Professional Documents
Culture Documents
Subject : English 1
03 Lecturer : Irma Rahmawati, S.S., M.Sas.
ABSTRACT
TUJUAN
Mahasiswa mampu menguasai tata cara menangani dan memberikan keluhan melalui
telepon dalam Bahasa Inggris.
Summary: What to say and what not to say when you complain by telephone and receive
complaints on the phone.
Telephoning can be the most difficult communication skill, and dealing with negative
situations such as problems and complaints is the trickiest situation that most people come
across. Dealing with complaints on the phone is therefore a double challenge. This article
gives a brief guide to what to do and what not to do when you have to complain or someone
complains to you on the telephone.
Especially with new and/ or important business relationships, you can lead up to the topic of
the phone call with polite phrases like:
- Caller: “Sorry to phone so early in the morning/ so late in the evening/ at lunchtime/ last
thing on Friday but…”
- Caller: “Sorry to ring again so soon but…”
- Caller: “Sorry to trouble you again but…”
- Caller: “I’m sure you’re very busy, but…”
- Caller: “I’m not sure if I’ve got the right number, but…”
These stages are useful for starting all kinds of phone calls, but particularly important when
something negative like a complaint is coming after them.
I’d avoid sentences by giving the topic of your call more directly like “I’m phoning to complain
about…”, “I’m calling because there is a problem with…”, etc. And I certainly would never
start the reply to “How can I help you?” with an actual complaining phrase like “I’m not very
happy with…”
2021 English for Business
4 Irma Rahmawati : irma.rahmawati@undira.ac.id
Pusat Bahan Ajar dan eLearning
http://www.undira.ac.id
If you just give the general topic of the call in the right way, the receiver should hopefully
have some idea from just the subject and your tone of voice that some kind of bad news is
coming and reply with a question asking for more details such as:
- Receiver: “Of course. How can I help you?”
- Receiver: “Sure. Is there some kind of problem?”
- Receiver: “Oh, yes. Is it okay?”
- Receiver: “Oh, yes. That was the HRG891, wasn’t it? Is everything okay?”
- Receiver: “Ah. I was thinking you might ring about that. Did you think that…?”
- Receiver: “I should be able to help. What (exactly) can I do for you (today)?”
Once the complaining part of the call starts, there are two main things that the caller usually
wants to achieve:
1. explaining the problem
2. getting some kind of action from the receiver to sort the problem out, make up for the
problem and/ or stop the same thing happening again
Again, it is generally best to work your way through those things as slowly and indirectly as
you can.
We usually make a complaint softer and delay it a bit longer by starting with a transitions
phrase like “Well,…”, “So,…” or “The thing is…” To be as indirect as possible, another
possibility is to follow that transitions phrase with a mention of what you expected before you
get to what actually happened with phrases like:
- Caller: “(According to…), … was supposed to…”
- Caller: “… should have…”
- Caller: “I read on your website that…”
- Caller: “I expected…”
- Caller: “I imagined…”
- Caller: “In the past,…”
- Caller: “I was promised…”
- Caller: “The contract states that…”
- Caller: “Usually, in these kinds of situations,…”
- Caller: “With previous suppliers we have always found that…”
Some similar phrases such as “That’s a shame”/ “That’s a pity” are too impersonal to be
suitable for this kind of situation. “I see” is completely unsuitable as it sounds like you are
suspicious whether what they are saying is true or not and are waiting for more details before
you apologise.
If the receiver already knows why the problem happened, this is probably a good time to
explain that, with phrases like:
- Receiver: “This was because…”
- Receiver: “The (main) reason for this is…”
- Receiver: “This was caused by…”
- Receiver: “(Actually,) I can explain that. It…”
Note that although in some cultures giving reasons is looked at negatively, perhaps because
it seems like avoiding accepting responsibility, in English it is usually considered polite to
give reasons in as much detail as possible.
Especially if the complaint is news to the receiver, they will then probably want to know more
about the problem. The questions of course depend on the situation and problem, but in
general they should be polite indirect questions, given the sensitivity of the situation. Maybe
after something like “To sort this out,…”/ “So I can find a solution,…” to show why you are
interrogating the caller, good starters for polite questions include:
- Receiver: “Can I just check (what the problem is)?”
- Receiver: “Can I ask (what aspect of it you aren’t happy with)?”
- Receiver: “Could you tell me (when you were expecting it to arrive)?”
- Receiver: “I just need to check (if you mean)…”
- Receiver: “I just need to know (a few more details).”
2021 English for Business
8 Irma Rahmawati : irma.rahmawati@undira.ac.id
Pusat Bahan Ajar dan eLearning
http://www.undira.ac.id
- Receiver: “Would you mind telling me (the order number)?”
The receiver may also have to take some of those details down and/ or find the relevant
information during the conversation, needing phrases for asking people to wait like “Just a
moment while I get the information up on the screen” and double checking phrases such as
“Can I check that back?” and “So, it’s… Is that right?” There is a separate article on this site
on this topic.
Before or after finding out more details, the receiver should probably promise some kind of
action, usually starting with “(If you…,) I’ll…”, “Shall I…?”, “Would you like me to…?” or “We’d
like to offer you…” Examples include:
- Receiver: “If you send it back, I’ll be happy to give you a full refund.”
- Receiver: “I’ll check what has happened to the order and phone you right back.”
- Receiver: “Would you like me to send you a replacement?”
- Receiver: “Shall I get an engineer to come round and check it?”
- Receiver: “To make up for that, we’d like to offer you…”
Perhaps the last resorts are just insisting on what you demanded and referring the decision
to a third party. Insisting phrases include:
- Caller: “I’m sorry, I’m going to have to insist on that.”
- Caller: “(As I said) (I think you’ll find that) according to our agreement…”
- Caller: “I’m afraid that’s not really acceptable. Please reconsider.”
- Caller: “If you are unable to accede to my demands, I’m afraid I will have to…”
After that, the final couple of lines before “(Good)bye” depend a lot on how well the rest of
the call went and what the future actions will be. Possibilities include:
- Caller: “Thanks for all your help.”
- Caller: “I look forward to your call.”
- Caller/ Receiver: “Speak to you soon.”
- Receiver: “Please let me know if there are any other problems.”
- Receiver: “As I said, I’ll phone back…”
- Receiver: “Thanks (again) for letting us know.”
Note that moving straight to these kinds of phrases without a stage like those above can
seem a bit sudden in English.
It can also be nice to forget about the stressful phone call with something lighter and
unconnected like “Have a good weekend”.
Ending a phone call phrases which more match a negative situation, but hopefully not in a
too direct way, include:
- Receiver: “Sorry I couldn’t be more help.”
- Receiver: “Hope I can be more help next time.”
- Caller: “Thanks anyway.”
- Receiver: “Thanks for your understanding.”
- Receiver: “Thanks for your patience.”
Smith, D.G. (2007). English for Telephoning (Express Series). Oxford University Press.
https://www.usingenglish.com/articles/how-to-complain-deal-with-complaints-on-
phone.html
https://www.superoffice.com/blog/customer-complaints-good-for-business/