13 Customer Service Role-Play Scenarios: (+Scripts to Master)

1/18/2024 | 19 minutes

Sydney Mansaray | James Gilchrist

https://www.ispringsolutions.com/blog/role-playing-scenarios-for-customer-service-training

Customer service mistakes are dangerous. They can cost your company a great deal of money.

Businesses lose $75 billion in revenue from customers who choose another brand to work with
because of poor customer care, according to the Gladly Customer Expectations Report.

With great support comes a strong customer relationship. And a guaranteed way to make it great is
by teaching your team about possible customer service scenarios and how to handle them.

In difficult customer service scenarios, it’s hard to come up with an immediate answer or solution.
But the good news is that most of them are repetitive and fall into a finite number of categories. No
matter what customer service situation you’re dealing with, role-playing is the best way to train new
employees and provide continuous professional development.

In this article, we provide you with some of the most popular role-play scenarios and share our
insights on how to move customer service training online with iSpring Suite.

What Are Role-Play Scenarios?

Role-play scenarios are those in which two or more people act out specific roles.

Usually, a senior member of your company (e.g., manager, supervisor) or learning and development
representative will play the role of an angry or disgruntled customer, and your employees will come
up with a solution on the spot. Based on their responses, the trainer will be able to bridge knowledge
gaps and/or point them in the right direction.

As a company owner or hiring manager, you can also use role-play scenarios during the onboarding
process to assess how a newcomer would approach typical situations in your company.

Simply stage a scene and give them time to think about how they would react. Their response will
determine whether they would be a good fit, whether they’re knowledgeable and experienced, or
whether you should pass on them.

Customer service role-play scenarios can help you train employees and, therefore, improve
customer service in your organization.

Benefits of Role-Plays

Many businesses use role-plays as part of their training programs. Why? Check out some of the
benefits of role-plays:

• Building confidence for actual situations

• Finding the best approaches

• Fewer mistakes in real life

• Better communication skills

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 • Solution of customer problems

How to Use Role-Play Scenarios in Customer Service

If you’re thinking about adding role-play activities to your customer service training sessions but
aren’t sure how to do this,

here are 5 steps you can follow:

Step 1: Introduce the issue

Before starting your role-play, gather participants in a classroom or your usual training space and
introduce the topic. Your role-play can be about everyday situations or unusual cases, depending on
the goals you set.

Provide the participants with instructions on the training process. You can also explain why you
decided to address the issue, the purpose of the role-play, the desired outcome, and then let
trainees discuss the issue.

Step 2: Provide details

Once you introduce the session, share the background information, more details about the issue, the
scenario, and the ways to act during the role-play. Make sure to give enough details about the
imaginary situation to make it feel as realistic as possible.

Step 3: Assign roles

Introduce the characters involved in the scenario and assign roles to trainees. For example, if you act
out the impatient customer scenario, you will have two roles on different sides of an argument: a
customer and a representative.

Ensure that the trainees understand their roles and tasks as outlined in the assignment.

Step 4: Act out a scenario

Now, have the trainees perform their roles while their peers watch. You might advise your trainees to
intensify the situation gradually. For example, an impatient customer might start out calm and then
get irritated and angry.

Step 5: Discuss the experience

Regardless of the role-play’s outcome, it’s crucial to discuss it with all participants. If a person fails to
find the correct approach, invite trainees to analyze the reasons why, such as a lack of persuasion or
communication that was too aggressive, and suggest different strategies. And if someone finds the
appropriate solution for the issue, discuss what made it effective and if there could be alternative
solutions.

Different perspectives can lead to truly great approaches in different customer service scenarios.
Make sure to listen to all the participants in the training session. This type of training is all about
collaboration and teamwork.

The 13 Most Popular Role-Play Scenarios

Here are 13 examples of role-play scenarios with typical sample responses in customer service:

1. The impatient customer

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 2. A product fails to meet expectations

3. The angry customer

4. The frugal customer

5. Onboarding training request

6. When you don’t know the answer

7. The defective-product customer

8. The feature-request customer

9. When a customer violates your terms of service

10. Addressing a billing discrepancy

11. Unclear support documents

12. Excessive customer service automation

13. Handling a product recall

Let’s take a closer look at each of them.

