{"id":3983,"date":"1967-05-01T00:00:00","date_gmt":"1967-05-01T00:00:00","guid":{"rendered":"https:\/\/www.rbc.com\/en\/about-us\/history\/letter\/may-1967-vol-48-no-5-dealing-with-complaints\/"},"modified":"2022-11-28T01:15:55","modified_gmt":"2022-11-28T01:15:55","slug":"may-1967-vol-48-no-5-dealing-with-complaints","status":"publish","type":"rbc_letter","link":"https:\/\/www.rbc.com\/en\/about-us\/history\/letter\/may-1967-vol-48-no-5-dealing-with-complaints\/","title":{"rendered":"May 1967 &#8211; VOL. 48, No. 5 &#8211; Dealing with Complaints"},"content":{"rendered":"<div id=\"layout-column-main\">\n<p class=\"boldtext\">Complaints made by customers are                     a source of deep concern to management and of irritation to                     workers.<\/p>\n<p> It is human nature to take offence at a complaint when it                     is known that everyone from the man or woman at the counter                     up to the general manager of the firm is striving mightily                     to see that no preventable cause for grievance is given. But                     the clumsy handling of one small customer complaint by some                     harassed or frightened clerk may upset the earnest efforts                     of the whole organization.<\/p>\n<p>Complaints, which may be looked upon as the expression of                     dissatisfaction or a grievance or something that disturbs                     a person, are to be taken seriously. Do not let their apparent                     smallness, from your point of view, cause you to deal with                     complaints in an offhand way. The grievance which may be almost                     invisible to you looms large in the complainant&#8217;s eyes. Even                     if an error can be corrected by nothing more than a little                     clerical dexterity, do not make it appear petty. Do it in                     the spirit of attentive service.<\/p>\n<p>Nine times out of ten an injury is exaggerated. Often it                     is imaginary. Sometimes it is fabricated. Nevertheless it                     must be handled in the best way in the interest of your firm.<\/p>\n<p>Why worry, some may say, about the occasional complaint                     when the great majority of customers says nothing? But just                     as nine-tenths of an iceberg lies under the surface of the                     sea, so this complaint may be a signal that there is much                     trouble at hand, though unseen.<\/p>\n<p>Smallness of a customer&#8217;s business is not a good reason                     for brushing off his complaint. Everyone who does business                     with your company feels that his affairs are important, and                     he is right. Careful handling of his complaint will build                     loyal support for you, and that is excellent business building.<\/p>\n<h3>Preventing complaints<\/h3>\n<p>Established customers are a firm&#8217;s best friends. The most                     effective way to keep them is to give them no cause for complaint,                     to establish your firm on that foundation stone of respect                     and confidence which is best described by the word &#8220;dependability&#8221;.<\/p>\n<p>The ideal way to handle complaints is to prevent things                     from happening that give rise to grievances, to be careful                     to give no grounds for a justifiable cause of distress. By                     thinking of the interest of the customer &#8211; a key principle                     in all business &#8211; you are safeguarding also your firm&#8217;s                     interests.<\/p>\n<p>Even if you were perfect, you would still receive complaints,                     but the nearer to perfection your work is the fewer will be                     the criticisms, and the better qualified you will be to deal                     with them.<\/p>\n<p>Every worker should know the drill pertaining to his own                     job, but he should know more than is absolutely necessary                     to his daily work. By understanding the policies of his company                     and the connection of his department with others, he is able                     to relate things, to get them into perspective, and this helps                     enormously in handling problems.<\/p>\n<p>He should also learn about customers&#8217; wants and expectations.                     Satisfied customers are the backbone of business success,                     but how can we satisfy them unless we know what they want?<\/p>\n<p>It is true that people who have a high regard for your firm                     are likely to be patient, but their long-suffering is not                     the sort of thing on which to count for future trade or word-of-mouth                     promotion of your company&#8217;s goods or services.<\/p>\n<p>Try to sense, before he reaches the point of making a complaint,                     when a customer is dissatisfied. It is not enough to assure                     yourself that you are pursuing a course beneficial to your                     customer: you need to make it evident to him. Every contact                     with the customer should make it clear that he is the central                     figure.<\/p>\n<p>Even in this age of thought manipulation there are many                     old-fashioned people who believe that the best way to keep                     old customers and win new customers is to give value for money,                     intelligent service, and personal attention.