How To Deal With A Bad Customer Without Losing Your Sanity?

angry woman is screaming
Photo by Andrea Piacquadio on

No one enjoys dealing with a difficult customer. But, whether we like it or not, it’s a part of doing business. The ability to handle a tough customer situation with grace and composure can mean the difference between a satisfied customer and a lost one. So how to deal with a bad customer?

Here are a few tips on how to deal with a bad customer without losing your sanity:

  • Keep your cool. It can be difficult, but it’s important to remain calm and professional.
  • Listen to the customer. They may have a valid complaint that you can address.
  • Don’t take it personally. It’s not about you, it’s about the customer’s issue. – Apologize. Even if it wasn’t your fault, an apology can diffuse the situation.
  • Offer a solution. If there is a way to fix the problem, offer it to the customer.
  • Follow up. After the interaction, make sure to follow up with the customer to ensure their satisfaction.

As a business owner, you will inevitably encounter a bad customer at some point. Whether it’s a demanding customer who is never satisfied, or a customer who is outright rude and obnoxious, dealing with a bad customer can be a challenge.

It’s important to remember that not all customers are created equal and that you don’t have to put up with bad behavior.

Let’s explore how to defuse the situation, how to set boundaries, and how to protect your employees.

Keeping your composure to deal with a bad customer

maintain your cool to deal with a bad customer. A calm woman talking to a customer.
Photo by Christina Morillo on

We’ve all been there – dealing with a difficult customer who is angry and upset. It can be a trying experience, but it’s important to remember that the customer is always right. No matter what, you need to keep your composure to deal with a bad customer.

First, take a deep breath and try to relax. It’s important to stay calm and not get defensive. Second, try to see the situation from the customer’s perspective. It’s helpful to understand where they’re coming from and what their needs are. Lastly, be patient and understanding. Sometimes, all a customer needs is a little patience and kindness.

Deal with a bad customer in a way that is professional and courteous.

Dealing with the situation

  • Thank them for the reach out
  • Empathize with their issues
  • Take responsibility
  • Offer a solution
  • Follow up

Thank them for the reach out

Acknowledging the customer’s concern or complaint has to be the first step. Also, thank them for the reach out.

Let them know that customer convenience and satisfaction is of upmost importance to your business.

This puts them at ease in most cases. It’s a signal that you are not trying to brush aside the issue. You are willing to take ownership and correct what’s wrong.

Here are a couple of examples to respond on email:

Thank you for bringing this to our attention. We’re sorry to hear that you’re not happy with our product. We take customer feedback very seriously and we’ll do everything we can to make things right. Can you please provide us with some more information on the issue you’re experiencing? We’ll use this information to troubleshoot the problem and see what we can do to improve our product.

Thank you for your time and we appreciate your feedback. Thank you for bringing this to our attention. We’re sorry to hear that you’re not happy with our service. We strive to provide the best possible experience for our customers, and we’re sorry we fell short in your case. We appreciate your feedback and we’ll do our best to improve our product for future customers. Thank you for taking the time to reach out to us.

You may also like: how to respond to angry customers? 10 email templates.

Empathize with their issues

Empathy is one of your most efficient weapons to deal with a bad customer.

At its heart, good customer service is about empathizing with the customer’s issues. It’s about understanding their concerns and taking steps to address them.

This can be difficult to do, especially when dealing with angry or bad customers. But by taking the time to understand their perspective, you can more effectively address their needs.

There are a few key things to keep in mind when empathizing with a customer.

First, remember that everyone is different. What works for one customer may not work for another. Second, try to put yourself in the customer’s shoes. What would you want if you were in their situation? And finally, be patient. Listen to the customer and try to understand their point of view.

Take responsibility and offer a solution

Customer service is an important part of any business. Not only do you need to provide a good product or service, but you also need to be able to deal with customer complaints and problems.

It can be difficult to know how to deal with a customer who is angry or upset. But remember that the customer is not always right. Sometimes, the customer is upset because of a problem that is not your fault. In other cases, the customer may be unreasonable.

Whatever the case, take responsibility for the problem and offer a solution.

This shows the customer that you are willing to work to fix the problem and that you are invested in their satisfaction.

Of course, not every problem can be fixed. But taking responsibility and offering a solution is a good way to show that you are trying to help, even if the problem can’t be completely resolved.

Follow up

Follow up with the customer after a problem has been reported to ensure that the issue has been resolved to their satisfaction. This shows that you are dedicated to providing excellent customer service and that you care about the customer’s experience.

There are a few different ways to follow up with the customer. You can send them an email, give them a call, or even send them a text message. Whichever method you choose, make sure to do it promptly so that the customer knows that you are taking their problem seriously.

In addition, make sure to check in with the customer to see if they are still having issues or if they need any further assistance. This follow-up will help to build trust and confidence in your relationship with the customer.

If you manage to deal with a bad customer successfully and win their trust, they often turn into your most loyal advocates. Don’t miss out on the opportunity.

Takeaway: Learn from the experience

Some customers will inevitably have a bad experience with your product or service. No matter how hard you try, there will always be the odd disgruntled customer. However, you can use these bad experiences to your advantage. Use them as learning opportunities to improve your product or service so that future customers will have a better experience.

Of course, you don’t want to make the same mistake twice, so it’s important to take the time to understand why the customer had a bad experience. Was it a one-off issue or is there a bigger problem that needs to be addressed? Once you’ve pinpointed the problem, you can start to put steps in place to prevent it from happening again.

Bad experiences can be frustrating, but if you use them as a chance to improve your business, they can be quite valuable.

To learn from the bad experiences of your customers, you need to be able to collect this data. This can be done through customer surveys, interviews, focus groups, or other methods. Once you have this data, you can start to see patterns and learn from the mistakes that were made.

Deal with a bad customer using these tips and learn from the experience. Have any tips for us? Please share in the comments below.

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By BMB Staff

Business Management Blog is your online resource for business management and strategy articles, insights, ideas and tools. We talk about Business Management, Strategy, Customer Experience, Employee Engagement, Leadership and Career Growth. Subscribe to the blog to get updates about new posts.

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