The tone of voice in the contact you have with your customers defines you in their minds. This is much more serious than most people think. Because their return business relies on how they feel about you. And that could very well be different from what you believe has been your attitude towards them.
As an example, I just sent an email to a vendor in the US that I have bought an item from. I thanked him for the item, but also told him that Dutch customs read the paperwork he included with the item and charged me extra duties for it. I thought it nice to inform him of this matter because I had never had that happen with his colleague vendors. So, I reckoned he might like to know. Then the return email arrives in which the vendor basically tells me that I just need to suck it up and that it is not his fault.
Granted, he is right. It is not his fault that I got charged extra and he did list that taxes and duties are my responsibility. However, it is the tone of voice of the email that makes me unhappy. By the end of the message, I was feeling as if it were my fault that I bought from him in the first place. And that is the message that will stick. Meaning that I will not do business with George again, if I can help it.
If you get something that you might feel is a complaint from a client, make sure you respond to it correctly. Sympathy goes a long way in securing a next order. If this guy had told me: “Hey, I am sorry to hear that. Thanks for sharing and next time I send something out, I will check whether there are other ways to do this.” That would have made a world of difference. I would have appreciated the response and would have bought from him again.
Be friendly and be compassionate. You often don’t have to offer anything that costs you anything. But if the client feels like you care, that will make all the difference.