<\/p>\n<p>What a customer notices most is not your normal efficiency,                     which he takes for granted, but the extra touch which demonstrates                     your understanding of him, your genuine interest in his affairs,                     your willingness to do what is best for him, and your knowledge                     of how it can be done.<\/p>\n<p>This extra touch is not a uniform put on for the occasion                     of serving customers, but is your personality, made up of                     many qualities: sincerity, the Golden Rule, knowledge, and                     developed skill. Some people confuse mere geniality &#8211;                     the &#8220;glad hand&#8221; approach &#8211; with personality. The smile                     with which a customer is greeted must spring from the worker&#8217;s                     knowledge of the service he is in a position to give, confidence                     in the integrity of his firm, and a feeling of pleasure because                     he is able to help. Customers who are treated in this way                     are unlikely to find cause for complaint.<\/p>\n<h3>Complaints are valuable<\/h3>\n<p>When complaints are made, they give you a chance for constructive                     business building. This is not just a sugar-coated way of                     describing a job that is generally held in disrespect. It                     is wholly true. There is no more satisfying experience than                     to turn a discontented customer into one who is made happy                     by your attention, care and friendliness. Every complaint,                     of whatever kind, can be handled so as to strengthen the goodwill                     between the customer and your company.<\/p>\n<p>Complaints are valuable because they direct attention to                     possible areas of improvement in operating efficiency. Accept                     it as a basic law of business life that there is always room                     for improvement. A weak spot in your organization may be revealed                     by a complaint, and this gives you the opportunity to improve                     your product, your service and your public image. For these                     reasons, complaints are welcomed by all but the most timid                     of men.<\/p>\n<p>We might go a step further and seek to uncover grievances.                     When not given expression, dissatisfactions will build up                     to the point of explosion. The principle of stepping out to                     meet trouble rather than allowing it to gorge itself in secret,                     pays dividends. When a customer sees that you are making efforts                     to discover and rectify conditions that annoy him, he will                     come over to your side.<\/p>\n<h3>About covering up<\/h3>\n<p>Too many people on all levels of operation in offices, stores                     and factories run into an internal block when shown an error:                     they buck and twist in an effort to avoid admitting it.<\/p>\n<p>When a complaint is laid on your desk take it calmly, get                     the facts into the open, and look at them judiciously. No                     customer must ever be brushed off, stamped on, or made to                     feel ridiculous. Flippancy is quite out of place. The customer                     is not going to be satisfied if you tell him &#8220;To err is human&#8221;                     and attempt to pass off his criticism with a shrug.<\/p>\n<p>Dodges and devices reveal their spurious nature. If you                     take cover behind such ambiguities as &#8220;company policy&#8221; or                     &#8220;our customary methods&#8221; you irritate your customer. He doesn&#8217;t                     care about these obscure things: what he wants to know is                     whether you are going to do something about his grievance.<\/p>\n<p>If you slipped up, or your firm made a mistake, a straightforward                     apology is in order. Don&#8217;t hesitate to express regret without                     any hemming or hawing. Then make an adjustment quickly, tactfully,                     and in a friendly way. An adjustment made grudgingly might                     almost as well not have been made at all, because a very important                     object of the adjustment is to retain the customer&#8217;s goodwill,                     and deepen it if possible.<\/p>\n<p>This is widely recognized, and it is practised by most of                     the biggest concerns. Aboard a trans-Atlantic liner, a passenger                     crunched down on a metal staple in her vegetable plate. The                     waiter called the steward, who brought a gold-braided officer                     who apologized. He ordered a steak dinner for all six passengers                     at the table, turning a troublesome incident which could have                     produced hurtful publicity into a festive occasion.<\/p>\n<p>If delay in making an adjustment is necessary, explain why.                     Hesitation in acknowledging receipt of a complaint is a capital                     mistake. It gives the complainant time to brood over his grievance,                     and hatches out a magnified sense of injury.<\/p>\n<p>The acknowledgement should not show impatience or haste,                     however unjust the complaint may appear. Even unreasonable                     complaints should be handled with composure.