customers?

In my experience both as a consumer and as a Business Growth Strategist, I have discovered that many businesses avoid up-selling because they’re concerned that the customer may feel irritated or pressured, and often customer service professionals are reluctant to upsell because they’re uncomfortable with a “selling” role. But here’s the thing: If you don’t try to upell you are 1) Leaving money on the table and 2) Withholding value-added services from your customers. When done right, upselling offers translate into sales 5-20% of the time. And research shows that most customers appreciate up-selling when they are offered additional benefits that are relevant to their needs. Read on to get 5 tips to help you confidently and successfully upservice your customers.

Think of upserving as “Up-Servicing” – When done right, upselling is simply offering a “suggestion” to an already receptive buyer to enhance the value of her service. This is exactly what I experienced at Barnes & Noble Cafe. I was already a receptive buyer and the cheesecake most definitely enhance the value of my experience. When viewed as truly upservicing as opposed to upselling, selling doesn’t feel so overwhelming.

Make sure your upserving offer is always relevant to the customer’s needs. Offering a buyer of a latté a book on Feng Shui tips may not be relevant and is likely to be rejection waiting to happen. But offering dessert truly offers to enhance the receptive customer’s experience.

Be more interested in being of service than in getting a commission. Always focus on offering products or services that are relevant to the customer’s needs and will arguably enhance the customer’s experience. If your sole objective is to get a commission, customers will smell you a mile away. And trust me, they will not buy.

Recognize that upservicing increases customer satisfaction. Surveys and research has found that offering products your customers might find useful is a proactive effort on your part that conclusively leads to increased satisfaction and loyalty.

Think of “up-servicing” as a proactive service initiative. When you add upservicing to your skill repertoire, you will increase customers satisfaction and grow your bottom line.

I wasn’t even thinking about dessert, yet I somehow let the unexpected query: “Can I get you a slice of cheesecake to go with your Caramel Macchiato?“ entice me into accepting a rich slice of cheesecake.

The lady at the Barnes & Noble Café flawlessly executed the “up-selling” technique and without any hesitation I accepted. Not once in the three years of my attending my usual café has anyone tried to upsell me. As I enjoyed each delectable bite of the cheesecake I wondered, “What would it mean to Barnes & Noble’s bottom line if every salesperson in the Café attempted to upsell beverage seekers? What would it mean to the bottom line if just 2% of customers everyday were upsold?” What would it mean to your bottom line if every one of your employees flawlessly upsold your customers?

In my experience both as a consumer and as a Business Growth Strategist, I have discovered that many businesses avoid up-selling because they’re concerned that the customer may feel irritated or pressured, and often customer service professionals are reluctant to upsell because they’re uncomfortable with a “selling” role. But here’s the thing: If you don’t try to upell you are 1) Leaving money on the table and 2) Withholding value-added services from your customers. When done right, upselling offers translate into sales 5-20% of the time. And research shows that most customers appreciate up-selling when they are offered additional benefits that are relevant to their needs. Read on to get 5 tips to help you confidently and successfully upservice your customers.

Think of upserving as “Up-Servicing” – When done right, upselling is simply offering a “suggestion” to an already receptive buyer to enhance the value of her service. This is exactly what I experienced at Barnes & Noble Cafe. I was already a receptive buyer and the cheesecake most definitely enhance the value of my experience. When viewed as truly upservicing as opposed to upselling, selling doesn’t feel so overwhelming.

Make sure your upserving offer is always relevant to the customer’s needs. Offering a buyer of a latté a book on Feng Shui tips may not be relevant and is likely to be rejection waiting to happen. But offering dessert truly offers to enhance the receptive customer’s experience.

Be more interested in being of service than in getting a commission. Always focus on offering products or services that are relevant to the customer’s needs and will arguably enhance the customer’s experience. If your sole objective is to get a commission, customers will smell you a mile away. And trust me, they will not buy.

Recognize that upservicing increases customer satisfaction. Surveys and research has found that offering products your customers might find useful is a proactive effort on your part that conclusively leads to increased satisfaction and loyalty.

Think of “up-servicing” as a proactive service initiative. When you add upservicing to your skill repertoire, you will increase customers satisfaction and grow your bottom line.

Make Customer Satisfaction # 1 Hey, forget about how many sales you make in a day, and look at how many customers you satisfied today! Every satisfied client means repeat sales. Yep, it might be a product that they purchase over and over again, or it may mean different products they pick up every time they walk through the doors. Heck, it might mean both repeat products and added impulse products as well.

