15 Min
Let’s understand what are help desk scripts and how they can help you build a better relationship with your customers.
When a customer contacts a help desk representative, they must take time out of their day to make the call. So naturally, they are either annoyed or frustrated at the inconvenience caused by this experience.
Hence, knowing what to say and how to say it can make or break your customer experience. This is also why brands often spend a lot of time drafting the perfect service desk script to help agents ace customer conversations.
In this blog, we’ll dive into help desk scripts and some best practices to create impactful customer service scripts for your business.
Table of contents
What are Help Desk Scripts?
Help-desk scripts are pre-written responses for predefined customer support scenarios. Customer service agents use these scripts to interact with customers and guide them toward a solution to their problems. Help desk scenarios range from simple issues, such as a password reset request, to more complex issues, such as hardware failure.
Help-desk call scripts typically help the support agent navigate these scenarios and follow standard operating procedures during customer interaction. These include greeting scripts, troubleshooting scripts, and follow-up scripts, to name a few.
Benefits of Using Help Desk Scripts in Customer Service
If businesses are all about building relationships, then the recipe for success is knowing what to say at the right time. This is how help desk scripts cater to your agents who are interacting with one of the most essential elements of your business… your customers.
Below, we’ve highlighted the key benefits of using high-quality service desk call scripts.
- Help desk scripts ensure that every customer interaction conveys a consistent and accurate message, maintaining a professional image for your business.
- It also minimizes the risk of errors in responses, preventing misunderstandings and potential customer dissatisfaction.
- Scripts can help guide agents in handling complex and technical inquiries.
- You can use help desk scripts as a tool for quality assurance, making sure that agents meet service standards consistently.
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Get Complete Case Study31 Ready-To-Use Help Desk Scripts Examples
Help desk scripts are highly valuable when it comes to providing better support to your customers. Agents can be more efficient and effective in their work simply by using the following service desk script examples:
A. Greeting the customer
I. Greeting the customer for the first time
1.“Hello, thank you for contacting [Your Company Name]. My name is [Your Name]. How may I assist you today?”
2.”Hello, and thank you for choosing [Your Company Name]. How may I be of assistance?”
II. Greeting a returning customer
3.“Hi [customer name], thank you for calling the [company name] help desk again. How can I help you today?”
III. Greeting a customer who has provided details of their issue
4.”Hello, [Customer’s Name]! I see you’ve already shared your concern. What can I do to resolve it for you?”
B. Troubleshooting Common Issues and Sharing Resources
I. Troubleshooting an issue
5.”Sure, let’s start troubleshooting. Could you please describe the issue in more detail, and have you tried any steps to resolve it so far?”
6.”I’m here to help resolve the problem. Could you walk me through the steps leading up to the issue?”
II. Sharing helpful links and resources
7.”To assist you better, I recommend checking out this resource [share link]. It should provide valuable insights into your query.”
C. Requesting new information
I. Requesting account information
8.”In order to access your account, I’ll need some information. Could you confirm your account details?”
II. Requesting invoice numbers or transaction IDs
9.”To assist you with this matter, could you please provide the invoice number or transaction ID related to your purchase?”
III. Requesting additional documentation
10.”To proceed with your request, we’ll need some additional documentation. Could you please upload [relevant files or records]?”
D. Help desk scripts for handling an angry customer
I. Acknowledging the Customer’s Feelings
11.”I’m sorry that you’re not satisfied with your experience. Your feedback is important to us, and we’ll do our best to make things right.”
II. Apologizing Sincerely
12.”I’m truly sorry that we didn’t meet your expectations. We are committed to making things right for you.”
13.”Please accept my sincere apologies for the frustration you’ve experienced. We are committed to resolving this matter promptly.”
III. Staying Calm and Professional
14.”Thank you for bringing this to my attention. I will do my best to handle your concerns.”
15.”I’m committed to assisting you, and I genuinely appreciate your patience in this matter.”
IV. Apologizing with an offer
16.”I apologize for the trouble this has caused. As a token of our apology, we’d like to extend [offer or discount] as a gesture of goodwill.”