<\/p>\n<p>There are, of course, some fault-finding people who do precious                     little thinking about what they say. They release their own                     tension and unhappiness by criticizing others. But for all                     except those who are totally unreasonable most business firms                     go to great lengths to eliminate the cause and repair the                     damage revealed by complaints.<\/p>\n<h3>Handling complaints<\/h3>\n<p>A company doing business with the public or with other firms                     needs a policy with regard to complaints that makes clear                     its desire to serve customers. The alternative is to lose                     business.<\/p>\n<p>No complex system need be worked up. Keep the procedure                     simple. But supervisors should explain unmistakably to new                     employees, and repeat at intervals, that the company desires                     above all good treatment of customers. Then they should lay                     down a few ground rules which make clear the area in which                     each worker is responsible.<\/p>\n<p>To make no provision for training employees in dealing with                     complaints is a short-sighted, if not blind, policy. When                     a complaint is made to a junior worker who has been properly                     instructed he may often do whatever is necessary to adjust                     it, and he should be required to do so. If the matter is beyond                     his jurisdiction, or is too weighty for him to handle, he                     should take it immediately to his superior.<\/p>\n<p>A &#8220;brush-off&#8221; at the junior level means that the complainant                     will write formally to someone in the high ranks of management.                     Then the complaint becomes not only the original grievance                     but an accusation of inefficiency against the junior and a                     criticism of his supervisor.<\/p>\n<p>Management should make clear that it desires every complaint                     to be welcomed as a constructive service. Workers should show                     sympathy with the person making the complaint, realizing that                     he would not have gone to the bother if he had not felt that                     he had been badly treated. Show willingness at once to investigate                     thoroughly and to correct whatever is found to be wrong. Get                     at the facts, learn exactly what happened and the extent of                     the damage. Do not argue. Do not hint that the customer may                     be dishonest or careless. When the customer is right, or partly                     right, make the correction or adjustment promptly in the best                     spirit. When the customer is wrong, explain the grounds for                     your decision in simple terms. By so doing you show regret                     while at the same time enlisting the customer&#8217;s sense of justice.<\/p>\n<p>This does not mean, obviously, that workers are to be wishy-washy                     people, subscribing to the slogan that &#8220;the customer is always                     right.&#8221; It does mean that they do their best to adjust the                     matter complained about, to straighten out the customer&#8217;s                     thinking in a nice way, and to send him away with a pleasant                     feeling about their efficiency and their firm&#8217;s good character.<\/p>\n<h3>Analyse complaints<\/h3>\n<p>The generality of complaints must be broken down into particulars                     so as to be manageable. Perspective is important, so that                     you see things in their relationships.<\/p>\n<p>Be alert to pick the significant criticism out of all that                     is said. Try to uncover the hidden content of the complaint,                     if it is a serious one. It may be a disguise for something                     else, for buried dissatisfactions or for enticing offers from                     a competitive concern. Whether it is valid or invalid, relevant                     or irrelevant, a grievance that is brought out into the open                     is less dangerous than one that is not expressed.<\/p>\n<p>Then look at yourself and your firm. Have you had any part                     in creating the reason for this cause of distress? Has it                     grown in size and intensity because of your neglect? Can it                     be corrected without any additional irritations? Next, look                     at the complaint itself. What are the causes? Can you find                     a sound remedy that is fair to both your firm and your customer?<\/p>\n<p>Talk over the complaint so that both you and the complainant                     know exactly what is at stake.<\/p>\n<p>The vital thing is to listen. Show respect for the other                     fellow&#8217;s point of view, even if you do not agree with it.                     Quite often all that people want is to have their opinions                     respected. This does not mean that you should concede that                     the customer is right, but only that you should make him feel                     that you can understand how he came to take his position.                     Your listening assures him of your entire fairness, and predisposes                     him to take a like attitude.<\/p>\n<p>Then, when the facts are on the table, study the evidence.                     