Happy customers talk to their friends, and friends trust what their friends have to say about a business. Yep, even though it’s an opinion…they’ll take it as the gospel and set a lot of stock in it. Keep your customers saying good things about your products and services…it’ll pay off.

Deliver…Don’t Promise More Than You Can Handle No one likes to be let down. Yeah, that means your customers will be happier if you promise less, but deliver more. Think about this…happy customers tell 3 of their friends about you, but disappointed customers gripe to 11 friends about what you didn’t do right. Yep, it pays to keep your word!

What about those unhappy clients? Deal with them as quickly as possible and do what it takes to keep them happy. Yeah, you might lose a little profit today, but think of it like this…if you keep them on your side they’ll come back again and again – and so will their friends.

Keep an Element of Surprise Alive Have you ever gone shopping and at the counter discovered the item you purchased was on sale? Yeah, it feels great to save money you weren’t expecting to save! Along with your advertised sales, slip in some unadvertised specials. Your customers will look forward to the unexpected savings they encounter at the cash register.

Think about this…would you rather shop at the new store across town where the clerks are unfriendly and you’re not sure of the quality of the product when you’ve already got a good thing going on somewhere else? We all have a zone of comfort and are creatures of habit. When your customers are in the habit of smiling every time they walk out of your door, they’ll be less likely to experiment with an uncertain competitor.

Tell Your Customers You Appreciate Their Business We all enjoy the warm fuzzy feeling that comes with being appreciated. Yep, a smile…a thank you…a pat on the back…they all leave us feeling great. How can you send your customers out of the store with the knowledge that they are valuable to you? Just say it…I appreciate your business! Say it with a special sale…by letting them in on a new product or service your are adding just for them…or simply with a smile and heartfelt thanks.

Think about this…how do you feel when you know your opinion counts? Yeah, we all like to think people respect our thoughts and ideas. When your customers know you put a lot of stock in what they think of your business, they’ll be more likely to talk it up to their friends and family. Reward them every time they share their opinion about your business. Set up a special referral reward program and watch the news travel.

Invest in your customers…the dividends are great!

The benefits of Customer Relationship Management CRM are clear: CRM ebables companies and organizations to build more profitable customer relationships and reduce operation spendings. Sales, mareketing personnels will have more customer information to work on. The business is able to know what customers want so that they can maximize their revenue by adverting the right products to the right people. CRM also enable business to monitor all the contacts between customers and companies.

However, study has shown that only 16% of businesses are satisfied with their CRM software. More than half of CRM initiatives fail. The biggest problem is that the collected data are not used. Most of the companies has spent tons of money to collect all kinds of information of their clients but never use this information to improve their business. Money spent on CRM software and implementations has been wasted. As a business owner, before you spend any money on CRM software and implementations, you need a complete planning that ensures your success. The ultimate goal is to improve your relationship with your customers, and boost your customer satisfaction.

For more information and resources related to CRM and CRM softwares,visit the one-stop online CRM solution website at http://www.crm-solution-web.com/

1. Telling the customer he or she is wrong. You will be smart to NEVER tell a customer they are wrong or mistaken. Telling a person they are wrong arouses opposition and will make the customer want to battle with you. (Ever tell your spouse they are wrong?) “It is difficult, under even the most benign conditions to change people’s minds.” So why make it harder by starting out on the wrong foot? If you know your customer is wrong, it’s better to start off saying something like, “I thought the contract read otherwise, but let’s take look.”

2. Arguing with a customer. You must realize you cannot win an argument with a customer. Certainly, you can prove your point and even have the last word. You may be right, but as far as changing your customer’s mind is concerned, you will probably be just as futile as if you were wrong. Your goal in complaint situations is to retain the customer, not to be right. If you win the argument, you may very well have lost the customer. Think carefully about the response you want to give and ask yourself, “Is my reaction one that will relieve the problem, or will it just relieve frustration? Will my reaction drive my customer further away? What price will I pay if “I” win the argument?” The only way to get the best of an argument is to avoid it.

3. Telling a customer to calm down. Certainly, there are times when a calm disposition would make every one’s life easier, but telling your customer to calm down is rarely effective. Like you, your customers don’t like to be told what to do. Try this approach instead: “Clearly you’re upset and I want you to know that getting to the bottom of this is just as important to me as it is to you.”

4. Failing to apologize to customers in the wake of problems. One of the easiest and quickest ways to diffuse anger, create rapport, and regain goodwill with unhappy customers is to apologize. Offering an apology to a customer who experiences a problem should be a natural response from customer service providers. Yet, recent research reveals the startling fact that 50% of customers who voice a complaint say they never received an apology.

