Rule 2: If the customer is wrong, rule 1 applies.
It is said that for every person who complains, there are 26 silent sufferers, and each unhappy customer tells 10 to 16 other people. But if you address the problem in the right way, 90 per cent of the complainers will do business with you again. When people complain, they are usually angry or upset. This can be difficult to handle in a second language. Here is a six-stage process, with examples of appropriate language:
1) Listen positively and empathize
Don’t try to defend yourself or the company. Allow the customer to let off steam. Show understanding.
- “What seems to be the problem?”
• “Can you elaborate?”
• “Could you give me the details?”
• “That must have been very irritating.”
• “I understand how you must feel.”
2) Admit the mistake and apologize
Don’t put the customer on the defensive or question his judgement. Admit mistakes immediately.
- “I really am sorry.”
• “It seems something has gone wrong here.”
• “There’s definitely a problem here we need to deal with.”
• “I’m very sorry about this.”
• “I must apologize on behalf of the company for this.”
3) Accept personal responsibility
For customers, you are the company. They don’t care whose fault it is. You have to deal with it. If the problem can be dealt with only by someone higher in the hierarchy, stay with the customer until it is clear that the problem is being resolved.
- “I’ll make sure this is dealt with.”
• “Let me see what I can do.”