Does it support the complaint? In <em>Sales Trails<\/em>, the                     house organ of Bulman Bros., lithographers, Winnipeg, the                     story is told of the defendant in a hard-fought civil case                     who, after pleading &#8220;Not guilty&#8221; changed his plea to &#8220;Guilty&#8221;                     toward the end of the trial. He told the surprised judge:                     &#8220;I thought I was innocent, but at that time I hadn&#8217;t heard                     all the evidence against me.&#8221;<\/p>\n<p>Avoid being drawn into an argument. An argument is a contest                     which someone must lose, and if you win you have forfeited                     goodwill and probably antagonized a customer.<\/p>\n<p>Handling a complaint does not call upon you to lash yourself                     into a state of tension. If your case is good you do not                    need  passion to add force to it. We all suffer the urge                    to &#8220;cut                     down to size&#8221; the critic across the counter, but making him                     lose face accomplishes nothing worth while and it leaves                    us  with a nasty taste in our mouths. The price is too high                    for a momentary  triumph.<\/p>\n<p>Adopt a constructive attitude. Show that you respect the                     complainant&#8217;s position and are giving attention to his statements.                     That makes it easier for him to come down off his perch and                     agree with you.<\/p>\n<p>By avoiding these things: argument, display of cleverness,                     talking down to the critic, evidence of impatience, you will                     find that many a request impossible to grant can be discussed                     to the point where the conclusion is mutually satisfactory.<\/p>\n<h3>Compromise and courtesy<\/h3>\n<p>In handling complaints, astute workers make it a practice                     to concede as much as possible, sacrificing details in order                     to keep the matter always in the area of possible reconciliation                     of the complainant&#8217;s demands and the company&#8217;s settlement.<\/p>\n<p>What does conceding a point mean? It is very like priming                     the farm pump. You give the dry pump a bucket of water so                     that you may then draw as many buckets as you want.<\/p>\n<p>If the remedy suggested to you is not acceptable, try to                     suggest an alternative that will be fair without imposing                     on your company. But leave the customer with his dignity.                     It is possible, and nothing less should be our endeavour,                     to refuse an unjust request with such consideration that we                     erase the unpleasantness and resell our company as a desirable                     place to do business.<\/p>\n<p>Through it all we must be courteous. Another person&#8217;s rudeness                     must not be allowed to set the standard for our response.                     Tact and courtesy lubricate any complaint situation. They                     may not settle the affair, but they do help toward settlement.<\/p>\n<p>There is an important personal bonus in being polite. Even                     if you don&#8217;t feel civil or cheerful in difficult circumstances,                     the mere fact that you assume the appearance preserves your                     dignity.<\/p>\n<p>When presenting your reasoning about a complaint, be unfailingly                     urbane and moderate. Modest presentation of your case is more                     effective than is the making of loud noises. When Jupiter                     started to thunder in the midst of an argument his opponent                     said: &#8220;Now I know that you are wrong&#8221;.<\/p>\n<p>These considerations of manner and demeanour are important                     to the success of anyone who seeks advancement in any business                     or profession.<\/p>\n<p>Tact, &#8220;the art of all arts&#8221;, is made up of adroitness in                     appreciating circumstances and acting accordingly; of consideration                     for others; of skill in saying or doing what is most appropriate.<\/p>\n<p>When your consideration and courtesy have brought about                     a settlement: what now? If the complaint has been one of significance,                     the worker or his supervisor should follow through after a                     period to learn if the bad spot has been improved, and to                     underline their continuing interest in the customer. The purpose                     of the settlement was not only to silence the complainant,                     but to display genuine interest in the customer. A recheck                     is clear evidence of your firm&#8217;s sincerity.<\/p>\n<h3>Writing letters<\/h3>\n<p>The handling of complaints by correspondence requires application                     of the same principles as have been outlined for handling                     complaints at the counter.<\/p>\n<p>Under no circumstances does the writer of a letter permit                     any evidence of resentment to creep into his reply. Like all                     business correspondence, answers to complaints should be courteous,                     cheerful, tactful, clear, complete, and brief &#8211; but not                     brief to the point of disparaging your correspondent. In writing                     about a complaint you are obligated to give a full, understandable                     and civil explanation.