10+ Customer Service Rules That Will Help You Win Over Your Customers

Customers are the lifeblood of any business. Without them, you wouldn’t be in business. That’s why it’s important to know how to service your customers well. These 10 customer service rules will help you win over your customers and keep them coming back.

Be There For Your Customers

The customer service rule of thumb is to be there for your customers. This means being available to answer any questions or address any concerns that they may have. You should also make it a priority to keep your customers updated on the status of their order, and ensure that they are satisfied with the product or service. If something goes wrong, be sure to apologize and make things right as quickly as possible.

Always Be Learning

By constantly learning and growing, you can provide the best possible customer service to your customers. Understanding their needs and wants is key to providing excellent service. That’s why you need to give your customer service team regular training, such as on-the-job-training, to ensure they have all the skills and information they need to do best on their roles. By being up-to-date with changes in the industry, you can offer your customers the best possible experience. Constantly staying informed of new techniques and methods will help you provide better service to all of your customers.

Offer Excellent Customer Experience

It’s no secret that good customer service is critical to success in today’s economy. According to the 2017 American Customer Satisfaction Index, companies that provide excellent customer service rank higher on satisfaction surveys than those who don’t.

Good customer service starts with clear and concise communication. Make sure your staff is knowledgeable about your products and services, and be attentive to feedback. Be available to answer questions and troubleshoot problems. And finally, be patient – if a customer doesn’t get help right away, try again later or offer a solution such as a discount or free product.

The better experience you offer,  the more likely your customers are to come back and recommend you to others.

No one likes to feel like they’re being treated poorly, whether it’s during an interaction with a salesperson, in line at the grocery store, or when filing a complaint with customer service. Make sure your staff members are polite and professional at all times, and avoid using sarcasm or condescension when speaking to customers. In addition, be sure to display a positive attitude yourself – it will show in your interactions with customers.

Be Prepared for Changes

It’s a fact of life that the industry will change – and so will your customers’ needs. Be prepared to meet those changes head-on by staying up-to-date on the latest customer service techniques and methods. If necessary, you should also assess your current support staff by using an assessment tool or a service to make sure they are the right fit. That way, you can provide the best possible experience for everyone involved.

Be Prepared for Failure, too

No matter how well you plan for changes, things sometimes won’t go as planned. That’s why it’s important to have a fail-safe system in place in case something goes wrong. This could include having backup staff available who are familiar with your products and services, setting up procedures for handling common problems, and training your staff on what to do in case of an emergency.

Remove Obstacles Between Customers and Staff

There will always be times when customers need help finding what they’re looking for, needing information that isn’t available on the product page or website, or needing assistance submitting a claim or complaint. When possible, make it easy for customers to get in touch with you – by listing contact information on product pages and making phone numbers easily accessible from online forms. And finally, always be patient – if a customer isn’t able to resolve their issue right away, try again later or offer them help finding an alternative solution such as advice from a friend or colleague.

Make Your Customers Feel Important

When you’re providing customer service, it’s important to remember that your customers feel important. This means taking the time to thank them for their business, addressing their concerns promptly,  making sure their experience is positive, and removing marketing language for the comunication flow..

Additionally, keep in mind the following customer service rules:

-Be polite and patient when dealing with customers.

-Make sure your responses are accurate and clear.

-Be responsive to customers’ requests as quickly as possible.

-Keep conversations short and to the point.

Keep Your Customers Informed

When it comes to customer service, it’s important to keep your customers informed. This means providing timely and accurate information, as well as responding quickly to their inquiries. By staying on top of your customers’ needs, you can ensure that their experience with your business is positive.

Additionally, keep in mind the following customer service rules:

-Stay up-to-date on changes to your product or service.

-Inform customers of any updates or changes that may affect their experience.

-Address any concerns or questions customers have quickly and accurately.

