The best templates for dealing with angry customers via email, phone and chat
Not sure what to say to calm down an angry customer? Here’s how agents can respond to upset customers and diffuse tension across channels.
Published March 19, 2021
Last updated August 23, 2021
Angry customers are one of the most challenging aspects of working in customer service. It’s hard to remember that 'the customer is always right' when a customer is calling you names or swearing in your face.
Luckily, there are ways to prevent tense conversations from getting out of hand. Support agents should follow time tested tricks for de-escalating situations and, if necessary, turn to effective call scripts and email templates designed to diffuse angry customer scenarios.
Angry customers and how to deal with them
No matter how much customer context you have, you never know exactly why a customer is angry. Alright, it’s usually because of some negative experience with your company, but you aren’t privy to all the additional stressors involved. Certain customers may be under a lot of pressure in their personal or professional life, upset or exhausted by current events, or simply bad at coping with their own anger.
You should never take customer anger personally. Though it’s no fun bearing the brunt of irate callers, it’s important to remember that they’re mostly upset at the situation - not you. Try to empathise with their frustration. Remember the words of Reverend John Watson: “Be kind, for everyone you meet is fighting a hard battle.”
In addition to practising empathy, there are a few other tactics you may want to try when learning how to deal with angry customers.
Let them vent first, then respond
When a customer complains, you should listen - don’t interrupt. Instead, interject occasional active listening terms like “Ok” and “I see” to show you’re paying attention. Once they’ve finished explaining the issue, acknowledge their emotions with a sincere apology and a promise to make things right.
If the customer has a lengthy or complicated complaint, restate what they’ve told you in your own words. This will prove you listened and ensure you understand their issue.
Get the conversation to the right channel
When a conversation gets heated, it may need to move to another channel. For example, an intense social media or text conversation may de-escalate if it’s moved to the phone. Likewise, a raging phone call might simmer down if it becomes a video call.
At Zendesk, we often try to engage with upset customers over video. The medium makes it easier for agents to analyse the customer’s body language and visual cues. It also makes it harder for customers to be angry; instead of shouting at some voice on the other end of the line, they’re looking at another human being.
Embrace an omnichannel support strategy so that you can easily transfer a conversation to a more appropriate medium when necessary.
Give the customer a clear plan for what comes next
If you can’t resolve an issue right away, it’s crucial you reassure the customer that the problem will get solved. Clearly explain the next steps you’ll take: walk customers through a definitive plan that lays out what you’ll do right away, what will happen after that and when they can expect a resolution.
For example, you might need to schedule a next day appointment with a product manager to fully troubleshoot an issue. Set up the meeting, then tell the customer to expect a follow up email 24 hours after the appointment to ensure everything went well.
Every customer interaction is unique, but they often follow the same pattern. Similarly, while personalised support is key to great customer service, you can often use customisable templates as a starting point for conversations.
Five email templates for dealing with angry customers
Email is a great channel for responding to customer complaints. The medium doesn’t allow for interruptions or shouting, so it’s harder for angry customer scenarios to escalate. You’re also not speaking spontaneously, which means you have more time to carefully consider your wording. That being said, you should never wait too long to respond to an email - if customers don’t get a response for hours or days, their irritation will only fester while they wait.
1. Initial reply email template
If you do need more time to answer a particular request, it’s best to send an initial reply email acknowledging that the customer’s message has been received. Make sure to apologise for the inconvenience and promise to have an answer within a certain time frame. You might use the following email template to immediately respond to a support request:
Hi [Customer Name],
We have received your support request regarding [customer complaint] and are working to fix the issue. I’m very sorry for any inconvenience you’ve experienced and we’re committed to resolving it as soon as possible. We appreciate your patience and hope to have a solution for you by [date and time].
In the meantime, have you had a chance to look at [resources related to issue]? This may help shed some more light on the situation.
While some enquiries may take longer to sort out, common customer complaints can usually be addressed more quickly. Regardless, it’s important that the tone of your message remains apologetic, understanding and sincere. Try basing your message on customer service email templates that correspond to the situation.