17.”We’re sorry for the inconvenience this has caused you. To ensure your satisfaction, we’d like to provide you with [offer or resolution].”
E. Transferring or Putting Customers on Hold
I. Putting on Hold
- Asking for Permission
18.”May I please put you on hold for a moment while I look into this issue?”
19.”Is it okay with you if I place you on hold briefly to gather more information?”
- Apologizing for the hold
20.”Thank you for holding. I apologize for the brief delay.”
II. Transferring the call
- Transferring the call to another department
21.”Thank you for contacting us. To better assist you, I’ll transfer your call to our [specific department]. Please hold for a moment while I connect you.”
- Transferring the call to another agent
22.”I apologize for any inconvenience. My colleague, [Agent’s Name], will be able to help you further with [describe the issue]. Please stay on the line while I transfer your call.”
F. Asking customers for feedback
23.”We value your feedback! Your input helps us improve. Would you mind taking a moment to rate your recent call with us?”
I. Rating the call
24.”On a scale of 1 to 5, with 5 being the best, how would you rate your overall satisfaction with this call?”
II. Filling out a survey
25.”Customer satisfaction is our priority. To help us serve you better, we’d appreciate it if you could provide feedback by filling out our survey.”
G. Concluding the call
I. Confirming Resolution
26.”Before we conclude, I want to make sure that your issue has been fully resolved. Are you now able to [describe the expected resolution or outcome]?”
II. Checking for Additional Questions
27.”Is there anything else I can assist you with today before we end our call?”
III. Expressing Appreciation
28.”I want to express my gratitude for choosing our service. Your satisfaction is important to us, and we’re here to assist you.”
IV. Ending on a Positive Note
29.”It’s been a pleasure assisting you today. I hope you have a wonderful day.”
V. Unresolved issues
30.”We understand your issue remains unresolved, and we’re committed to finding a solution. We’ll continue to investigate and follow up with you as soon as we have more information.”
H. Bonus Script: When you don’t know the answer
31.“I appreciate your patience. This is a complex issue, and I want to make sure I provide you with accurate information. Let me consult with my team and get back to you within [specified timeframe].”
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Get Complete Case Study4 Best Help Desk Scripts Practices
1. Use a formal script for greeting the customer and concluding the call
Formal help desk scripts help set a professional and respectful tone for every customer interaction. Agents might need to improvise the script as per the requirements during their conversation. However, a positive and respectful greeting and conclusion can leave the customer feeling acknowledged, improving the overall customer experience.
2. Less is more
A detailed and confusing script would not serve well to the agent or the customer seeking assistance. A good way to create effective service desk scripts is by keeping them simple and succinct. This will help the agent to absorb it better and personalize it as per the situation.
3. Develop natural-sounding scripts
One of the drawbacks of help desk scripts is that they end up sounding robotic, lacking the human touch. Try to develop more natural-sounding scripts either by using calls to form the script or by encouraging the agents to use their own voice and adapt the script per the situation.
4. Use the knowledge base instead of a script for some issues
Help desk script templates are highly valuable when interacting with a customer. Sometimes, agents are well equipped to deviate from the script to provide customers with efficient assistance. For one of these issues, the agent’s access to knowledge base is more valuable than help desk scripts.
Create Effective Help Desk Scripts with Knowmax
Help desk scripts are a great tool to boost your customer relationships. However, getting them right can be a little tricky.
With Knowmax’s no-code call center scripting software , you can turn all your complex customer service SOPs into simple next-best actions without requiring technical expertise.
The next-best-action workflows provided by Knowmax help your agents have a single source of truth to access the SOPs. This helps them with exactly what to say and do throughout the customer interaction, enabling them to deliver accurate solutions in less time.
Having handy scripts and process flows in a single location also reduces employee time to proficiency. Therefore, agents can learn more quickly without relying heavily on peer or supervisor support to get up to speed with their responsibilities.
Learn how Jupiter – a digital-born banking startup, lets go of scattered SOPs and scripts its way to outstanding CX with Knowmax’s next-best action workflow.
