How can I deal with customer complaints effectively?

The key to successfully dealing with complaints is having the right attitude towards customers by listening and understand their complaints, empathize with their position to create a bond between you and the customer so that they know you have heard their concerns and are going to work with them to resolve the issue. Offer a solution to their problem. Solve their problem be it with their originally requested resolution or an alternative you have proposed after which you follow-up with them to make sure that they are satisfied with the solution and that you have taken care of their concern.

The very first thing to do when you receive a customer complaint is to listen. By doing this, you give the customer a chance to vent, to release their frustrations, allow them to be heard and allows you to provide the most appropriate answer.

Another point is to not take it personally. Customers complain because they are unhappy about the service and not attack you as a person.  

Address the problem/issue as soon as possible. If it's something that's outside of your scope of support, ensure to get all the details of the complaint, of the customer and assure them that it will be passed on to the responsible department and will be dealt with immediately.

Update/follow up with the customer. Don't leave them feeling abandoned. A complaint handled properly can turn a customer into a promoter.

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listening for there concern about,not bad to say sorry..giving them exact answer what they needed as possible as you can,giving them some advice to solve.@ just be honest.

1. Apologize ( Do this no matter )
2. Make notes of all the information that the customer gives to you, then analyze every point separately to create a general picture. 
3. Always take responsibility for every complaint against your company.
4. Don't promise the customer anything you can not do. 

Knowing the concern of the customer and having great product and policy knowledge is the key to deal all customer complaints effectively and efficiently.

1, Listen to him/her

2, try to understand how he is using that product. in some cases lack of proper demonistration of product cause a reason for customer compaliant if it like that give him proper product demonistration 

3, check the usage records and service records. if the customer is eligible for the warranty help him to get the warranty. if not be loyal to your employer educate the customer about his negilgence  

1. 1. Listen carefully to what the customer has to say, and let them finish. Don't get defensive. The customer is not attacking you personally; he or she has a problem and is upset. Repeat back what you are hearing to show that you have listened.

   2. Ask questions in a caring and concerned manner. The more information you can get from the customer, the better you will understand his or her perspective. I’ve learned it’s easier to ask questions than to jump to conclusions.

   3. Put yourself in their shoes. As a business owner, your goal is to solve the problem, not argue. The customer needs to feel like you’re on his or her side and that you empathize with the situation.

   4. Apologize without blaming.When a customer senses that you are sincerely sorry, it usually diffuses the situation. Don't blame another person or department. Just say, "I'm sorry about that.”

   5. Ask the customer, "What would be an acceptable solution to you?"Whether or not the customer knows what a good solution would be, I’ve found it’s best to propose one or more solutions to alleviate his or her pain. Become a partner with the customer in solving the problem.

   6. Solve the problem, or find someone who can solve it— quickly!Research indicates that customers prefer the person they are speaking with to instantly solve their problem. When complaints are moved up the chain of command, they become more expensive to handle and only add to the customer's frustration.

There is no getting around customer complaints, regardless of your industry. However, by employing these steps and taking the time to review the issue with the customer, you can turn challenges into something constructive.

By listening them first. Giving a sympathetic ear can reduce 50% intensity of the complaint. After listening assuring your full attention further resolves the complaint. 25% is actually resolving it

Make Sure Always to put yourself on the customers shoes

Make the customer believe that someone is really working on his/her case

*Give Regular Update untill the case is Closed

*provide official mail details and Extn no if available

*Rapot building is must

*Proceed as per Terms and Norms