7 Powerful Customer Service Phrases to Use in 2023

Updated on 28 October 2022

We all recognize these oft-repeated customer service phrases from frontline staff members:

“Thank you for choosing us. Is there anything else I can help you with?”

Sometimes they may come off as fake or mechanic, especially if we hear the exact same phrase everywhere else.

Repeatable phrases do have their function, however. They bring consistency to customer service.

When you have a repertoire of helpful customer service phrases at your disposal, it can improve communication with clients.

In most cases, customers have plenty of choices in terms of who they want to do business with.

Therefore, you need to learn how to talk to your customers in order to satisfy their needs.

Here are 7 powerful customer service phrases for you to use in 2023. If you have a powerful queing software in place, making a habbit of using these sentences will improve the customer satisfaction even more.

Bonus read: The most important features in a queuing system

7 insanely impactful customer service phrases

But first, why even use these customer service phrases? How powerful are they, anyway?

The language that you use can directly affect a customer’s purchasing decision and the impression your company leaves on customers.

82% of customers left a company because they had a bad customer service experience.

Don’t want to become a part of the statistics?

If not, then read on.

1. “I don’t know, but let me find out.”

The first in our list of impactful customer service phrases is all about reducing customer effort.

Simply telling a customer that you don’t know and suggesting that they contact someone else isn’t good enough.

Nothing is more upsetting than having to contact different people one after another, none of whom have the answer.

If you want to provide high-quality customer service, you have to be the one who contacts other people on your customer’s behalf and finds the answer.

2. “Thank you for bringing this to our attention.”

Not all companies are happy to receive a report of a flaw in their product or service.

That’s a wrong mentality.

In fact, the customer who reports the flaw is doing your company a favor by helping you with quality control.

After all, most customers wouldn’t make the effort.

The least your company can do in that situation is to show appreciation — by using this simple customer service phrase.

The observant customer is most likely not looking for anything more than recognition of their effort.

Being polite doesn’t really cost you anything.

3. “I certainly can check that for you.”

Using positive and confident language goes a long way.

Even if you’re uncertain about the outcome, it’s important that you at least appear encouraging.

The goal is to increase your customer’s confidence in your brand.

Show them that you’re a professional who gets things done.

4. “I apologize for the inconvenience.”

If a customer is frustrated, it’s crucial to show empathy to the customer and let them know that you understand their concerns.

Apologizing to an unhappy customer and acknowledging the mistake is a better approach than giving excuses.

Your goal is to:

1. Retain existing customers.

2. Make them into loyal brand advocates.

Some mistakes are beyond your control and can happen regardless of what you intended to do.

Even if you’re not the one who is responsible for the mistake, you can still feel sympathy for the way your customer feels.

The next step is to work on making things right.

5. “I will update you by [time].”

Some customers can be impatient and are constantly checking on the status of their requests.

One solution to these update requests is to keep the customer posted as often as possible.

You can also promise to let the customer know when they should expect to hear from you.

Even if you cannot promise to have the customer’s request solved, you can always promise an update.

Moreover, this simple phrase provides you with an opportunity to build trust.

You show your customers that you care about them and want to keep them satisfied.

6. “Happy to help.”

Some customer service phrases are so short, they can fit on a post-it note.

Adding positive power to your words is the simplest way to make your customers feel more valuable.

Not all customers will inform you that they’re not satisfied. Some will just silently take their business elsewhere.

Positive words can invite them to share their feelings and concerns.

7. “As much as I would love to help…”

There are situations where you simply cannot provide any help.

Whether your customer’s request is impossible or you don’t have the resources to make it happen, you need to let them know to manage their expectations.

Simply telling them “no” is too abrupt and blunt. If the customer has been polite, you need to extend the courtesy.

By using this last example in our list of helpful customer service phrases, you’re providing a kind but firm response.

Your customer will understand that your ability to help them is limited and will not fault you for failing to deliver.

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We hope that you find our list of customer service phrases useful.

Perhaps you’re already using some of them, and hopefully, they’re helping you provide exceptional customer service.

If you want to read more about successful customer service, you can check our earlier post about how to provide exceptional customer service.

Power up your customer service