35 Customer Complaint Handling Phrases

35 Customer Complaint Handling Phrases

35 Customer Complaint Handling Phrases



Welcome to our guide on effective customer complaint handling!

As a business, we understand that complaints are an unavoidable part of the customer experience. However, how we handle these complaints can make all the difference in retaining customers and improving our overall reputation.






  1. “I understand why that would be frustrating.”
  2. “Thank you for bringing this to our attention.”
  3. “I can see how this situation would be disappointing for you.”


  1. “I’m truly sorry you’ve had to experience this issue.”
  2. “We apologize for any inconvenience this has caused you.”
  3. “Please accept our sincerest apologies for this oversight.”


  1. “I would feel the same in your situation.”
  2. “It’s understandable to feel upset about this.”
  3. “Your feelings are completely valid here.”

Taking Responsibility

  1. “We take full responsibility for this mistake.”
  2. “It’s our duty to rectify this issue promptly.”
  3. “We are committed to making things right.”


  1. “I assure you that we are taking your complaint seriously.”
  2. “We are dedicated to finding a resolution for you.”
  3. “Your satisfaction is our priority, and we will work to resolve this.”

Offering Help

  1. “How can I best assist you with this matter?”
  2. “Let’s see what we can do to fix this problem.”
  3. “I’m here to help you every step of the way.”

Immediate Action

  1. “I’m going to take action on this immediately.”
  2. “Let me address this issue right away for you.”
  3. “I will personally ensure that we handle this promptly.”


  1. “I will follow up with you to ensure your issue has been resolved.”
  2. “Can I contact you directly to update you on the progress?”
  3. “I will keep you informed throughout the process.”


  1. “We appreciate your patience as we work this out.”
  2. “Thank you for your understanding while we resolve this.”
  3. “Your feedback is valuable to us and helps us improve.”


  1. “Have I addressed all of your concerns today?”
  2. “Is there anything else I can do for you right now?”
  3. “Can you confirm that the solution we discussed works for you?”


  1. “We hope to continue to have the opportunity to serve you in the future.”
  2. “Please don’t hesitate to reach out if you need further assistance.”
  3. “We’re grateful for the chance to put this right.”


  1. “We are constantly working to improve our services thanks to input like yours.”

  2. “Rest assured, we will learn from this to prevent similar issues in the future.”





Remember to tailor these phrases to the specific context of each customer interaction to ensure they feel heard and valued.

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