6 Tips for Communicating with Unhappy or Dissatisfied Customers

Mon, 13 Nov 2023

Ever found yourself in a situation where your service or product didn’t meet your customer’s expectations, and you had to deal with it? It’s normal because every business will, at some point, have a customer who isn’t happy with the product or service offered. It can be challenging, but it’s also an opportunity to turn an unhappy customer into a loyal one.

In this blog post, we’ll explore 6 practical tips you can follow to handle these situations well.


1. Always stay calm

Stay calm when dealing with an unhappy customer. Keep your cool, be understanding, and stay calm during the conversation. Remember, their frustration is not a personal attack on you. For instance, if a customer is upset about a late delivery. Instead of getting defensive, respond with, “I understand this must be frustrating for you. I’m here to help.”


2. Actively listen with care

When talking to customers, give them your full attention and let them share any worries they have. Take the time to understand their problems, and ask questions for clarity when needed. This can go a long way in easing their frustration. If a customer is expressing frustration or dissatisfaction with your product’s performance, you can say, “I’m really sorry to hear you’re experiencing issues. Could you share more details so I can better understand your situation?”


3. Offer solutions

Once you understand the customer’s problem, provide practical solutions. Explain the actions you’ll take to help them. If you can’t fix the problem right away, tell them when it will be fixed and keep them updated on your progress.


4. Know when to escalate

Not every problem can be solved immediately. When necessary, involve management or a supervisor. Be open with the customer about the process and ensure a seamless transfer to the right team or person. PressOne’s call transfer feature can be a helpful tool in such situations.


5. Document the conversation

Keep a record of your conversation, noting customer concerns, actions taken, and proposed solutions. This not only serves as a reference for the future but also ensures consistency in addressing complaints. Use PressOne’s notes feature during customer calls for easy documentation.


6. Follow up

After solving the problem, check back with the customer to make sure everything is okay. This follow-up isn’t just about fixing the problem; it’s an opportunity to rebuild trust and show your commitment to their satisfaction.


There you have it. The next time you talk to an unhappy or dissatisfied customer, follow these tips and remember that good communication and a sincere desire to help are the keys to building lasting relationships with customers.

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