Role-Play Scenario #1: The Impatient Customer

A customer ordered a product online, and they still haven’t received it after the scheduled delivery
date has passed. They are irritated and demand a refund. While the late delivery might not be your
fault, and the customer’s attitude might trigger defensiveness, it’s important to apologize and let
them know you’re fixing the issue. One of the potential ways to resolve the situation is to offer a
discount or free shipping on their next order.

Script sample

Customer: I ordered a product 2 weeks ago, and it was supposed to arrive 3 days ago. What’s going
on?

Representative: My sincerest apologies. Late deliveries can be a real pain. I assure you that we’re
doing everything possible to resolve this issue for you. And as a gesture of appreciation for your
understanding, we would be happy to give you a 10% discount on your next purchase.

Role-Play Scenario #2: A Product Fails to Meet Expectations

A customer bought a new gaming computer and claims that it doesn’t meet the characteristics
specified by the manufacturer. Keep in mind that not everything is lost in this situation. Instead of
simply issuing a refund, try to find out the nature of the dissatisfaction and recommend an
alternative solution.

Script sample

Customer: Hi there, I bought this computer 3 days ago, but it doesn’t perform as well as described on
the website. I chose my platform and the games I would be playing, but the computer doesn’t come
anywhere close to hitting the frame rate that the manufacturer said it would, even at the lowest
graphic settings. I’d like to return it.

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Representative: Hey there! No problem. You can return it or exchange it for a different computer.
Many of our customers are serious gamers, and they speak highly of this (other) model. Why don’t
you demo it and let us know what you think?

Customer: Wow! This computer’s great! I hope I won’t regret it if I decide to exchange the one I
purchased.

Role-Play Scenario #3: The Angry Customer

An angry customer is yelling over the phone about a software malfunction that is jeopardizing an
important project. The customer’s emotions have gotten the best of them. Using positive language,
try calming them down by apologizing and showing empathy for their situation – regardless of
whether the company or customer is at fault. Then, attempt to resolve the issue.

Script sample

Customer: This isn’t the first time your software has glitched out on me! I pay a lot of money to use
this presentation tool, and if I don’t complete the project by tomorrow, I risk losing a major client!

Scenario 1: The issue is on the client’s side

Representative: I’m very sorry you’re experiencing this issue. That must be very frustrating. I’ve
looked into your account, and the problem seems to be that you’re using a previous version of the
software. I’ve sent you a link to the latest version. Please download it, try again, and let us know if
you still run into any issues. We’re always here to help.

Scenario 2: The company’s at fault

Representative: I’m very sorry you’re experiencing this issue. There is a system-wide server error, but
we can assure you that the issue will be fixed very soon. Regardless, we recognize the inconvenience
this is causing you. As a gesture of our appreciation for your understanding, please accept this 50%
discount on your next month’s subscription fee.

Role-Play Scenario #4: The Frugal Customer

A customer is keen to purchase your product but has expressed dismay at the price. While prices are
normally fixed, rather than simply dismissing the customer’s request with a “too bad, so sad”
attitude, calmly justify the price by describing the product’s unique features. And if possible, find
another way to ease the financial load, such as a free add-on or financing.

Script sample

Customer: Hi there. I’d love to purchase this vehicle, but its price is way beyond my budget, so I’ll
have to pass.

Representative: I understand that the price is steep for you, but this car is durable and fuel-efficient
– it achieves up to 48 MPG on the highway. So, the price is actually reasonable. Over time, if you take
into account the money you save on gas and car repairs, you’ll see that the vehicle practically pays
for itself! However, what we can offer you is 0% financing over the next 5 years. Would that work for
you?

Role-Play Scenario #5: Onboarding Training Request

In this scenario, a customer seeking help with onboarding and training to make sure his team can
effectively use the learning management system. They don’t know where to start and are looking for

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guidance. The customer service representative should provide accurate and helpful information to
guide the customer toward a successful implementation of the LMS.

Script sample

Customer: We recently purchased the new LMS and need assistance with onboarding and training
for the team. Can you provide us with detailed information about the implementation process and
training resources?