Not only does an apology give “soft benefits” such as creating calm, shaving minutes off of talk time, less stress on the employee, etc., it can also translate into significant and measurable savings in reduced lawsuits, settlement costs, and defense costs.

An apology does not have to be an admission of fault. It can be offered to express regret. For example, “I’m so sorry for any inconvenience this misunderstanding has caused you.”

5. Escalating voice. Avoid the temptation to yell just because your customer is yelling. You don’t want to get caught up in their drama. Instead, remain centered and calm, relying on your ability to communicate with diplomacy and professionalism.

6. Not allowing the customer to vent. An angry customer can be compared to an erupting volcano. When a volcano is erupting, there is nothing you can do. You can’t tame it, can’t speed it up, and you can’t control it. It must erupt. But erupting volcanoes eventually subside. Your angry customer – who is intensely emotional – is the same way. He must erupt (that is…express his anger through venting). You can’t tame the customer, you must simply let him vent. After briefly venting, most angry customers will begin to calm down. Let your customers vent.

7. Proclaiming to the customer: “This is all I can do.” You are there to help. Give your customer options and look for every way you can help.

The interaction anyone has at any level with your employees, including you, gives a customer– whether current, potential, internal or external–an opportunity to make a judgment about you, your company, all companies like yours. I’m not just talking about call centers here. All technical support or help desk personnel are included as well. As a matter of fact, anyone who is in the customer service business period.

With continued focus on customer satisfaction, customer retention, and lifetime value of the customer, it is no surprise that contact center operations continue to increase in importance as the primary hub of a customer’s experience. For the customer, the person on the other end of the phone is the company. The contact center is still the most common way that customers get in touch with businesses. In fact, Gartner reports 92% of all contact is through the center. And it’s been reported that 70% to 90% of what happens with customers is driven by human nature, having nothing to do with technology. State of the art technology is a necessity today, but it is meant to enable human endeavors, not to disable them.

I often talk about taking customer service and ‘kicking it up a notch.’ In the food industry, the word ‘lagniappe’ is often used. Its definition is “a small present given to a customer with a purchase. For example, when you go to the bakery and buy a dozen donuts or bagels, you oftentimes get a ‘free’ one or a baker’s dozen. That’s what customer service should be about–giving the customer more than they expected! Let’s bring lagniappe into the contact center industry.

If we’re going to speak about world class customer service, let’s have a working definition it so we’re all on the same page. Customer service is those activities provided by a company’s employees that enhance the ability of a customer to realize the full potential value of a product or service before and after the sale is made, thereby leading to satisfaction and repurchase.

Let’s look at the first W which is Why?

The state of customer service today is not good, be it over the phone or self service. Because 92% of people feel their call experience is important in shaping the image of a company, this reinforces the importance of centers in branding the image of their companies.

In a Mobius Management Systems Survey, here’s what happened because of poor customer service:

60% cancelled accounts with banks 36% changed insurance providers 40% changed telephone companies 35% changed credit card providers 375 changed Internet service providers

Are you one of these statistics? I certainly am.

In a study done by Purdue University and BenchmarkPortal.com, in answer to (1) how did agents satisfy your needs and handle the call, and (2) based on any negative experience, would you stop using this company in the future? the findings reveal a strong correlation between the participant’s age and the tendency to stop using the company after a bad experience.

What does this mean? Younger participants were less tolerant and more likely to move to the competition. People over 65 were found to be more demanding than those in middle age.

What can you do? Give younger callers a ‘wow’ experience–maintain their loyalty. People over 36 probably have more of an ‘emotional bank account’ with the company they are dealing with–maybe had some good experience and therefore are more willing to ‘forgive.’

In a recent study (CRM Magazine/PeopleSoft Web Seminar on How Usability Helps to Drive a Profitable Contact Center), the number of applications required for agents to access customer inquiries were:

3.7% just 1 81.5% 2 – 5 7.4% 5 – 10 7.4% more than 10

As you can see, the majority of applications are 2 – 5. The goal, of course, is to link every point of contact to one central location for a customer-centric, synchronized approach satisfying customer experiences with every interaction.

Strategies for success for world class service should include:

Respond promptly Handle requests through the customers’ choice of medium Be brief and clear Reduce back and forth communications (especially in writing, i.e., email, kick it up to a phone call if it goes beyond two) Personalized service Delight the customer What do we mean by delighting the customer?

