21 Customer Service Tips

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You can’t just count on your frontline staff to provide excellent customer service. It’s teamwork. The reports state that 86% of one-time clients become long-term brand champions when they receive good customer service.

This is why every employee should work together to resolve issues, create memorable moments as part of your customer service team, and empower your frontline agents to provide customers with as much value as possible smoothening the customer journey with the company.

Depending on the initiative, the customer may choose to return or choose to go elsewhere.

The entire team needs to develop customer service skills so that customers continue to patronize your business.

The customer service skills you need to enhance customer experience apply equally to sales, customer service, and management roles. We’ve got you covered.

We’ve rounded up the top customer service tips and skills to keep you at your best.

How Can Effective Customer Service Scale Up Your Business?

A good customer service strategy helps activate your funnel because loyal customers will promote your brand to attract new customers to interact with your brand free of charge.

90% of Americans make their purchasing decisions based on customer service. The efficient customer service teams in an organisation should help retain the customers by answering the customer’s questions humbly and listening to the customer complaints patiently along with the assurance to improvise. Customer support reps must ensure that the customer leaves a positive feedback towards organziation, so that more potential customers joins. Eventually, a great customer service experience will enable your business to scale and earn more money.

Let’s see how:

  • Better customer service will generate more revenue

    Excellent service is hard to quantify, but customers are willing to pay a premium for it. The quality of customer service is of great importance to customers, and companies will directly benefit from a positive customer experience.

  • Proactive customer service creates marketing opportunities

    To invest in your business cost-effectively, consider proactive customer service tips. This approach reaches out to customers before they are aware of issues rather than waiting for them to report them. Customer experience is continuously improved by removing roadblocks.

  • By providing personalized customer service, you can increase conversion rates on your online store

    Customer experiences can increase conversion rates by 8% online.

    Increased conversion rates should result in more revenue and sales. Marketing and sales keep your flywheel spinning.

    Conducting strong marketing communications with your customers to make them aware about your brand and surpass the competitors helps scale up the business to new heights.

21 Proven Customer Service Tips

So now you know how effective customer service can take your business to great heights of success. Start going forward if you are confused about the good customer service tips. Then, here we have covered the top 21 customer service tips:

1. Know your products and services

The first and foremost tip for great customer service is to understand your brand deep down to deliver great customer service. You can serve your customers better by understanding exactly how your company’s products and services work. Whenever possible, avoid being vague or generic when responding to customers.

The worst situation is not knowing the answer to a question. The fact that you are putting customer conversations on hold isn’t acceptable to you just because you would like to find out from your supervisor what the problem is. But, be informed that the time you are wasting on yourself, and the customer is valuable.

Utilize any downtime to learn more about your company’s products. Take it all in. Get a feel for the product or service by trying it yourself. Whenever someone asks you a question about certain aspects of a product, provide detailed information about each aspect, even offering your own opinions based on your own previous experience with the product.

2. Practice active listening

Each service call involves a real person with a question or concern. Taking the time to understand, hear, and serve the customer accordingly is essential.

To begin with, it is essential to approach each conversation with an open mind and focus on what the customer is saying. To ensure that you understand what the customer is saying, ask clarifying questions after the customer finishes speaking. An overview should be provided at the end of the discussion to ensure everyone is on the same page.

In addition to making you a more effective customer service agent, active listening will also enhance your interpersonal relationships.

3. Personalize your conversations

The next proven customer service tip that helps enhance the relationship with the customer is to personalize your conversation. But how do you do that? First thing first, always call the customer by name. Adding a personal touch can be done in several ways:

  • Through the medium of contact. As an example, say you’re supposed to follow up with your customer regarding a problem they’re experiencing. If they prefer an email or phone follow-up, ask them. Make sure they can be reached at a time that works for them before calling randomly.
  • When you speak with your customer, listen to all their details and then recall these details later in your conversation. Make direct eye contact and maintain a relaxed posture when interacting face-to-face. Get to know a customer’s details (such as machinery) by asking about them. Showing you care with these gestures goes the extra mile.

4. Use the right customer service tools

With the advent of online customer service, your customers rarely interact face-to-face with your company. Making phone calls is no longer fashionable, and it is common for customers to communicate with customer support rep through chat, email, or a help desk.

Using the right tools, templates, and software will help you deliver an excellent customer experience. To manage the estimates, send invoices, and track on-site tasks, employing InvoiceOwl to your business is an ideal choice.

