Important Phrases of Customer Service You Should and Shouldn't Be Using

Customer service is vital for any business. Phrases of customer service play an important role in retaining the customer. A good customer means more revenue generated. The tone in which a customer care representative speaks might shape the future of that very Business. History has it that the better customer service providers became the best and the ones who did not care much about the customer failed miserably.

A Mediocre customer service can easily be turned into good customer service if the representative can get some training on how to deal the clients.

Here are some phrases that let the business down

“I’m not sure.”

i am not sure - phrases of customer service

We already experience a number of phrases of customer service out of which there are tons of better ways to respond to a customer question you’re uncertain of than the outright omission, “I’m not sure.”

This phrase is equivalent to throwing your hands within the air – it signifies helplessness and lack of competence. Replying with “I’m not sure” threatens to send the conversation in a bad direction. You’re happier pushing for more information to urge a far better idea of what they’re saying.

“Let me check.”

let me check -good customer service

“Let me check” is an unnecessary phrase that leaves your customer in limbo. Be. More. Specific.

Adding specifics like “with my manager” or “your latest account activity” or something there to effect signals clearly, protest on your part, and provide the customer a far better idea of the method you’re following to resolve the difficulty. Don’t use “let me check” in isolation unless you would like to boost your customer’s vital signs unnecessarily.

“I can’t help you.”

i can not help you

This should be a no-brainer, but we’ve all been on the receiving end of this phrase with a customer service rep at just one occasion or another.

The standalone phrase “I cannot help you” doesn’t belong within the customer service lexicon. It is inherently rude, and there are a mess of less combative ways to inform a customer service should be banished to a netherworld of rude words and phrases your customer service reps haven’t any business using on the phone.

“Visit our Help Center instead.”

visit our help center

Its okay to advise customers to go to your Help Center after completing their customer service request (i.e. in cases where the assistance Center has the knowledge they need).

It’s not okay to use the assistance Center as to how to urge the customer of a decision. Telling a customer to source the Help Center while you’re on the phone with them is like someone you ask for directions handing you a map and saying, “figure it out.” Rude, unprofessional, and an enormous turnoff to all or any.

“Calm down.”

calm down-mediocre customer service

Would you run in front of a charging bull? Telling a customer to “Calm down” might also be an equivalent thing.

If a customer is in a bad mood or upset, it is your job as the customer service rep to calm them down by solving their issue, not by telling them how they should be feeling.

This is often much easier said than done and can require a great deal of self-control on the part of the customer service agent.

People get irrationally upset, jump to negative conclusions, displace their anger or frustration with something else towards you, et cetera.

On the opposite side of the spectrum, if you use the following phrases, you might win the customer over and over again.

  1. Thank you for your patience. We will solve the issue immediately
  2. I can help you with that absolutely
  3. How is your day going?
  4. we appreciate your feedback
  5. your Business means a lot to us

These phrases might look very simple, but they play a massive role in winning the customer’s heart. Use these and see the difference straight away.


Customer service is an important subject. Many Businesses have lost a big chunk of customers just because their mediocre customer service. In this article, we have tried to discuss the best do’s and don’ts when it comes to talking to a client. This will attract more customers, and your Business will boom more than ever.

To know more about Customer service and to apply these methods in your mode of speech, visit today.