- 1). Call the company's customer service number and choose the extension for the appropriate department based on the nature of the problem. This eliminates or reduces the possibility of agents having to transfer your call several times to connect you to the appropriate department. Consequently, it shortens the amount of time you have to spend waiting to talk to a representative.
- 2). Speak politely to the customer service agent. Begin the conversation with a greeting in a friendly tone of voice. Customer service representatives are more willing to help when the customer's approach is friendly and respectful.
- 3). State the problem and ask your questions as clearly as possible. Listen to the agent's response. Answer any questions the agent asks calmly, clearly and politely. Some of the frustration of service calls stems from a lack of mutual understanding between a customer and a service representative.
- 4). Thank the customer service representative for any assistance you received as you end the conversation, even if you are not satisfied with the outcome. If the agent was unable to solve the problem, ask to speak with the supervisor. In most cases, the supervisor can make allowances or provide answers that the representative cannot. Continue to be polite and friendly when you speak to the supervisor.