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CALL HANDLING GUIDELINES
• I. Greeting
•
• “Thank you for calling (COMPANY NAME). This is
(YOUR NAME), how may I help you?”
•
• *Sound as happy, friendly and accommodating when
delivering your greeting statement
II. Acknowledge/Paraphrase
“I understand how you feel and I apologize for any inconveniences you
may have experienced. Let me try to help you out with your concern.
Can you tell me more about it?”
“I understand how you feel and I apologize for any inconveniences you
may have experienced. If I understood you correctly, this is what
happened: (CUSTOMER’S ISSUE). Is that right? Let me help you out
on that.
*Use the EAR Method every time the customer shows a sign of being upset,
frustrated, angry, etc.
*Use verbal prompts such as “I see” or “Yes, I understand” to let them know that
you are listening. Also, say “I apologize, please continue” if you accidentally
interrupt callers while they are talking
III. Verification
Get all the necessary information for the customer to be verified
(i.e. name, last 4 digits of credit card no. etc.)
“In order for me to be able to verify your identity, may I have
your name and the last four digits of your credit card number
please?”
“For verification purposes, may I have…..?
“To protect the privacy of your account, may I have….?
“Thank you for that information.”
*Always thank the customer for the answers/information that they give you and
make sure you use their names at least 3 times in a call. Remember that the
essence of the verification is customer security!
IV. Hold Procedure
Ask for permission
Give a specific timeframe (limit it to 2 min.)
Give a reason for the hold
“Thank you, please hold.”
“Thank you for waiting.” (upon return)
Transfer Procedure
Inform caller where/to whom they’ll be transferred
Give a reason for the transfer
Inform of possible hold time
“Thank you. Please stay on the line for the
(TRANSFER DESTINATION; i.e. technical department)”

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Call handling guidelines

  • 2. • I. Greeting • • “Thank you for calling (COMPANY NAME). This is (YOUR NAME), how may I help you?” • • *Sound as happy, friendly and accommodating when delivering your greeting statement
  • 3. II. Acknowledge/Paraphrase “I understand how you feel and I apologize for any inconveniences you may have experienced. Let me try to help you out with your concern. Can you tell me more about it?” “I understand how you feel and I apologize for any inconveniences you may have experienced. If I understood you correctly, this is what happened: (CUSTOMER’S ISSUE). Is that right? Let me help you out on that. *Use the EAR Method every time the customer shows a sign of being upset, frustrated, angry, etc. *Use verbal prompts such as “I see” or “Yes, I understand” to let them know that you are listening. Also, say “I apologize, please continue” if you accidentally interrupt callers while they are talking
  • 4. III. Verification Get all the necessary information for the customer to be verified (i.e. name, last 4 digits of credit card no. etc.) “In order for me to be able to verify your identity, may I have your name and the last four digits of your credit card number please?” “For verification purposes, may I have…..? “To protect the privacy of your account, may I have….? “Thank you for that information.” *Always thank the customer for the answers/information that they give you and make sure you use their names at least 3 times in a call. Remember that the essence of the verification is customer security!
  • 5. IV. Hold Procedure Ask for permission Give a specific timeframe (limit it to 2 min.) Give a reason for the hold “Thank you, please hold.” “Thank you for waiting.” (upon return) Transfer Procedure Inform caller where/to whom they’ll be transferred Give a reason for the transfer Inform of possible hold time “Thank you. Please stay on the line for the (TRANSFER DESTINATION; i.e. technical department)”