<\/p>\n<p>There is no fixed style for letters answering complaints,                     any more than there is a style for complaint letters, than                     which there are no more diverse types. Organize your ideas,                     because clear thinking must precede clear writing. Think of                     the sort of person to whom you are writing, and aim your reply                     at him, not at his complaint.<\/p>\n<p>Some people are afraid to be friendly in their letters.                     They behave like computers writing to computers. They shy                     away from amiability because they fear that they will be thought                     of as &#8220;phonies&#8221; who have assumed a disguise for the occasion,                     or they are afraid that they may commit themselves or their                     firms.<\/p>\n<p>Being friendly should not raise these scarecrows. It would                     be a grave mistake to indulge in flowery language foreign                     to our natural talk when we are answering a complaint letter;                     but it is no mistake at all to incorporate in our letters                     the warm, kindly, personal language that comes naturally to                     us in person-to-person social contacts. Nor need friendliness                     involve committing us to something undesirable. We can be                     amiable without going beyond the logic of our purpose in writing.<\/p>\n<p>When you have to say &#8220;No&#8221;, do so in an obliging manner.                     Begin your letter with some point of agreement. It may be                     appreciation for submitting the complaint so clearly. Present                     tactfully your firm&#8217;s side of the case, thus giving your reader                     a chance to prepare himself for the rejection. Tell why what                     is requested cannot be done. Be specific and informative.                     State the rejection clearly.<\/p>\n<p>Even a &#8220;No&#8221; letter is a sales letter. It is selling the                     idea of your firm&#8217;s willingness to serve, and the belief in                     your goodwill, as a foundation upon which satisfactory business                     may be built.<\/p>\n<h3>On the other hand&#8230;<\/h3>\n<p>If the shoe is on the other foot, and you are in the position                     of making a complaint about something, here are some points                     to bear in mind.<\/p>\n<p>Most firms know that it is to their advantage to rectify                     errors in order to retain your business and to keep you as                     a booster. Your letter need be nothing more than a clear,                     complete and courteous statement of what has happened.<\/p>\n<p>Assume that the company at fault did not intentionally make                     the mistake. If you, as complainant, charge dishonesty or                     poor management or bad business policy, you are almost sure                     to arouse a feeling of opposition. You will be more likely                     to obtain a satisfactory settlement by emphasizing a firm&#8217;s                     good nature, than by crushing it under a mountain of indignation.<\/p>\n<p>It is sometimes advantageous to state your case and leave                     it to the firm to suggest a solution or settlement. At the                     best you may receive something more generous than you would                     have claimed; at the worst you are back where you started,                     with a new opportunity to present your claim.<\/p>\n<h3>Discretion and skill<\/h3>\n<p>The discreet and kindly and skilful handling of a customer                     who complains is a constructive action in your company&#8217;s interest,                     and your own. Here is a test of your human relations knack                     as well as of your job ability.<\/p>\n<p>The principal points to practise are: acknowledge a complaint                     at once, indicating your interest in it; make a speedy investigation;                     give your decision without delay.<\/p>\n<p>It can be truly said that life is never humdrum for those                     who are expressing their abilities in the very difficult job                     of handling complaints. There are letter writers who welcome                     the arrival on their desks of a particularly troublesome or                     even malicious complaint, because it gives them a chance to                     exercise their talents in solving a perplexing problem.<\/p>\n<p>When a person comes to grips with a challenging situation,                     either person-to-person or by correspondence, and handles                     it properly, that is fulfilment of his creative urge. He is                     not patching up something, but is building something.<\/p>\n<\/div>\n","protected":false},"author":79,"featured_media":0,"template":"","categories":[1],"rbc_letter_theme":[],"rbc_letter_year":[47],"class_list":["post-3983","rbc_letter","type-rbc_letter","status-publish","hentry","category-uncategorized","rbc_letter_year-47"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.4 (Yoast SEO v27.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>May 1967 - VOL. 48, No. 5 - Dealing with Complaints - RBC<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.rbc.com\/en\/about-us\/history\/letter\/may-1967-vol-48-no-5-dealing-with-complaints\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"May 1967 - VOL. 48, No. 5 - Dealing with Complaints - RBC\" \/>\n<meta property=\"og:description\" content=\"Complaints made by customers are a source of deep concern to management and of irritation to workers. 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