Jul 19

Mastering Customer Interaction: 12 Essential Phrases for Exceptional Customer Service

Do you know that how you deal with your customers can make or break your business? Being aware of the customer’s perspective can transform the interaction between customer agents and customers from good to incredible.

According to one survey, statistics reveal that 61% of customers turn to competitors after bad customer service, and 93% of customers may shop again after experiencing excellent customer service.

So, here we are, ready to equip you with 12 essential phrases to supercharge your customer experience and take your business to new heights.

Impressive Customer Service Phrases To Kick Start A Positive Interaction

How May I Help You today?

This is the most commonly used opening phrase in customer service. It may sound simple, but this phrase builds a personal connection with a customer, establishes a friendly tone, and shows the willingness of the agent that they are all ears to the customer’s problem.

How May I Assist You Today?

Asking this question offers twofold benefits. First, it enables customers to tell their problems precisely, which ‌helps in delivering exact and valuable customer support. Second, customers feel their problems are effectively addressed, which results in a satisfying customer experience.

I am Happy To Help

This phrase is generally used at the end of a conversation. Here, the customer representative can say that it was a pleasure assisting you and that I am happy to help anytime in the future. This shows agents’ willingness to assist again in the future and customers’ gratitude for receiving a wonderful customer experience.

What To Say When Acquiring Information From Customer


As Per My Understanding, The Issue You Are Experiencing Is

A customer representative can use this phrase to make the customer believe that they have comprehended the problem and are ready to provide the solution. It shows attentiveness to the customer’s problems and, in return, validates customer satisfaction.

I Have Gone Through Your Previous Conversation With Our Team

Repeating the entire incident to one more representative can be frustrating for the customer. Using this phrase saves the pain of repeating everything all over again for the customer and also demonstrates continuity and timely assistance.

I Would Like To Get Into Detail Of That

This phrase helps in diving deep into the problem. The better the representative understands the problem, the sooner they will be able to get to the root of it.

Supportive Customer Service Expressions For Upset Customers


I Understand How Disappointing It Could Be

 After hearing the disappointing experience of the customer, you can empathize with them by saying “I understand how disappointing it could be”. This shows you are acknowledging the discontent and are eager to resolve the matter.

We Appreciate That You Brought It To Our Attention

This phrase shows gratitude towards the customer for notifying the company of the concern. It further shows the customer that their feedback is valuable to the company.

Customer Service Phrases That Offer Solution

Customer Service Phrases That Offer Solution

While We Are Unable To Do That, Here Is What We Can Do To Help

This expression shows your willingness to help when the request made by the customer is not feasible. When said with a positive and assisting tone, you can shift attention to alternative options.

Here Is One Way We Can Solve The Issue

This phrase can be used in a situation when the customer has a unique problem. The solution is not very easy, but you have identified the problem and can provide the solution. This shows your proactiveness towards finding the solution.

Excellent Customer Phrases To End The Conversation

You Can Expect An Update From Us By

Giving a specific timeframe sets a clear expectation for the customers of when they can expect a solution. It also conveys that their problems are being considered and will be addressed.

Please let us know if there is any way we can assist you in the future.

After providing a solution to the problem, you can conclude the conversation using this phrase. It shows the willingness to help the customer in the near future and also motivates the customer to come back again if they need assistance.

Final Thoughts

Excellent Customer Phrases To End The Conversation

The above phrases serve multiple purposes, from kicking off the conversation to acquiring information and offering alternative solutions to ending the conversation.

They help representatives manage customer expectations through proactive communication and ensure your commitment to addressing their needs.

But the potential of the phrase lies only in how you deliver it.

About The Author

Bhanu Pratap Singh Slathia, entrepreneur and web solutions professional, founder of Ladybird Web Solution based out of Bangalore. An all-out team player, Bhanu brings a keen eye for detail and a results oriented focus to each and every project undertaken.

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