8 Ways To Handle Client Complaints

Customer complaints are a part of every business. Whenever customers complain, it is usually for a difficulty or problem they are facing. Maybe your services are not meeting their expectations, or there is a mistake from your end. You must listen to the complaints from your clients carefully and act upon them to provide a satisfactory solution.

8 Ways To Handle Client ComplaintsComplaints should be taken as feedback because not all the customers bring their bad experience to your notice. Those who do not say anything to you may choose to share their negative experience with others. Thus, it is vital to recognize complaints as opportunities to build a happy and loyal customer base.

Nobody likes to deal with complaints and unhappy customers, but eventually, it has to be done. Below are some pro tips that will help you deal with client complaints successfully.

1. Keep Calm

It is the most challenging thing to do when someone is complaining, but also the most important. Some might take it personally because of their love for their business, but should not. Although it is natural to defend when attacked, try to keep your defensive actions ‘professional’.

Getting upset will do no good. Complaints are an indication of a business area that can be improved. There are more chances of satisfying your customers if the problem is handled with a cool mind.

2. Listen Carefully

If your customers are complaining to you regarding a problem, it means that they believe in you to solve their problem. Do not assume things, even if you feel that the customer is wasting your time. It might be of some significance to them as they have taken their time out to contact you.

Recommended Reading: 10 Ways to Deliver Exceptional Customer Experience [Infographic]

Use active techniques at all times while listening to concerns. Do not assume what your customers need – hear out their problems and do your best to solve the issue. Also, if they are able to speak about their problem, it will calm the whole situation.

3. Thank Them

When the customers are concerned, you should not pretend to care and show them that you actually care about them and thank them for raising their concerns.

Telling your customers that you value their effort and wish to know more about it – they have taken time out to address a concern. This calms them down and opens up a window where you can let them talk more or try to solve the issue.

4. Offer Support

Offering support can be in different forms, like letting them talk, suggest some alternatives, helping them with other related issues, and the like. Take a firm stand and come up with solid ways to support them.

You and your support staff are the best judges here, but remember, offering support here means that it should add value to the customer. Also, if one method does not work, try an alternative.

5. Be Flexible

Offering a solution is the best thing you can provide your clients, but if not, offer them something to be content with. If your company policy does not allow the solution that the customer is expecting, you can always be flexible.

For instance, you can offer them a discount on your services for the next financial year or provide extended support.

6. Offer an Apology

There is some magic in saying, “I’m sorry” when you say it from the bottom of your heart. Your aim is to calm the client down and end the conversation on a positive note. A simple apology does the trick when they are disappointed.

If they are still not convinced, thank them for giving you a chance to serve them and work out a solution. Ask for some time and assure them that you will get back to them within some time.

6. Give Your Acknowledgement

When they’ve talked about their problem, give your acknowledgment for the issue; rephrase it, and repeat it for the customer. This will show that you’ve listened to their problem, and repeating the same means that you’ve understood the issue.

Acknowledging the issue does not mean that you agree with them. All it means is that you’ve understood their concern and the problems they’re facing. You can also let them know that you understand how frustrating the situation is.

8. Follow Up

Calling a frustrated client might not be at the top of your priority list. However, getting feedback on all the hard work you and your team have done is a good thing to do. It makes them feel that you value your relations with them, and they’re imperative to your business.

You can also apologize again for all the troubles caused and let them know that they’ll not face such an issue again. This will improve their chances of doing business with your firm again.


Handling customer complaints is no fun. If done correctly and professionally, your business will shine, and you’ll gain loyal customers. Although you need to keep in mind that not every client can be satisfied. You need to stay positive and give your best.

Do you know other tips to handle client complaints effectively? Do share with us in the comments section.

About Julie Watson

Julie is a dynamic professional with over 16 years of rich experience as a VDI and Application Hosting expert. At Ace Cloud Hosting, she humanizes disruptive and emerging remote working trends to help leaders discover new and better possibilities for digital transformation and innovation by using cloud solutions with an enterprise-class security approach. Beyond work, Julie is a passionate surfer.
On the weekend, you will find her hanging out with her family or surfing around the North Shore of Oahu.

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