When a client is upset and considering canceling their contract, it’s important to communicate with empathy and understanding. Here are some effective phrases and approaches:
Acknowledge Their Feelings: Start by recognizing the client’s feelings. Phrases like “I understand how this situation could be upsetting for you” or “I can see why this has caused you concern” can help the client feel heard and understood.
Express Sincere Apology: Even if the issue wasn’t directly your fault, expressing a sincere apology can help. You might say, “I’m truly sorry that you’re experiencing this issue.”
Offer a Solution: After acknowledging their feelings and apologizing, propose a solution to their problem. This could be a fix for the issue they’re experiencing, or perhaps a concession or refund if appropriate.
Ask for Their Suggestions: Sometimes, the client might have a solution in mind. Ask them, “What would you like us to do to resolve this issue?” This shows that you value their input and are willing to work towards a resolution that satisfies them.
Follow Up: After the conversation, follow up with the client to ensure that the solution was implemented and their issue was resolved. This shows that you care about their experience even after the problem has been addressed.
Here’s a hypothetical example of how one might handle an upset client
Let’s say you work for a software company and a client is upset because a recent software update caused some features in their system to stop working. The client is considering canceling their contract due to the inconvenience this has caused.
Client: “I’m really upset about this. The recent software update has caused a lot of problems in our system. We’re considering canceling our contract.”
You: “I understand how frustrating this must be for you and I’m really sorry that you’re having this experience. We certainly didn’t intend for the update to cause any issues.”
Client: “Well, it has, and it’s causing a lot of problems for us.”
You: “I can see why this has caused you concern. I want you to know that we’re taking your concerns very seriously and we’re committed to resolving this issue to your satisfaction. Can you tell me more about the problems you’re experiencing?”
After the client explains the problems, you could say:
You: “Thank you for explaining that to me. I now have a better understanding of the issue. I’m going to escalate this to our technical team right away and we’ll work on a fix. In the meantime, is there anything else we can do to support you and make this situation easier for you?”
Client: “I just want the system to work the way it was before the update.”
You: “I completely understand, and I assure you we’re going to do everything we can to resolve this. I’ll keep you updated on our progress and I’m always here if you have any other concerns or questions.”
In this scenario, you’ve acknowledged the client’s feelings, apologized for the inconvenience, taken responsibility for the issue, and reassured the client that you’re working on a solution. This approach can help to defuse the situation and maintain the client’s trust, potentially saving the contract. Remember, the key is to demonstrate empathy and understanding throughout the conversation.
