Sales 101 How to handle customer complaints like a pro

Oh boy!

Your worst nightmare has just come true.

You’ve just started your career as a sales rep and a month later you’re left to deal with a disgruntled customer to your own devices. Yikes!


Have you ever been a situation like this? Well, if you have or are anticipating it, I’ve compiled a list of how -to’s that will help you get out of the rut, with your dignity and job intact.

So, here. we. go.



Alright so, first things first, you can’t get to the solution if you don’t know the problem, right?

Listening is your knight in shining armor in this case. Listen and listen right, listen well. But don’t just sit there. Let the customer address all of his/her issues. Respond using neutral phrases such as ‘I understand’ or ‘hmm, okay’ you get the gist.


While you’re at it, be on a look out for a pause. This is your chance to console them by giving them what they want to hear. If you don’t have the answers, don’t worry, connect them to your supervisor and you’re good.


Whatever you do – do not interrupt, unless you’ve got a death wish.


Don’t be a nervous wreck

No matter where you’re at, in your sales or client servicing career, it is natural to get a little anxious when such a situation arises. But the trick is to not let it get the best of you.

I have a trick that I use when I’m on calls or when I’m asked to talk to a large audience. I hold a pen in one of my hands, as if to channel all my nervousness to it so that I can be far relaxed when conversing.

You might prefer a paperclip or an eraser, whatever floats your boat. 9 out of 10 times, it will work.

But the point here is that staying calm helps you get a lot more done and help you think on your feet than nervousness ever will.


Don’t take it personal

When someone comes at you aggressively, your mind might push you to take it personally.



Well, at least not in this scenario. Put yourself in their shoes. When you address your concerns to a customer service executive, do you mean to take a hit at them personally? Of course not.

It works the same way other way around too, no matter how abusive the customer is on the other end.

You understand this, you’ll be better equipped to understand where the customer is coming from and offer them a solution to their concerns, quicker.


Make use of the formalities

You need to have your politeness at the ready, when a customer comes to you aggressively with a compliant.


Your ‘Thank you’ or ‘I apologize ma’am/sir’ would come in handy now more than ever. But it doesn’t just stop here. Your customers aren’t idiots. Authenticity shows through the phone.

So, if you don’t mean what you say, your customer is going to catch wind of it and hold it against you (worst case scenario) and we don’t want that.

Even if you are on the right and don’t think he/she deserves your kindness, just put it out there and mean it.


Thank the customer for keeping you informed on their situation or apologize to them without making any excuses as to why you’re right and that it’s all their fault.






Be swift

The faster you respond the less likely it is for the situation to escalate.

According to industrial sources, almost more than half of total people in the survey find slow responses to be cumbersome (surprise, surprise).

In addition, customers will act positively to your quick responses to their problem, because it promotes a sense of accountability.

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