It is rather common to see support people apologizing to customers. Some are in the habit of doing it almost every single time. Maybe it’s part of their standard response template.
You better avoid apologizing every single time. There is a danger your customers develop resistance. The more times you say “I am sorry for your troubles”, the more it becomes an unconscious addition to your response. The customers can sense that. They will think you are not sincere. When it’s time to really be sorry, they will not believe you.
Is it ever possible to not be sorry when a customer has troubles though? Well, yes. It depends. You can spend a few seconds assessing their situation. Is the problem they are reporting blocking? Is the trouble they had severe? What is the cost for them? Not every problem is similar.
For example, a customer reports a UI misalignment. You do not detect frustration in their initial email. You don’t have to be sorry. This is a reason to say thanks! It is an opportunity to turn this into a positive and elevate your customer’s feelings. You acknowledge the trouble they went through to report a glitch so that you can improve your product.
A customer reports a bug that has prevented them from using your service for the past 4 hours. They had a deadline to meet with their customers, and they depended on your service. They are very irritated about the whole situation, and you can clearly see that in their email. Now, that’s a reason to be sorry.
It’s not time to bring out that canned response though. Transferring your genuine feelings to paper or the screen of your computer, should always start with a blank slate. What you write needs to be based on the unique situation at that particular moment.
You can’t only just say you are sorry. Just saying “I am so sorry for the troubles!” will not cut it. You need to also show your customer how much you understand how the problem has influenced them.
That’s the only way for them to lower their defenses and focus on moving forward with a solution.
Do you have examples of great responses where you had to apologize? We’d love to see them in the comments bellow!
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