Actions speak louder than words—but words are important, too. Follow these customer service policy templates to accurately set expectations with customers and employees.
7 Customer Service Policy Examples for Small Businesses
Delivering exceptional experiences is a priority for customers. And your job is to empower your employees to deliver the service your customers are looking for. The best way to achieve this goal is through a customer service policy.
By writing and sharing a strong customer service policy, you’ll communicate your values to employees and customers alike, smoothing out interactions by providing a set of guidelines to follow.
Today we’re breaking down what goes into a customer service policy to help you create one for your own business. You’ll also find real-world examples to get inspired by.
A customer service policy is a statement that explains how your business interacts with customers and what your employees should do in case of a problem.
It provides standard operating procedures (SOP) for all employees to follow, ensuring that each and every customer gets the same quality service.
This policy is beneficial because it gives your team clear expectations, resulting in better customer outcomes. It’s similar to a privacy policy , but focuses on behavior rather than data.
💡 Pro tip: If you're going through the motions of documenting all of the necessary policies for your business, check out this comprehensive list of small business workplace policies you should consider.
Yes! Your business needs a customer service policy that states how you interact with consumers and promises a good experience.
Customer expectations are reaching an increasingly higher standard. In one report, a whopping 96% of surveyed customers said subpar customer service affected their loyalty to a brand. But if a business solves customer problems quickly, said another survey, customers are 2.4x more likely to stay .
Particularly since the pandemic, corporate empathy and responsiveness are key—and a strong customer service policy is a great way to reassure customers exactly what you’ll provide.
A strong, well-written customer service policy is beneficial because it:
Deliver the best customer experience with every customer interaction.
The exact content of your policy will vary depending on a few factors. For instance, you’ll want to consider:
While these are some of the factors that will alter what to include in your policy, there are also a few foundational elements that hold steady, regardless of your business type. Let’s walk through a few of them:
The first step to any good customer service policy: An in-depth, comprehensive understanding of what your customers need and what they expect.
For example, some industries don’t need immediate responses. Others, such as retail businesses, do. And as for SaaS companies, having thorough software documentation can ensure that support team is well-equipped to handle customer inquiries efficiently. Your policy needs to be tailored to reflect what your target audience expects.
Unsure what your specific customer base is looking for? Learn about their expectations by running focus groups; scheduling 1:1 customer interviews; or conducting social listening with a platform like SparkToro .
A customer service policy should focus on internal objectives and how they translate to external commitments. Maybe integrity is one of your company’s core values. If so, your customer service policy could state that consumers can expect nothing but 100% honesty in every employee interaction.
An internal customer service policy should include procedures for employees to follow in various situations, including:
You can also set time-to-response expectations (for example, within 24 hours).
As part of your customer service policy, clearly state your refund policy for customers to see. A refund or policy simply explains whether you give full monetary refunds on returns. Be clear about your process for returns and whether customers should expect to get their money back.
If relevant, your cancellation policy should make an appearance, too. This policy protects you from losing revenue when customers cancel their service or appointment last-minute. Explain whether customers can cancel without being charged a fee.
💡 Your customer service policy is just one type of policy your business needs. Explore some other common and important policies to consider for your small business:
A customer service policy is primarily an internal document. It’s there for your employees to reference when needed. But you can also share your policy publicly to help set customer expectations. Take a look at these great customer service policy examples to get ideas for your own:
Lucky for the USADefend team, they're already lawyers! So, they've got the in-house knowledge to best put together a great customer service policy on their website. Part of this includes letting existing and prospective customers their terms when it comes to sending out communications.
This also means that, when clients book directly via their booking page, they've got their bases covered when it comes to sending out SMS notifications for upcoming appointments.
Explore how to customize your booking page to better incorporate your customer service policy from other small business owners like Christian M. Frank-Fas, Esq.
Your customer service policy is a great place to consider including a code of conduct—guidelines that offer a blueprint for customer interactions. Abel Womack, a material handling solution company, used its customer service policy to outline a code of conduct explaining what customers can expect from the business.
This customer service policy from Indeed covers a lot of information. But it’s easy to navigate thanks to a clickable navigation menu structured into neat bullets. And we completely agree with the statement Indeed makes at the top of the page: Customers shouldn’t have to wonder or guess about your processes or procedures. They’re entitled to as much knowledge as possible.
In Good Business Charter’s customer service policy , they do an excellent job of drawing on their company values and explaining how each one translates to good service. All companies that are accredited by the GBC, the policy states, must follow responsible pricing standards.
Looking for an example return policy? VEVOR, a tool company, clearly states its process for returns and replacements—including tables listing reasons why you might or might not get a free return.
Popular online clothing boutique Princess Polly structured its customer service policy as a collection of frequently asked questions. For website visitors, this is easier to navigate than a large wall of text.
Wavestone has a well-thought-out client satisfaction policy that’s clearly described on its website. The company explains the main elements that go into this policy, and gets specific about how these values affect customer interactions.
A customer service policy is a statement that explains how your business interacts with customers. Think of your policy as a set of guidelines, promising a good customer experience and instructing employees on how to make it happen.
Start by making sure you understand the needs, wants, and expectations of your customers. Next, consider your core company values and how those translate into service interactions. Finally, outline your promise to your customers by stating the guidelines employees should follow.
A customer complaint policy provides a set of guidelines to follow when you receive a customer complaint. For example, you might follow a procedure that involves listening to the customer, investigating the issue, and then making it right.
