Exceptional Customer Experiences

How to deal with customer complaints

Every business, even the most prosperous ones, will occasionally have dissatisfied clients.

Responding to client complaints efficiently can help you keep consumers and enhance your business procedures. Customer complaints are an unavoidable part of running a business. Due to this, customer experience management is vital. Effective customer complaint handling needs a variety of abilities, including listening and problem-solving. If your profession requires you to contact with customers and clients, mastering efficient complaint handling techniques will help you ensure a satisfying experience for everyone.


Customer complaints are problems that customers and clients raise to show their displeasure or discontent with a company’s performance. Social media posts, online reviews, phone calls, emails, in-person complaints, and other means of contact are examples of different client concerns. There are numerous types of consumer complaints, such as:

Customer service complaints: Customer service complaints involve a specific unpleasant interaction with a customer care team member or discontent with a company’s customer service procedure.


Product complaints: Product complaints refer to issues with a company’s goods or services, such as malfunctions or a dislike of the way the product looks or performs.


New consumers who are unhappy with a company’s goods or services are said to have made a new customer complaint.


Recurring complaints: Recurring complaints are from loyal clients who often have a favourable opinion of your business.


Customer complaints that are persistent in nature are referred to as chronic complaints.


Even though handling client complaints may seem difficult, it’s crucial to do so because your business will gain a lot from the process. By taking the initiative to address complaints, you may keep clients and significantly enhance your business’s operations. Complaints can also help you better understand your clients, which is important for running a successful business. For instance, if a product is frequently criticised for being overly complex, you might want to concentrate on developing easier-to-use items in the future.


It all comes down to attitude.

Having the proper attitude toward complaints is essential to managing them properly. Just like that. Customer complaints should actually be welcomed and viewed as uninvited input, which is always a useful source of knowledge about your company. Customers don’t make complaints to be obnoxious or to irritate you. They do it because they have encountered an issue with your goods, services, or business practises and are merely informing you about it. Why not take advantage of this fantastic opportunity to learn how to enhance your company by using this client feedback? Here are six suggestions to keep in mind if a customer complains.


  1. React immediately.

A prompt answer should be provided to everyone who complains by phone, live chat, social media, or email. Even if you are unable to immediately resolve their issue, you may at least assure them that their complaint has been received, is being taken into consideration, and that you will make every effort to put things right as soon as possible.



  1. Keep a cool head in business.

You must maintain your composure and listen without interjecting, regardless of how irate or even unpleasant the customer may be. Although getting defensive when being assaulted is the most natural response, “winning” a conflict will not help you in any way. Allow them to speak and express their annoyance without becoming upset or losing your calm.


  1. Learn the specifics and statistics

After allowing them to speak, take the initiative and initiate questions to elicit as many details as necessary to fully comprehend the scenario and the issue. However, it’s crucial that you speak naturally and avoid being overly official or planned. Take advantage of this chance to engage a consumer in genuine conversation and establish trust.


  1. Recognize the issue

If your business did in fact make a mistake, own up to it, accept responsibility for the issue, and offer to assist a client in resolving it. I think that saying sorry also makes complete sense. It’s not a requirement that you accept responsibility when you apologise. It’s more important to demonstrate empathy for their feelings and comprehension of their anger with the circumstance.


  1. Present a practical resolution

It’s time to provide a practical remedy now that you are aware of all the details and the true issue underlying a customer’s complaint. If you are incapable of doing that, delegate the problem to someone who is. You’ll receive a satisfied and, most likely, a devoted consumer if you can handle things promptly and effectively without making them wait for long periods of time.


  1. Thank the client

Even when clients complain (even if they do it in a less-than-desirable way), you still need to be grateful at the end of the day. Once the issue has been resolved, express gratitude to the client for bringing up the issue and providing your company the chance to do better. You can also make them feel significant and useful by doing this.



Here at Woven we are not just an outsourcer; we offer a new way of working. Our people are powered by our technology to meet the needs of your business. If you want to find out more about customer service outsourcing, contact us on 03331037337 or email hello@wearewoven.com