30 Phrases for Client Communication

Client communication is the lifeblood of any successful business, smoothing the path using the effective elements of negotiations to close the deal . But whether you’re hammering out an email or engaging in face-to-face conversation, the art of dialogue can sometimes be tricky to master. For this reason, it could help in overcoming barriers of communication in multicultural businesses and communicating in different situations. 

 

We’ve gathered 30 indispensable phrases that can elevate your client conversations, making sure you strike the right chords of clarity, alignment, and professionalism at every turn. 

 

Why is it important to have appropriate phrases in client communication?

Effective client communication is essential for business success. It strengthens relationships and meets their wants and expectations. In today’s fast-paced world, where competition is high, having appropriate client communication can make or break a business.

 

 

Phrases to use for client communication 

 

1. Good morning/afternoon/evening – Use this as a polite greeting when starting an email or phone call.

 

2. How may I assist you? – This shows that you are ready to help and puts the focus on the client’s needs.

 

 

3. Thank you for reaching out – Show appreciation for the client taking the time to contact you.

 

 

4. I apologize for any inconvenience – If a mistake has been made, take responsibility and apologize.

 

 

5. Let me look into it – Use this phrase when a client has an issue or question that requires further investigation.

 

 

6. I’ll get back to you by [date/time] – Set clear expectations for when the client can expect a response from you.

 

 

7. Is there anything else I can help with? – Show willingness to go above and beyond for the client’s needs.

 

 

8. Please let me know if you have any further questions – Encourage open communication and show that you are available for follow-up.

 

 

9. I appreciate your patience – Acknowledge when a client has been waiting for a response or resolution.

 

 

10. As per our conversation/previous email – Use this to refer back to previous discussions or agreements.

 

 

11. I understand your concerns – Show empathy towards the client’s issues or challenges.

 

 

12. Here’s what we can do to resolve the issue – Offer a solution or plan of action to address the client’s problem.

 

 

13. I want to make sure we’re on the same page – Use this phrase when clarifying details with a client to ensure mutual understanding.

 

 

14. Please keep me updated on any changes – Show that you value communication and are open to staying informed.

 

 

15. We appreciate your business – Show gratitude for the client’s support and patronage.

 

 

16. Our team is working on a resolution – Use this phrase when multiple individuals or departments are involved in finding a solution.

 

 

17. Can I put you on hold for a moment? – Ask for permission before putting a client on hold during a phone call.

 

 

18. I’ll check with my supervisor – If you’re unsure of how to handle a situation, it’s okay to seek guidance from your supervisor.

 

 

19. Let me confirm the details with you – Double-checking information can prevent misunderstandings and mistakes.

 

 

20.This should be resolved soon – Use this phrase when there is a clear timeline for resolving the issue.

 

 

21. I’ll make sure to follow up with you – Show that you are taking ownership of the situation and will ensure it is resolved.

 

 

22. I’m sorry, I don’t have an answer for that right now – Be honest if you don’t have an immediate solution or response.

 

23. Let’s schedule a call/meeting to discuss further – Sometimes it’s best to have a conversation in person or over the phone to address complex issues.

 

 

24. We value your feedback – Encourage clients to share their thoughts and opinions on their experience with your company.

 

 

25. I’ll pass along your compliments/concerns to our team – Show that you are actively listening to the client’s feedback and will take action.

 

 

26. Our company policy is [insert policy] – Use this phrase to explain company policies or procedures.

 

 

27. Please don’t hesitate to reach out if you need anything else – Show that you are always available and willing to assist the client.

 

 

28. I’ll make sure to document this for future reference – Keep detailed records of all interactions with clients.

 

29. We take your privacy very seriously – Reassure clients that their personal information is safe and secure with your company.

 

 

30. Thank you for choosing our company – Show appreciation for the client’s decision to do business with you.

 

 

Takeaways 

Incorporate these phrases into your client communication toolkit, and watch how your relationships flourish. They speak not only to the quality of your service but also to the value you place on each client and the vitality of the professional bonds you share. Remember, linking up with clients is more than a transaction—it’s about weaving a network of trust, understanding, and mutual benefit