Assurance Phrases – Give some positive vibes in your daily scenario. These customer service phrases can help you prepare for common scenarios so you can take your conversations to the next level.
Careful consideration of the words you use when interacting with customers can be the difference between a great customer experience and a terrible customer experience. According to the 2023 Customer Experience Trends Report, 61% of customers will switch to a competitor after a bad experience. Using positive wording in your customer service language can help you deliver the great experience your customers expect so you can keep them on your roster.
Assurance Phrases
Incorporating positive, professional customer service language into your daily interactions can set an upbeat tone for your team, even when dealing with customer complaints. These customer service magic words can help you start every call off on the right foot.
What Is Assurance?
This welcome message immediately signals to the customer that this call is more than just a transaction. Taking the extra step to introduce yourself can add value to the conversation while providing great customer service that helps build relationships.
Show respect from the start and make a great first impression. Asking someone how they would like to be addressed shows that you are inviting them into an inclusive environment. If their answer differs from what was recorded, you can add a note to your customer service solution to better personalize your future interactions.
If it ain’t broke, don’t fix it. This classic customer service phrase is polite and professional and lets customers know you’re ready to listen and willing to help solve any problem they may have.
This dynamic phrase applies at the beginning or end of a call. Customers reach out because they need help, so telling them you’re happy to help at the start of the call sets a positive tone. They will understand that you want to guide them to a satisfactory solution.
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After you’ve resolved their issue, you can add that you’ll be happy to help if they need further assistance and invite them to get in touch again, making this customer service phrase the perfect ending to a memorable customer interaction.
After you’ve greeted the customer, it’s time to practice active listening and other customer service skills. Here are some of the best customer service phrases to keep a positive attitude when gathering information.
You can’t have all the answers in your pocket. When a customer asks you a question they need research on, this proposal lets them know you’ll do whatever it takes to get the answer. Take the time to get things right, rather than rushing into misinformation.
If you need to take a moment to review their account to gather the customer’s history or seek help from other resources, use this polite phrase to ask permission before waiting on the customer. This quick check-in is polite and shows that you value their feelings throughout the interaction.
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When you repeat information back to your customers, it shows them that you are actively listening and processing the conversation. Summarize their questions in bullet points and confirm with the customer. That way, they can correct misunderstandings or add details so you can start making plans.
A major pain point for customers is duplicate messages, especially when they call back with unresolved issues. After reviewing a previous conversation, this sentence shows that you proactively gathered the customer information and context needed to continue the conversation seamlessly without requiring the customer to fill in the blanks.
The more detailed information you collect from your customers, the better you will be able to properly diagnose the problem and find a solution to the root cause. This polite phrase prompts the customer to explain their problem in detail so you fully understand the situation. If you need help from a subject matter expert or administrator, you can provide your team with the necessary details to find a solution.
It may take some time for your customer to explain complex issues. In their interpretation, they may relive some of the negative emotions from their experience. When they’re done, say a sincere “thank you” while you work on the details.
Phrases To De Escalate Any Angry Customer
If the customer calls you with a new topic that you haven’t discussed in previous conversations, you may need to extract some information in real time. This sentence invites the client to work with you to make sure everything is correct as you repeat and summarize their information.
Frustrated customers are often easy to read. A change in their tone—even across a messaging channel—can indicate they’re unhappy. Some customers may even tell you they are disappointed. Showing empathy in these interactions is critical. The following empathetic customer service hotlines can help you prevent situations from escalating while you continue to build stronger customer relationships.
Let customers know you are part of their team and understand how they feel. This sentence shows that you have been in their shoes before and that you understand how to help them reach a satisfactory resolution.
This statement validates the client’s feelings and creates a compassionate environment conducive to finding solutions together. Once you demonstrate to your customers that their questions have value and you respond in kind, it will be easier for you to move forward.
Assure In A Sentence: 45 Examples For Perfect English!
A sincere apology is a great way to handle an angry customer and turn an awkward situation into a positive experience. This quote conveys empathy, openness, and a commitment to learn from the mistakes that led to the problem.
Say thank you to a customer who lets you know about a problem you may not have known existed with this classic phrase. This is a quick and polite way to acknowledge their efforts and say thanks for their feedback.
This phrase applies when a customer identifies a preferred solution to a problem, but you may not be able to provide it. Express your understanding of their motivations and how they connect, then use other positive phrases that offer solutions to move the conversation along.
If you’ve exhausted all options and your team still hasn’t come up with a satisfactory solution, you can use this suggestion to get your message across. You can’t win over every customer, but showing gratitude to your customers for understanding and accepting the results goes a long way toward building relationships.
Sorry For The Inconvenience
Sometimes, a client may want a specific solution after you’ve exhausted all avenues to achieve that goal. This suggestion allows you to offer alternatives that you can offer when the answer is no.
This suggestion allows you to immediately offer a solution and move the conversation in a positive direction. This proposal will lead to the creation of an action plan and prepare the client to understand that they are on the verge of a solution.
If a customer is frustrated, the last thing you want to do is add tasks to them. However, some solutions require customers to take the first step so you can do your part. Use this sentence to politely ask them to do whatever you need to help you start a resolution plan.
This sentence tells your customers that you oversee a plan of action and resolve their issues quickly. They will appreciate being in control of the situation and appreciate your customer-centric approach to ensuring their satisfaction.
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Customers want to know that their feedback is heard and taken seriously. Give them confidence that your team can consider and implement their suggestions, amplifying the voice of your customers and communicating their value to your business.
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You’ve handled the interaction perfectly and are ready to end the call. Here are some great phrases for customer service representatives to use at the end of a conversation.
When customers know you’re actively solving their problems, they tend to be more patient with the process. Giving customers a specific update date or time can reassure them while allowing you to work behind the scenes to identify all possible solutions. By communicating with your customers on your own terms, you will convey credibility and build trust.
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If customers have additional questions or problems, give them an open invitation to call back. When they know you’re happy to help them when they need help, it adds value to their experience with your brand.
If you reach out to other internal resources for resolution assistance and are ready to connect them with the customer, ask the customer if they are ready for the transition. They may have additional questions or information for you, so asking their permission can make for a smooth transition. It’s a good idea to transfer over a phone line or ask everyone you’re talking to for introductions before you hang up.
You can always add more nice words to your customer service script to enhance the good vibe. You can incorporate these customer service words and phrases into any situation to enhance your customer experience.
Add some positivity to the interaction with this thank you statement. Use phrases
Phrases, Power Words, And Empathy Statements For Providing Excellent Customer Service
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