Finish with an invitation to clarify and explain your feedback. "Please let me know if you have any follow-up questions or require clarification on an issue," write the sentence.
How should a feedback message be written?
Remember that this is all there is to it:
How to Handle Negative Feedback
Inform the consumer that you value their comments and are worried about the service they got or the issue they are experiencing. Restate the issue. When a consumer is frustrated, they need to know that they have been heard. The greatest method to demonstrate that you're paying attention is to repeat the problem in your own terms. This shows that you are listening carefully and will be able to help them solve their issue.
As a consumer advocate, you should be aware of different types of customer feedback. You should also know how to properly deal with this information so that you can provide quality service to your customers.
Here are some examples of common types of customer feedback:
Complaints - These are messages from consumers regarding their experiences with your company and its employees. They may be formal or informal complaints. Identify the person who sent the complaint with an ID number. Keep all complaints confidential! Do not include any personal information such as names or addresses.
Problem Reports - These are communications from consumers regarding problems they are having with products or services provided by your company. Again, they may be formal or informal. You should take action to resolve the problem immediately! If you cannot resolve the problem yourself, get a new supplier. Make sure to follow up as necessary to make sure the problem has been resolved successfully.
Surveys - These are questions asked of a sample group of people chosen by either you or your customer.
How to Solicit Customer Feedback
Rather than thinking you know what your customers want from your products or services, actually ask them! Customers will feel free to be honest and open with their comments if you take the time to create a basic feedback form packed with questions that they can immediately answer. This way you'll get accurate information that will help you improve your product or service.
Examples of good feedback forms include questionnaires and surveys. Questionnaires are used when you want to learn more about a large group of people simultaneously (such as all of your customers). Surveys are sent out to a selected group of people to find out their opinions about something new or existing. You can use both techniques in combination - for example, you could conduct one large questionnaire to obtain overall feelings about your company's products or services, then send out several smaller surveys to get specific details about people's experiences.
Feedback forms are easy to make. Just like any other type of business document, they can be printed off on paper and distributed either in person or by email. They don't need to be fancy - a simple spreadsheet style format with questions separated by columns is enough. People will feel comfortable giving you honest answers if you display yourself as being interested in what they have to say and if there's no expectation that you should act on their comments.