Such software can help your agents achieve their best performance, or you may consider adding automated support to your customer service channels to deliver the best service possible.

Supporting your customers directly is very important, but so is providing a quick, scalable response plan that actually meets the customer needs. You can start with this software today with a free plan.

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5. Have a social media strategy

Have a social media strategy

There are no longer channels exclusively dedicated to customer service. Customers often take their complaints and issues to social media channels like Facebook, Twitter, and Instagram. Any customer issue on social media should be handled promptly, and a follow-up plan should be in place to ensure everything is resolved. There should be constant customer interactions in order to know whether their pain points have been resolved or we need to undergo some extra exercise towards them.

6. Provide first-class training

Training best customer service representatives is vital for any business because they are the face of the brand.

Whether you set up a formal course, create an easily-accessible wiki or online reference tool, or offer ongoing mentoring and coaching from more experienced staff members.

It is essential to ensure the staff feels confident and clear about what needs to be done to do the job well.

A more engaged customer service representative will be more likely to be dedicated to customer satisfaction over the long term, and the more engaged they are, the better they will be at serving customers.

7. Be responsive

The importance of this is especially apparent when dealing with customers online. Providing a customer with a solution can take time, and you should make sure they know this.

Be responsive

Customer service agents should be able to inform customers that they have received their message, that you are working on a solution, and that they will be kept informed until you can find one. Be sure to acknowledge chats and emails as soon as possible.

8. Acknowledge issues

There is no conflict between this and not apologizing too much. If you fail to give customers a full picture of what a problem costs, they’ll get frustrated.

When the customer issues are acknowledged, they feel heard and understood.

It’s vital to acknowledge what customer concerns are and exactly they are asking, when they tell you they are frustrated with something. As a result, they will have confidence in you and will trust you enough to fix it rather than blow up when they don’t understand why it’s happening to them.

9. Know how to close a conversation

Every interaction is improved when you can close it. Rather than closing the sale, it’s better to close the conversation on a positive note.

It creates unnecessary problems to leave an issue unresolved. According to data, as few as 4% of dissatisfied customers will speak up. It is often difficult for them to communicate what is bothering them if you do not communicate that you care for them. Having a healthy conversation with a customer helps improving the retention and conversion rate of the customers.

10. Help customers help themselves

Customer service must be excellent even when you are away. Self-service at scale can be tailored when done right.

Your help content is a publicly available top-tier response from your customer support agents. Answers to frequently asked questions will be delivered through screenshots, videos, and styling.

The journey to your first helpful article begins with your first step, and it may take some time to build a knowledge base.

11. Invest in great people

For your customer service to be of the highest quality, it must be provided by a customer service team of the same caliber.

Invest in great people

Invest heavily in a customer service rep who are capable of delivering their best, if you plan to out-support your competition. Also, they should actually meet the customer expectations which at the end increases your brand loyalty.

Those in leadership should never stray from one main objective: hire and trust those you hire.

There are two ways in which customer service can operate: as just another means to an end or as a dynamic element of your business as a whole. Engage your customers and help them make the most of your product, and they will tell others why they love your company.

12. Turn Customer Mistakes Into Unforgettable Experiences

Customers sometimes make mistakes, not companies. Even though the client is responsible for the problem, you shouldn’t ignore it. This action takes customers aback, showing that your customer support team cares about them.

13. Reward Loyal Customers

The modern consumer wants to be personalized, and customer loyalty and sales are driven by it. Collecting relevant customer data through a loyalty program is generally easier, so you can offer them a more personalized experience.

Reward loyal customers

Additionally, consumers will be attracted to a program that is highly personalized.

Thus, we want loyal clients to experience something they’ll never forget, something that’s relevant to their tastes.

14. Provide Fast, Convenient Customer Support

Today, consumers expect a quick, decent response from brands when they experience a problem with their products/services. Today, people don’t have much free time to enjoy themselves.

Therefore, the fact that a customer has to spend even a half hour dealing with customer support can severely hinder the level of satisfaction they get from the service.

Regardless of speculation, the research supports this claim. Forrester reports that 73% of Americans believe a brand should value its time to provide excellent customer support.

15. Respond on Social Media

Customers contact your brand through social media just because it’s convenient. They’re also asking questions, complaining, and asking for support; a fast response is also one of the reasons they’re doing it.