Be Respectful and Professional

When providing customer service, it’s important to maintain a respectful and professional demeanor. This means showing courtesy and respect not just to your customers, but also to your co-workers and team members. By acting respectfully, engaging and interacting with your customers, you can help build trust and confidence, which will result in better customer service outcomes.

Make It Easy For Your Customers To Contact You

When it comes to customer service, it is important to make it as easy as possible for your customers to contact you. This is especially important if you have a customer service department that is struggling with high phone volumes or if you are experiencing any other kinds of load issues.

Some tips for making it easy for your customers to contact you include:

  • Make your contact information prominently displayed on your website and on all of your marketing materials.
  • Make sure that your phone numbers and hours of operation are easily accessible.
  • If you don’t have a chat system or an online form, make sure that you post a list of phone numbers and email addresses where customers can reach you directly.

Providing as many  options as possible for customers to reach you will help reduce the incidence of customer complaints.

Create A Systematic Approach To resolving Complaints

One of the keys to good customer service is a systematic approach to resolving complaints. This means that you should have a specific process in place for handling complaints from your customers. This process should include:

– Investigating the complaint thoroughly.

– Responding promptly to the customer.

– Keeping the customer informed about the progress of their complaint.

– Communicating any changes in policy or procedure as a result of the complaint.

A well-designed complaint system implemented using client care software may assist to avoid disgruntled customers from complaining while also ensuring that all requests from your customers are addressed in a timely way. 

Make It Easier For Customers To Get A Refund Or Exchange Product

When it comes to exchanges or refunds, it is important to make it as easy as possible for your customers to get what they want. Some tips for making this process easy for your customers include:

– Offer automatic exchanges or refunds on most items sold online.

– Make it easy for customers to return products by providing clear return instructions, sales receipt and by offering a refund or exchange within a certain time frame after the product has been received.

– Make it easy for customers to get in touch with you if they have any questions about exchanging or refunding an item.

If you can follow these simple tips, you will be able to build trust and confidence with your customers, which will result in better customer service outcomes.

Build an online reputation

Well! Not a lot of things to mention here! Your online reputation is key when trying to win more clients as a freelancer. Try to share more about you, your personal life, your internal why (why are you doing all of these? Do you have any specific passions? How are you different compared to other professionals that sell services or products online?).

To build a strong online reputation and presence make sure that you are active online on social media and you interact with your friends, clients and partners. Help others, answer questions and build an authority around your name. Publish content that inspires, and helps people take the next step.

Respond To Emails And Calls In A Timely Manner

When a customer contacts your business, the first thing you should do is assess the situation and determine whether it is something that can be handled over the phone or email. If it is something that can be handled over the phone, you should try to schedule a time to talk with the customer. If it is something that can be handled over email, you should respond to their email as soon as possible and try to keep all communication as brief and easy to read as possible. It is important to always keep in mind that your customers are likely very busy and may not have time for long conversations or detailed explanations. Respond to customer queries with custom-built chat templates to provide quick assistance. This will help you reduce your turn around time and deliver delighful customer experiences. It is further important to invest in a helpdesk or customer service email management software to constantly keep a tab on your incoming support requests.

Keep Customers Informed Of Service Times

Keeping customers informed of service times is important in ensuring they are able to reach you when they need help. Providing accurate and up-to-date information will also discourage customers from calling in emergencies, which can disrupt your business. You can use a number of methods to keep your customers updated by using simple marketing automation strategies, such as posting a service schedule on the front door or online, issuing automated calls or emails, or maintaining a customer database. It is important to make sure that all your communication channels are effective so that you can effectively serve your customers.

Give Back To The Community

As a business, it is important to give back to the community. This can be done in many ways, such as donating time or resources to charity, sponsoring a local event, or providing customer service that goes above and beyond. By doing this, businesses are demonstrating their commitment to the community and creating positive relationships that will last long after the business has vanished.


Follow these customer service rules and you’ll be on your way to winning over your customers and keeping them coming back. Even if you’re not a huge business, following these simple rules can help you create a positive customer experience that will keep them coming back for more.