Customer Service Phrases & Words: 2026 Professional Examples

Strong customer service communication isn’t just about solving problems. The words you choose shape how customers feel about the interaction and can dramatically influence satisfaction and perceived effort. Research consistently shows that positive language and empathetic phrasing improve customer experiences even when the outcome stays the same.

Below are professional customer service phrases and vocabulary examples that teams can use in email, chat, and phone conversations.

General Customer Service Vocabulary Examples

These phrases form the foundation of clear, professional customer communication. They are simple, respectful, and help establish a helpful tone early in the interaction.

“How can I help you today?”

“Thank you for reaching out to us.”

“I’m happy to assist with that.”

“Let me look into that for you.”

“I appreciate you bringing this to our attention.”

“I’ll check on that right away.”

“That’s a great question.”

“Let me make sure I understand your request.”

“I’ll take care of this for you.”

“Thanks for your patience while we sort this out.”

“Please let me know if there’s anything else I can help with.”

“Your feedback is very helpful.”

Many customer service teams rely on these foundational phrases because they signal willingness to help and acknowledge the customer’s concern, which helps establish trust early in the interaction.

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Reading great phrases is step one. Getting every agent to use them consistently is the hard part. Save these phrases as shared TextExpander Snippets. Your team deploys the right one in two keystrokes, with fill-in fields that personalize each response for the customer’s name and situation.

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Power Words Examples

Power words are vocabulary choices that create confidence, reassurance, and clarity. These words often replace weak or uncertain language.

Absolutely – “Absolutely, I can help with that.”

Certainly – “Certainly, let me pull up your account.”

Definitely – “We’ll definitely look into this for you.”

Immediately – “I’ll address this immediately.”

Right away – “I’ll check that for you right away.”

Quickly – “We’ll work to resolve this quickly.”

Gladly – “I’ll gladly take care of that for you.”

Happy to – “I’m happy to help with that request.”

Great question – “That’s a great question.”

Thank you – “Thank you for your patience.”

Appreciate – “We appreciate your business.”

Wonderful – “Wonderful, I’m glad we could resolve that.”

Positive vocabulary such as “great,” “wonderful,” and “certainly” can reinforce a friendly and supportive tone throughout the conversation.

Positive Phrases Examples

Positive phrasing focuses on what you can do rather than what you cannot do. This approach helps reduce friction in support interactions.

“I can absolutely help you with that.”

“Let’s find a solution together.”

“I’ll make sure this gets resolved.”

“Here’s what we can do next.”

“Thanks for your patience while we work on this.”

“I understand how that could be frustrating.”

“We’re going to get this sorted out.”

“I’m looking into this for you now.”

“I appreciate you bringing this up.”

“I’ll personally follow up once this is resolved.”

“Let’s walk through this together.”

“I’m here to help.”

Using positive language – focusing on solutions instead of limitations – helps customers perceive interactions as more helpful and less effortful.

Personalized Opening Spiel Examples

Opening scripts are important because they set the tone for the entire interaction. Adding the customer’s name or referencing context helps create a more personal experience.

“Hi [Customer Name], thanks for reaching out today.”

“Good morning, this is [Agent Name] from [Company]. How can I help?”

“Thanks for contacting [Company]. My name is [Name], and I’m here to help.”

“Hi [Name], I’m glad you reached out! What can I assist with today?”

“Welcome to [Company]. My name is [Name], and I’ll take care of this for you.”

“Thanks for getting in touch. Let’s see how we can help today.”

“Hi [Name], I see you’re contacting us about [issue]. Let’s get that sorted.”

“Good afternoon! You’ve reached [Company] support. How may I assist?”

“Hi [Name], thanks for your message. I’m reviewing your request now.”

“Hello and thanks for contacting [Company]. What can I help with today?”

“Hi [Name], I’m here to make sure we get this resolved.”

**“Great to hear from you today! How can I help?”

Customer Service Phrases to Avoid

Certain phrases can sound dismissive, defensive, or unhelpful. Even if the information is accurate, the wording can create friction.

Avoid these phrases

“That’s not my department.”

“There’s nothing I can do.”

“You’ll have to…”

“It’s company policy.”

“You should have…”

“Calm down.”

“I already told you.”

“That’s not our fault.”

“Unfortunately…” (when used bluntly)

“You need to…”

“I don’t know.”

“That’s impossible.”

Better alternatives

Instead, try:

“Let me connect you with someone who can help.”

“Here’s what I can do for you.”

“Let’s see how we can solve this.”

Replacing negative or dismissive wording with solution-focused language helps maintain professionalism and keeps the conversation productive.

How TextExpander Helps Teams Use Customer Service Phrases Consistently

Customer service teams often rely on saved snippets and templates so agents can respond quickly while maintaining a professional tone. Tools like TextExpander allow teams to store frequently used phrases, greetings, and responses so they can be inserted instantly across email, chat, and support platforms.

Stop copy-pasting from a shared doc

Most teams keep their approved phrases in a Google Doc or wiki. Agents copy, paste, and edit every time. TextExpander replaces that workflow: shared Snippet groups give every agent access to the same phrases, and fill-in fields handle the personalization. Consistent language, every agent, every conversation.

Free for 30 days. Works in Zendesk, Intercom, Salesforce, and everywhere else your team types.

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