How to Respond To Customer Requests/Questions/Issues

Communication with customers can make or break a business.

On the one hand, the ability to communicate clearly and effectively leads to more satisfied customers, referrals, and better overall online image. On the other hand, failure to do so results in an undermined reputation, disappointed customers, and, of course, lower sales.

In fact, there’s evidence that U.S. businesses lose about $41 billion as the result of poor customer service every year.

That’s a lot.

Besides, no one can ever calculate the damage to reputation caused by ineffective and unprofessional customer service. That’s why businesses invest so much in customer service training. Today, customer service has become a brand, and many people are willing to pay more to get quality treatment.

In fact, PwC’s "Future of Customer Experience" study found that respondents from a range of different industries were willing to pay as much as 16 percent more for better service. On top of that, 74 percent of those surveyed said they wanted more human interaction and reported that many businesses “have lost touch with the human element of the customer experience.”

Let’s explore how your customer service team can respond to messages in a way that meets the highest requirements and prevents your business from getting negative online reviews.

The Most Important Rules of Customer Service

Before we proceed to actual writing tips, let’s make something clear: we’re going to avoid the mistakes that hurt your business and stick to the golden rule of customer service (more about in a second). Many customer service representatives make a mistake by telling customers what they want to hear.

This is a sure-fire sign of an unprofessional representative who either was poorly trained or had low motivation to do their job. People like these want to close customer service tickets as soon as possible and go home.

Clearly, a bad idea.

To make sure that we’re covering all bases, we’re going to use the golden rule of customer service:

Don’t delight your customers. Reduce the work a customer must do in order to solve their problem.

Why is this the golden rule? Because, as Harvard Business review found, it’s the key to customer loyalty, which, as you know, is critical for repeat business and positive image.

To resolve a customer’s issue, 2.4 emails, on average, are required, according to HBR. Clearly, meeting this goal is impossible with clear, effective, and customer-focused communication.

So, this is where customer service writing comes in. Let’s see how to respond to customer requests in a way that reduces their effort.

Writing Customer Service Responses: 7 Tips

1. Ensure that You Have All Information You Need to Respond

A good multi-channel customer support system typically provides all the information you need, including the name of the customer, the time when the request was made, related tags, etc. To make sure that your answer works to resolve a customer’s issue, review everything.

LiveAgent Ticket Feature
  • Use departments and tags for segmentation and distribution and assignment of tickets.
  • Use the extended customer information view to quickly gather information about the customer you are communicating with and access multiple integrations with other apps.
  • Ticket thread lets you see all communication with a customer even if it started from a different channel like chat and continued with email.
  • Quick Action Buttons help you easily transfer and postpone tickets as well as add notes, and other actions.
LiveAgent
  • The Left navigation panel lets you quickly navigate across the chat dashboard. You can check all active chats, availability per agent or access settings of chat buttons.
  • After Live Chat is initiated, you can see details of the customer chatting with you, like the page where chat was initiated, IP address, or previous communication.
  • Thanks to our real-time typing view you are able to see what customer type even before they click "send". You can prepare your answers and amaze them with lightning-speed service.
LiveAgent
  • Similar to live chat overview, call center offers left panel that will help you navigate inside dashboard in 1 click.
  • Call history offers list of all incoming and outgoing calls from LiveAgent with full-text search.
  • Action button lets you open a specific call ticket so you can access call recordings and the whole ticket thread.
LiveAgent Ticket Feature
  • Reports are a popular part of LiveAgent. They help you to see department statistics, so you can get a quick overview of what's happening in your helpdesk.
  • Inside the dashboard, you can see your online/offline agents and even initiate an internal chat with them!
  • With Personal statistics you can see performance your own individual metrics like time logged in or tickets answered.
  • Leaderboards are a part of gamification. They make daily work more fun and help to push performance of individual agents as they can compare their performance.

The more information you have about the customer and their problem, the better your chance is to solve it.

2. Avoid Unnecessary Complexity

Anything that can make your response hard to read or understand – jargon, long, complex words or sentences, fancy fonts that may not be supported by a customer’s device, etc. – should be avoided to achieve the best customer outcome.