Inform and educate them Establish your expertise and professionalism Offer options Diffuse upset, anger, when and if necessary Escalate, if required Take Ownership of the call

Remember we’re still on the first W – the Why. Today’s pressures on agents are different than in the past. They are asked to handle more customer, more volume, more complex and/or complicated calls. After all if we could handle our issues with self service, we probably would not call. But if we tried self service and it didn’t work, now we’re upset and it’s an escalated call from the get go.

They’re asked to provide more information, do it faster and be available and accessible. But they are to lower costs, generate revenue, incorporate new technologies, ensure closure and commitment, deliver ‘great’ service and when? Yesterday, of course.

As a matter of fact the CDC (Center for Disease Control) has said that the causes of death for people under 65 are:

21% – environment – war, accidents, crimes 9% – health care system – doctors, hospitals, medications 17% – human biology – not because of lifestyle 53% – because of the way people choose to live their lives!!!

This is the good news and the bad news. It’s bad news because it’s more than half. However, the good news is that this is something we can do something about, it’s about choice.

The #2 W is Who should be trained?

We suggest front line agents/representatives, supervisors, team lads, managers, assistant managers, internal customers and other departments – anyone who is a touch point so that they can learn to speak the same language, and more importantly, not be in an adversarial position, but rather, together they are serving the external customer or end user.

The #3 W is Where should the training take place? Offsite vs onsite, and there are advantages and disadvantages for both.

Certainly it is most cost effective to have training on site. However, distractions are rampant as is the participant’s availability to a person or problem.

Offsite is more costly. However, there are no distractions and the participants are unavailable to other departments, their managers, or any issues. I believe there is psychic value in taking people away from their work stations and off site to acknowledge the touch jobs they have.

The #4 W is What should be included in any training? We believe the following modules provide a robust, powerful, and succinct training curriculum:  Quality Customer Service  Rapport Building  Customer Expectations  Perception Shifting  Conflict Resolution  Language Skills  Anger Management  E-Mail Protocol  Stress Reduction  Empathetic Responsiveness  Change Management  Communication/Listening Skills  Interaction/Role Play  Service with a Smile

Further suggested is university certification to up the ante. The more professionally you treat your employees, the more professionally they will treat your customers.

The #5 W is When. We say for new hires, monthly, ongoingly, consistently, whenever change occurs, when stressors increase, and as needed.

We further suggest that each employee get a minimum of 24 hours per year of ongoing training, spread out over time for the most absorption. We divide our trainings into two four hour sessions per day and deliver 6 days per employee. Therefore, 30 people can participate in the training per day. If there has been no ongoing training, we do four days once a month for four months and then a session three months later, and then another three months later. In this manner, training is customized, in real time, and can address whatever challenges are presented when they occur.

2. Anger must be acknowledged. It’s not productive for you to ignore anger or tiptoe around it. There is something known as the communication chain. When people communicate, they expect the person or persons they are communicating with to respond or react…this response or reaction is a link in the communication chain. A failure to respond to communication leaves the communication chain unlinked…broken. For example, If I walk into my office and say… “Hello Sherry, how are you?” ….and she says absolutely nothing, she’s broken the communication chain. And that leaves me feeling awkward, perhaps embarrassed.

If a customer expresses anger and we fail to respond to it, the communication chain is broken and the customer feels like they are not getting through, that you are not listening. So, the customer may speak louder to make his or her point. They might become even angrier and more difficult, as they are resorting to whatever it takes to feel heard and understood. You can keep your angry customers from getting angrier by acknowledging their anger and responding to it. You can respond to anger with a statement like, “Clearly you’re upset and I want you to know that getting to the bottom of this is just as important to me as it is to you.” This statement directly and professionally addresses anger – without- making the customer even angrier. Now that the anger has been acknowledged, you have completed the communication chain.

3. First, diffuse anger. Research has shown that an approach to problem solving that emphasizes anger diffusion first results in a lesser payout by the company. If you first work to diffuse anger and then move into problem solving, you will find that communication is much easier/because your customer is able to really listen to you. Problem resolution is now possible because your customer is calm and in the position to rationalize. Beginning the problem solving process before addressing and diffusing anger makes your job much harder because your customer is emotional and not able to fully rationalize. If you do attempt to solve the problem or negotiate, you will almost always have to offer more to satisfy the customer than you would if you had successfully first diffused anger.

Now that you know that anger precludes rationality and that anger has to be responded to, make sure you don’t ignore the customer’s expression of anger and that you always work to diffuse anger and create calm before beginning the problem resolution process. When you do this, you’ll quickly find yourself responding to anger with much more ease and confidence.

