Positive & Magic Customer Support Phrases + Templates
Every customer support interaction matters. It's crucial to make sure you make the most of every conversation.
HubSpot says that 59% of customers would recommend a brand to their friends because of its customer service.
Customer support phrases (like opening spiels, positive customer service phrases, and so called 'magic words for customer service') can help you provide high-quality support in every interaction.
In this blog post, we'll cover everything you need to know about customer support phrases and provide example templates for every type of customer support phrase.
Get ready to upgrade your support with these powerful, magic, and positive customer support phrases!
What Are Customer Support Phrases?
Customer support phrases are the building blocks of effective communication in customer service.
They're the carefully chosen words and sentences that customer support representatives use to interact with customers across various situations.
Whether it's resolving a problem, providing information, or simply greeting a customer, these phrases play a crucial role in shaping the customer's experience.
Here are some common customer support phrases:
- Thanks for the quick response
- We appreciate your feedback
- We apologize for the inconvenience
- I apologize for the delay
Here are some benefits of using customer support phrases:
They Help Build Rapport: Positive phrases help in creating a friendly and welcoming environment for the customer and sets a tone of friendliness and cooperation for the entire interaction.
They Enhance Customer Satisfaction: Using positive language and showing understanding through empathy can make customers feel valued and potentially turn a negative experience into a positive one.
They Encourage Customer Loyalty: Customers are more likely to remain loyal to a brand that treats them with respect and understanding.
They Reduce Conflict: Empathy statements help in acknowledging the customer's feelings and perspective, which can defuse potential conflicts before they escalate.
They Improve Communication Efficiency: Positive phrases and empathy can make communication more efficient by focusing on solutions and mutual understanding.
Incorporating positive phrases and empathy into customer support conversations is not just about adhering to best practices; it's about genuinely connecting with customers and improving their experience with your brand.
Types of Customer Support Phrases
Navigating through customer support conversations requires a well-rounded vocabulary. These phrases are categorized based on their purpose and the impact they aim to achieve in a conversation.
From making a customer feel understood to closing a conversation with a positive note, each type of phrase serves a unique role.
Like canned responses, customer support phrases help you quickly (yet effectively) address customers.
Empathy Statements
Empathy statements are crucial for showing customers that their feelings are understood and valued. They help in building a connection and can turn a potentially negative interaction into a positive experience.
By acknowledging the customer's situation and expressing genuine concern, support agents can pave the way for a more open and solution-focused dialogue.
Example: I can understand how frustrating it must be to face this issue. Let's see how we can fix this together.
Positive Customer Service Phrases
These phrases inject positivity into conversations, making customers feel valued and respected.
Using positive language can change the tone of the interaction and influence the customer's perception of the service.
Example: Hi there, that's a great question. I'm happy to help!
Opening Spiels
The first few seconds of a customer interaction set the tone for the entire conversation.
Opening spiels are designed to greet the customer warmly and start the conversation on a positive note, indicating readiness to assist.
Example: Hello and thank you for reaching out. How can I make your day better?
Magic Words For Customer Service
Magic words in customer service are those key phrases that can significantly improve the customer's experience.
They convey politeness, respect, and a willingness to help. Often, they're simple yet powerful in making the customer feel appreciated.
Example: Certainly! I’d be happy to help with that.
Power Words For Customer Service
Power words inspire confidence and trust. These are used to reassure the customer that they are in capable hands.
They also show professionalism and that you are capable of helping customers out and solving their problems.
Example: Absolutely, I will resolve this issue promptly for you.
Professional Customer Support Phrases
Professional phrases strike the perfect balance between being approachable and maintaining a level of formality.
They're used to communicate clearly, offer solutions, and manage expectations without being overly casual or technical.
Example: I appreciate your patience as we work through this together.
Customer Support Words & Phrases to Avoid
In the realm of customer support, certain phrases can inadvertently create a negative impression or escalate a situation.
It's essential to steer clear of these to maintain a constructive and positive customer interaction.
Here are ten phrases to avoid in customer service:
That's not my job.
Calm down.
You're wrong.
That's impossible.
I don't know.
You should have...
Just wait.
That's our policy.
No problem.
It's no big deal.
These phrases can undermine trust, frustrate, or belittle the customer, potentially damaging the relationship with them.
Instead, aim for language that communicates empathy, willingness to help, and a proactive approach to finding solutions.
How to Automate Personalized Customer Support Phrases
To automate common customer support phrases, use Text Blaze.
With Text Blaze, you can create dynamic text templates and insert them anywhere you work with keyboard shortcuts.
Text Blaze helps customer support teams:
Automate customer support phrases on any site or app via the Text Blaze Chrome Extension, Windows app, and Mac app!
Personalize support with placeholders, drop-down menus, business rules, and much more!
Use AI to generate relevant responses to customers in real-time.
Get to the right message in seconds, every time.
Stay on brand and boost team communication.
Save time and boost productivity.
30 Best Customer Support Phrases
Choosing the right words can dramatically improve the customer support experience, making customers feel valued, understood, and respected.
Here are 30 of the best customer support phrases for different scenarios and phrase types:
Empathy Statements
Empathy statements are powerful in showing customers that their feelings and concerns are valid and important.
Use these when you sense frustration, disappointment, or any strong emotion from the customer.
I understand how this situation could be frustrating for you.
I can see why that would be upsetting.
It’s understandable to feel that way given the circumstances.
I would feel the same in your situation.
Your feelings about this are completely justified.
Positive Customer Service Phrases
Positive phrases can turn the tone of a conversation around, injecting a sense of hope and reassurance.
They are particularly effective after resolving an issue or when delivering good news.
I’m thrilled to tell you that...
It’s my pleasure to assist you with this.
We’re happy to have found a solution for you.
I'm glad we could sort this out for you.
Thank you for giving us the opportunity to make this right.
Opening Spiels
A strong, positive opening can set the stage for a constructive conversation.
Use these phrases at the beginning of a call or chat to start off on the right foot.
Welcome to [Company Name], how can I assist you today?"
Good [morning/afternoon/evening], thank you for contacting us. What can I do for you today?"
Thank you for reaching out. Let’s see how we can help!"
Hello! I’m here to help with any questions or concerns you might have."
Hi there! How can we make your day better?"
Magic Words For Customer Service
Magic words are simple yet effective for making the customer feel respected and valued.
They should be sprinkled throughout the conversation, whenever appropriate.
Certainly, I can help with that.
Absolutely, let’s see what we can do.
Thank you for your patience.
You’re welcome, I’m glad I could assist.
Please, let me take a moment to check that for you.
Power Words For Customer Service
Power words convey action, reassurance, and confidence. They are best used when committing to an action or reassuring the customer about the next steps.
Immediately, I’ll start working on this right now.
Priority, we’re treating this as a high priority.
Expert, our best people are on it.
Guaranteed, we will get this resolved.
Efficiently, we’ll handle this swiftly and efficiently.
Professional Customer Support Phrases
These phrases help maintain a balance between being friendly and upholding a professional tone. They’re useful in almost any interaction, ensuring clarity and respect.
I understand the importance of this to you.
Let me verify that information for you.
I appreciate your understanding as we work through this.
May I suggest an alternative?
Thank you for bringing this to our attention.
Boost Your Support With Customer Support Phrases!
Mastering the art of customer support phrases is crucial for providing exceptional service.
By incorporating positive, professional, and personalized communication strategies, support agents can enhance customer satisfaction and loyalty.
Use Text Blaze to automate common customer support phrases anywhere you work for free!
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