Failure to do so is likely to result in a need for further clarification. Or, in many cases, the customer would have to find out what that fancy word that you wrote them means. Clearly, this adds more work, which is the opposite of what we’re trying to achieve, so make sure that the customer will understand your message without having to clarify the meanings, etc.

3. Use the Language of the Customer

As a general rule, the vast majority of customers use natural, conversational language when they message service teams. You have to respond in a similar manner because that would the language they prefer to communicate with you. Besides, this helps to avoid making customers feel like they’re doing work.

Reinforce your message by using positive language. This means avoiding phrases like “you need to” and “you have to” as well as words like “don’t” and “won’t” because they’re widely perceived as negative.

Bad example: “No, unfortunately, we can’t allow you to track five orders at a time.”

Good example: “At this moment, our website allows to track three orders at a time only, but we really appreciate you letting us know about this improvement idea. We’re constantly looking for those, and we’re definitely going to consider this one. Thank you for messaging us!”

4. Ask Questions in a Polite and Professional Manner

Isn’t that disappointing when a customer service representative has no idea what you’re talking about but still doesn’t ask you for clarification? Don’t make this mistake, and make sure that your response is professional and polite.

For example, instead of asking “What did you mean by that” try “Could you please clarify what you meant by this?”

5. Follow the Three S’s when asking a Question

Your questions will be more effective if they are:

  • Simple. Make them easy to understand; complex questions discourage customers to respond
  • Short. Make every question as short as possible and make sure that you don’t ask a lot of them; only one or two per message!
  • Specific. Focus at one problem in one question to avoid making them vague and make it difficult for readers to understand them.

6. Use Formatting for Important Information

If your reply contains something of great importance, be sure to use bolding or underlining to get your message across. For example, this might be important information that the customer needs to remember to achieve their goal.

7. Always Proofread

A silly mistake like a typo makes entire customer service look amateur, so take a quick look before you hit “Send.” Moreover, this can also help with such mistakes as unfinished sentences, wrong names, and many others.

LiveAgent Ticket Feature
  • Use departments and tags for segmentation and distribution and assignment of tickets.
  • Use the extended customer information view to quickly gather information about the customer you are communicating with and access multiple integrations with other apps.
  • Ticket thread lets you see all communication with a customer even if it started from a different channel like chat and continued with email.
  • Quick Action Buttons help you easily transfer and postpone tickets as well as add notes, and other actions.
LiveAgent
  • The Left navigation panel lets you quickly navigate across the chat dashboard. You can check all active chats, availability per agent or access settings of chat buttons.
  • After Live Chat is initiated, you can see details of the customer chatting with you, like the page where chat was initiated, IP address, or previous communication.
  • Thanks to our real-time typing view you are able to see what customer type even before they click "send". You can prepare your answers and amaze them with lightning-speed service.
LiveAgent
  • Similar to live chat overview, call center offers left panel that will help you navigate inside dashboard in 1 click.
  • Call history offers list of all incoming and outgoing calls from LiveAgent with full-text search.
  • Action button lets you open a specific call ticket so you can access call recordings and the whole ticket thread.
LiveAgent Ticket Feature
  • Reports are a popular part of LiveAgent. They help you to see department statistics, so you can get a quick overview of what's happening in your helpdesk.
  • Inside the dashboard, you can see your online/offline agents and even initiate an internal chat with them!
  • With Personal statistics you can see performance your own individual metrics like time logged in or tickets answered.
  • Leaderboards are a part of gamification. They make daily work more fun and help to push performance of individual agents as they can compare their performance.

Customer Service is an Art

While customer service is complex, your business simply cannot afford to drop the ball, because well, poor customer experience equals bad things. Hopefully, these tips were helpful to you to understand how to write effectively, and therefore, provide effective support.

 

Bridgette Hernandez is a professional blogger and translator who is currently working on a book about the role of chatbots in customer support. During her work as a writer and editor at HotEssayService and SupremeDissertations, she has helped thousands to improve the clarity of their writing as well as proofreading skills. Bridgette is currently looking to participate in projects involving the creation of customer service chatbot script to improve UX.

 

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