2. Delayed order email template
Customers have grown accustomed to speedy deliveries. It can be very frustrating when an order doesn’t arrive by the promised delivery date. This is especially true if it’s a time sensitive item such as a gift for the holiday season.
If a customer reaches out to complain about a delayed order, be sure to track the package and send an email explaining its status.
Dear [Customer Name],
I’m really sorry that your order hasn’t arrived yet. I can understand how frustrating this must be for you.
I have tracked the item’s progress via [package carrier] and it’s currently listed as “[status]”. If you’d like to monitor its progress, you can use this link: [tracking link]
If your order doesn’t arrive within [time frame], please contact me directly. I will do everything I can to locate your package.
I’d like to apologise again for the inconvenience and I encourage you to contact me if you have any additional questions or concerns.
3. Wrong item email template
Getting the wrong order through the post is incredibly exasperating. Not only does it further delay the correct item, but it also creates more work for the customer. Make sure your email acknowledges both pain points.
Dear [Customer Name],
I’m sorry that we mixed up your order. I know how disappointing it is to not get what you expected.
I’ve just checked on your original order and it should arrive on [date] via [carrier] (tracking number [#]). If you’d like to track your package, you can use this link: [link].
I’ll follow up with you on [delivery date] to make sure you’ve received the correct items. In the meantime, feel free to contact me if you have any questions.
I also have one favour to ask: could you please return the incorrect items you received within the next [#] days? Inside the box you should find an adhesive prepaid return label. If not, please click this link, print the form and attach it to the box, and drop off the box at any [carrier] location (click here to find the nearest one).
Once again, [Customer Name], I sincerely apologise for the mistake and the inconvenience it has caused. Thank you for your patience and assistance.
4. Technical difficulties email template
Tech companies and service providers have to apologise for spotty service or back-end issues when they occur. It’s important to explain what went wrong and try to make up for the headache it’s caused.
Dear [Customer Name],
I sincerely apologise for the frustration these issues must have caused you. To help make it up to you, I’ve refunded your subscription fee for this month.
It appears that the problems you experienced were a result of [explanation]. We’ve identified the source of the issue and we’re working hard to implement a fix as soon as possible. Everything should be resolved by [expected time]. Once access is restored, I’ll let you know.
Sorry again for the inconvenience this has caused. Please don’t hesitate to contact me directly if you need any additional assistance.
5. Late response email template
When there’s a high volume of emails, it’s possible for one to slip through the cracks. Unfortunately, getting ignored will only make an angry customer even more irate. If a customer complains that they haven’t had a response to their email, quickly address the original problem and then apologise for missing the initial email.
Dear [Customer Name],
I’m sorry for the delay in getting back to you. I completely understand your frustration. Your email deserved a much timelier response.
As you requested, I’ve [resolved original issue]. If you experience any further problems, please contact me directly.
Due to the inconvenience we caused you, we’d like to offer you a [discount or deal]. Just follow this link to the [coupon code].
Once again, [Customer Name], I sincerely apologise for the delay. We will do everything in our power to improve our response time - so we can provide you with the speedy customer service you deserve.
Nine phone scripts for angry customers
The phone is the most stressful channel for engaging with an angry customer. In addition to finding the right words, you’ll need to ensure your tone of voice remains calm if you hope to de-escalate the situation. This isn’t easy, so it’s helpful to have some scripts handy.
Reading from a call centre script or template can be risky at times, as your response may sound fake or disingenuous. Also, in a live conversation, you may not have much time to consult a script before responding to the caller. The best technique is to learn a few lines that are effective at diffusing a heated conversation. Keep these phrases in mind so you’re able to adapt them to the next volatile situation.
Apology phone scripts
When a customer is angry - whether justified or not - the most important thing is to communicate understanding and sympathy. Start with a sincere apology, immediately followed by an offer to resolve the issue.
1. I’m very sorry that happened to you. Let me see if I find a way to make this right.
2. I’m sorry to hear that. Can you tell me exactly what happened so I can help?
3. I’m really sorry about the mistake we made. Let’s see what I can do about fixing your order.
4. I completely understand the frustration you’re feeling. I’m sure I’d feel the same way. Can I ask you a few questions so we can get this resolved?
