How Do You Effectively Deal With Customer Complaints?


Difficult customers are everywhere. And while most businesses experience them daily, it could be a pretty big hassle for newly joined employees to handle them effectively. The products of one’s business are sure to be liked by some and not by others. But being an entrepreneur, it is essential to do what it takes to create the brand and value for the product in the market. And you can do this by adding value, branding and certifying the product with an ISO 9001. Besides, even if everything is going according to the plan, it is crucial to make space for improvement while approaching negative audiences and complaints as a form of feedback and scope to improve, rather than criticism.


Below is a detailed guide on how one can approach and respond to negative feedback in the right way.


Keeping Emotions Separate and Practicing Healthy Detachment

It is essential not to take customer feedback personally when working for a firm or as a shareholder since customer complaints can differ. For example, there ought to be times when customers may walk in and give a random dose of advice that might not make sense to one. And it’s also vital to remember that you shouldn’t take these criticisms personally. Besides, always remember to make the whole experience for the customer better by actually paying attention to their feedback and politely replying with a few words to reassure them that their next following experience would be better.


Do Not Challenge Them or the Situation by Forcefully Trying to Prove Something

It is natural to be offended by a false accusation that the customer tries to put on you. So, if a customer happens to complain about the quality and root of the product, it is essential to hear them out politely rather than stating production and manufacturing facts. Meanwhile, when certain situations show up that have people blindly accusing the product and the sustained quality of the brand, using the fact that the company is certified with ISO 9001 is a better and factual way to not procure any harm to the company’s reputation. Also, it is vital to not get offensive and abusive with the customer during these types of situations.





Greet and Thank the Customers

Instead of saying the same “thank you, do visit again” on loop anytime someone enters, let them realise you are grateful that they are offering to you their grumbling or concern. For instance, you can disclose to them eventually that their piece of advice was very intriguing and helpful while complementing them in some way (as people tend to have good impressions on those who shower them with compliments, naturally). This opens up the chance for you to additionally pay attention to them while ideally giving them the assurance that you will hear what they need to say.


Pay Attention to What They’re Saying

Paying close attention to your customer’s complaint might not have been the best scenario for yourself, but make a genuine attempt to understand what they’re expressing. Maybe, the thing they purchased isn’t what it was they were looking for. Perhaps, customers are irritated by a particular employee they encountered while working for a company. So, acknowledge any “real reason” they’re claiming and make sure that it is understood what they stated.



Support is available in several different forms. In some circumstances, it just entails devoting greater attention towards them, while in others, it entails exchanging a defective item for the other. However, the backer should not have a lot of contrast. If you genuinely listened to whatever they had to express, you should be able to suggest different ways to assist them (and, far and away better, one excellent way to assist someone).


Be Adaptable

If no aim is available to make the client happy or, at the very least, content, you must examine which other methods you may use to assist them.


Infographic created by Clover Network, a retail POS system provider

Leave a Comment