Respond on social media

Data suggests that 42% of consumers expect your customer feedback team to respond to their complaints within 60 minutes. There is a 32% expectation that a response will be received within 30 minutes! According to Hubspot’s data, most customers want a response from companies within an hour when they complain on Twitter.

16. Try to offer free return shipping

Due to their concern about losing money, many retailers are reluctant to cover or refund the customer’s shipping costs.

Despite this, 88% of consumers say that free return shipping plays a significant role in their purchasing decisions.

Free returns would also encourage 67% of survey respondents to purchase more online, according to a survey.

17. Answer the question clearly, and concisely

It is also essential for customer service reps to be able to explain the product to customers who are new to it, in addition to possessing an expert level of product knowledge. If the customer cannot comprehend your rep’s explanation, it does not matter how in-depth and accurate the explanation is.

The customers might enjoy your products and services, but they will never have the same level of technical knowledge as your support reps. Every time you receive a service request, you should treat it as if it came from someone brand new to your company.

18. Positive language is key

When dealing with a problematic customer, words can ease or worsen tensions. It is essential for customer service professionals to continually use positive language throughout the conversation so that it does not escalate further. So the customer feels confident in your ability to resolve the problem. However, speaking positive language also results in customer retention.

19. Automate smartly

Self-service tools, and chatbots are becoming increasingly popular for businesses to help customers with simple questions or issues. Contact centers can reduce their workload using these customer service tools, and customers don’t have to wait on hold for as long.

Despite all this, customer feedback repeatedly tells us that a human conversation is the only thing that can help when it comes down to it. The best way to use automation and chatbots is to use them selectively and to provide clear indications to customers on how they can get out of an automated interaction and talk to a human agent instead.

20. Start a customer loyalty program

Often, loyalty programs are not seen as part of traditional customer service, but they play an essential role in enhancing customer satisfaction.

The loyalty programs that you offer to your customers are a great way to reward their loyalty over the long term. The most common reason these programs reward customers is that they have made repeat purchases. However, they can be used to reward any brand-building actions a brand wishes to promote (for example, leaving positive reviews or engaging socially).

It is a good thing that loyalty programs do not work for every business since they cannot work for every business. If you sell brand products that are relatively inexpensive and that your customers purchase frequently, they will likely work best for your brand.

21. Ensure that automation is balanced with human interaction

Software like InvoiceOwl helps you serve the customer well and gives you the option to store all your customer data in one place. In addition to bringing data to your fingertips, you will be able to access it easily and improve your customer service as well.

With customer support software, routine tasks can be streamlined, customer service metrics and jobs can be tracked, and staff burden can be reduced.

It is crucial to automate certain parts of your customer service process in order to provide the great customer service possible, but be sure to balance automated processes with human interaction.

Even though we have seen a lot of progress in technology over the past few decades, nothing can replace the ability to empathize and understand another human being.

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Frequently Asked Questions
  1. What are the 3 most important aspects of customer service?

    Customer service revolves primarily around three “p”s: professionalism, patience, and putting the customer’s needs first. Regardless of the customer, if you follow these guidelines, you should be able to provide excellent customer service.

  2. What are the 4 principles of customer service?

    The top customer service principles that make for good customer relations are as follows: 

    • Understand what good customer satisfaction means to your customers.
    • Find out what customers expect from you.
    • Whether the feedback is positive or negative, follow up on it.
    • In every aspect of your business, consider customer service.

  3. What makes excellent customer service?

    Building good customer relationships that are healthy and last long is the key to delivering exceptional customer service. It is essential to thank customers and to provide a friendly, helpful, and welcoming experience to ensure a long-lasting impression. Having satisfied customers leads to them returning to your store and spending more money.


Many companies strive to provide excellent customer service–for a good reason. It is more likely that your customers will make another purchase from you if they are satisfied with your service, even if they have had trouble before.

To provide your customers with a top-notch customer service experience, here are 21 tips you can implement whenever they get in touch with your customer service team to help them. Now that your support team has the information they need to maintain your product and service standards for customers, they can always be working on improving the customer experience.

Author Bio
Jeel Patel
Jeel Patel

Jeel Patel is the founder of InvoiceOwl, a top-rated estimating and invoicing software that simplifies the invoicing and estimating processes for contractor businesses. Jeel holds a degree in Business Administration and Management from the University of Toronto, which has provided him with a strong foundation in business principles and practices. With understanding of the challenges faced by contractors, he conducted extensive research and developed a tool to streamline the invoicing and estimating processes for contractors. Read More

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