5. I’d like to sincerely apologise for that inconvenience. Thank you for bringing the issue to our attention. I will take action on this right away.
Irate customer phone scripts
Some customers really like to vent. If apologies and offers to help aren’t calming the caller down, you may have to try something different.
6. I’m really sorry and I’m going to do my very best to help you, [Customer Name], but I won’t be able to resolve this issue unless you’re able to answer my questions and discuss this more easily.
7. You seem very upset right now, [Customer Name]. Would you rather continue this conversation over email?
8. I’m sorry that you’re so upset, [Customer Name]. Would you like me to call you back another time?
9. I’m sorry you feel so frustrated by this conversation. Would you like to speak with my supervisor instead?
If a caller becomes abusive, hanging up is an option - it should always be a last resort, though. It’s best to involve your supervisor before completely ending the call. Your manager might find a creative solution for placating the customer or be able to validate your decision to end the interaction.
Ten live chat templates for angry customers
Dealing with angry customers over chat can be stressful. Annoyed customers are often impatient, so you don’t want to take too long to come up with a response. However, knowing how to deal with angry customers by using proactive chat scripts can help make conversations less tense.
In some cases, it might be best to transfer the conversation to the phone. But it is possible to be personable, empathetic and responsive over chat - especially if you know the best lines to use.
Chat apology templates
If a customer describes a negative experience, the first thing you should do is apologise. There are a few different lines you might use to let the customer know you are sorry for what’s happened and are ready to remedy it.
1. [Customer Name], I’m so sorry that you’ve had to deal with this problem. Let me quickly check to see if I can fix it.
2. I’m sad to hear that you had a negative experience. Please tell me what happened and I’ll do everything I can to make things right.
3. I understand how you’re feeling right now and I’m very sorry about it. I’m sending your request to the right person immediately to make sure we fix this as soon as possible.
If you’ve given the customer the wrong information, you’ll need to be even more contrite. Make a personal apology for your mistake before explaining how you’ll fix it.
4. [Customer Name], I sincerely apologise for this inconvenience. I made a mistake and showed you the wrong [information]. What I should have shown you is...
5. [Customer Name], I’m afraid we accidentally sent you the wrong invoice. I’m very sorry for the mix up at our end. We’ll resend the correct invoice in a moment, along with a special discount code to help make up for this inconvenience.
Sometimes, a support request can’t be filled. Even if the customer’s request is unreasonable, try to explain your position as diplomatically as possible.
6. I’m sorry, I’d really like to help you with this issue, but I’m afraid I’m unable to fulfil that request. Is there anything else I can do for you?
7. We apologise, but we’re not able to help you with that particular issue. I’m afraid your request goes beyond the scope of our support capabilities.
Chat transfer request templates
In some cases, it’s necessary to transfer a ticket to a different agent or department. Adding another step to the process is likely going to test the patience of already angry customers. Here are a few ways to handle this situation.
8. I’m really sorry, but I’m afraid our department can’t help you with your problem. Would it be alright if I transferred you to one of my colleagues who can handle your request?
9. I sincerely apologise for the inconvenience, but my department doesn’t have the type of information you need. Would you mind if I transferred you to the right department?
10. Unfortunately, I’m not equipped to handle your request. I’m sorry for the inconvenience but I can transfer you to another agent who specialises in this type of issue, if you’d you like?
If the customer consents to a transfer, thank them again for their time and patience before making the move.
Avoid angry customers with a more seamless experience
One thing that’s guaranteed to make upset customers even more angry? Having to repeat themselves all over again after being transferred to a different service rep. You can prevent this by using customer support software that allows you to house customer conversations in a centralised workspace.
When everything is in a single place, entire conversations can effortlessly move from one social messaging app to another and agents can easily switch between email, phone, chat and more. Your agents also have quick access to customer data and conversation history, giving them all the context they need, so customers are never asked to repeat their problems - which can make a world of difference when they’re unhappy.
Meet customers where they are and provide personalised empathetic responses to make sure they feel heard - no matter what channel they’re using. They’ll feel much happier in no time.