4. The issue is not the issue. In conflict situations, the issue at hand is not usually the “real” issue. The way the issue is handled becomes the real issue. What really matters to customers is not the $2 overcharge or the fact their order for cranberry red paint is actually holly berry red. What does matter is how the company responds and resolves the issue. That becomes the real issue.

5. Ventilation is crucial. An Angry customer can be compared to an erupting volcano. When a volcano is erupting, there is nothing you can do about it. You can’t speed up the eruption, you can’t put a lid on it, and you cannot direct or redirect it…it must erupt. When a customer is angry, they must experience and express their anger…through venting. We should not interrupt them or tell them to “calm down.” This would be as futile as trying to tame a volcano. A volcano erupts and eventually subsides. Your angry customer will vent and eventually calm down.

6. An apology works. An apology makes the angry customer feel heard and understood. It diffuses and anger and allows you to begin to re-establish trust. Not only that, but pilot studies have found that the mere act of apologizing has reduced lawsuits, settlement, and defense costs. You need to apologize to customers regardless of fault. Certainly, the apology needs to be carefully worded. Here’s an example of a sincere, yet careful apology:

“Please accept my sincere and unreserved apology for any inconvenience this may have caused you.”

7. You cannot win an argument with a customer. Certainly, you can prove your point and even have the last word. You may be right, but as far as changing your customer’s mind is concerned, you will probably be just as futile as if YOU were wrong. Your goal in complaint situations is to retain the customer, not to be right. If you win the argument, you may very well have lost the customer. The only way to get the best of an argument is to avoid it.

When you’re dealing with angry customers, make sure you acknowledge their anger, allow the customer to vent, and carefully handle the issue with diplomacy and tact. When you do, you’ll find that diffusing anger is much easier and you’ll significantly reduce your stress level.

When you’re dealing with angry customers, make sure you acknowledge their anger, allow the customer to vent, and carefully handle the issue with diplomacy and tact. When you do, you’ll find that diffusing anger is much easier and you’ll significantly reduce your stress level.

Don’t Be Rude or Dismissive.

The customer’s complaint might seem stupid to you, or even insulting — but that doesn’t mean that you can respond in kind. You must treat every customer complaint seriously, and always act as if it is 100% your fault that things weren’t to their satisfaction.

Remember that every unhappy customer will talk about their experience to your potential customers (research varies, but some say that they might tell as many as 20). Those potential customers won’t get to hear your side of the story. Going the extra mile to keep unreasonable customers happy is, above all else, a defensive technique to prevent them from damaging your business. Don’t be scared of complaints: you should, instead, be actively soliciting them, to give you a chance to put things right before they tell anyone.

Write a Letter of Apology.

People will really appreciate the effort you’ve gone to if you take the time to write them a formal letter of apology, and say that you’re sorry things weren’t to their satisfaction and you appreciate them taking the time to tell you so that you can improve. For example:

‘Dear Sir,

It has come to my attention that you weren’t happy with the service you received from my company in respect of the delivery of items to your home. We have now contacted our delivery service and fixed the issue, although I understand that this came too late to avoid inconveniencing you.

I would like to sincerely apologise to you for the bad experience you have had with my company, and hope that this will not harm our chances of doing business together again in the future.’

Make sure you sign the letter yourself, in pen. People hate seeing letters with printed signatures on.

Offer a Partial Refund.

The closing part of your letter should offer a refund of as much as you can afford to give — in this scenario, for example, where there was a problem with delivery, you should offer to refund the full cost of delivery, plus a little extra to cover the inconvenience.

In this way, you can turn your dissatisfied customers into some of your most satisfied ones. They will tell everyone they know that there was a small problem that wasn’t your fault, and they probably complained too harshly, but you handled it courteously and sent them a refund.

Having people know that you respond well to complaints is some of the best word-of-mouth marketing you can get. What’s more, that customer you treated well is surprisingly likely to come back and do business with you again — although, of course, they’ll be very annoyed if things don’t go well the second time either.

Do Some Complaining Yourself.

A large amount of the time, when a customer complains about something, it wasn’t caused by you — it was some kind of problem with your supplier, or someone else you rely on. Of course the customer didn’t know this, but you do, and you need to do something about them. Write them a letter of complaint, like the following:

‘Dear Sir or Madam,

Due to your service being unavailable this week, I have received the attached customer complaints. I hope you will understand that I am very displeased, and I am currently considering alternative suppliers.’

With this letter, enclose a copy of every customer complaint you got thanks to them. Your supplier will often be eager enough to keep you on as a customer that they will offer some kind of compensation package — which you can then pass on to your customers, or use to cover the cost of refunds you have already given them.