Representative: Absolutely. We understand the importance of effective onboarding and training for
your team. Before we proceed, I would like to know what degree of experience your team has with
eLearning platforms.

Are there specific features or functionalities you would like to prioritize in the onboarding process?
Using this information, I’ll arrange training and prepare follow-up materials tailored to your needs.

Role-Play Scenario #6: When You Don’t Know the Answer

A customer is keen on one of your top-selling products and wants to know when it will be back in
stock. If you simply say “I don’t know” or “Check back later,” they might dismiss the purchase
altogether. The best thing to do here is to assure them that you’ll get back to them with an answer.
And before they potentially decide to go elsewhere, recommend alternative products that are in
stock.

Script sample

Customer: Hello! I’m very interested in buying one of your down-feather jackets. The price is right,
and it’s exactly what I’m looking for. But unfortunately, it’s out of stock. Do you know when you’ll be
getting more?

Representative: Hi there. We recently ran out, and unfortunately, we’re not sure when our new
shipment will come in as it depends on our supplier. However, in the meantime, here is a link to our
similar brands. Please feel free to check them out. We’ll contact our supplier and let you know as
soon as we get a reply. What is the best way to contact you?.

Role-Play Scenario #7: The Defective-Product Customer

A customer comes into your store complaining about a defective item that they purchased. Instead
of hastily blaming the customer, empathize with them since they’re probably upset about a well-
thought-out purchase that turned out to be of inferior quality. The good news is that, in these
situations, they’re usually looking for an exchange rather than a refund. To seal the deal, apologize to
the customer and provide them with an answer on the spot.

Script sample

Customer: Good afternoon! I recently purchased a swivel chair from your store, but every time I
pivot, it makes a loud, irritating squeak.

Representative: Wow. We’re very sorry to hear that. That must feel very uncomfortable. We don’t
hear of this issue too often, so it might be due to a manufacturing defect. We’d be more than happy
to send you a new one right away.

Role-Play Scenario #8: The Feature-Request Customer

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A customer contacts your technical support team with ideas on how you can improve your product.
Customers often provide invaluable insights that can help your company thrive and grow. Whether or
not you can fulfill the request, it’s important to first thank the customer for the time they’ve taken to
share it with you and explain how and when you plan to implement it, or why you won’t be able to.

Script sample

Customer: Hi! I’ve been using your product for a few months now, and so far, everything is great!
However, I feel that it’s lacking in branding customization options. Will you be able to add more
functionality to the next update?

Scenario 1: Your company can add more functionality

Representative: Hello there! Thanks for your feature request. We welcome our customers’
suggestions on how to enhance our product. To help us prioritize our resources, please let us know
what specific branding flexibilities you’re looking for. Then, I’ll share this information with our
development team.

Scenario 2: Your company can’t add more functionality

Representative: Hello there! Thanks for your feature request, but due to limited resources, we are
unable to implement this functionality in the near future. That being said, many customers have
made similar requests, so we’re taking it very seriously. For the moment, we’ll add it to our backlog,
and you will definitely be notified when we’re ready to implement more branding options.

For the time being, our platform integrates many WordPress plug-ins that allow for more flexibility.
Here’s a link to some of the most commonly used plug-ins. Please feel free to contact us if you need
any help.

Role-Play Scenario #9: When a Customer Violates Your Terms of Service

A customer purchased a VPN service and has violated the terms of service by installing it on multiple
devices. While it can be awkward to tell a paying customer that they’re in breach of your terms of
service, there’s a way to go about it that both gets your point across and preserves their dignity. The
key here involves refraining from dubious assumptions. You need to determine their needs and
attempt to fulfill them.

Script sample

An email from a representative: Dear [customer’s name],

We’re reaching out to you because we’ve noticed that you’ve installed our VPN software on multiple
devices while registered with our single-device package. Were you planning on upgrading to one of
our multi-device packages instead? Please let us know, and we’ll set you up with the right package
for your needs.

Since these scenarios are typical for all customer service managers, it makes sense to automate staff
training and deliver it online.

Role-Play Scenario #10: Addressing a Billing Discrepancy

After receiving the invoice for recent services, the customer notices that the total amount is higher
than the initial quote provided. They are concerned about the unexpected increase in charges and
call customer service seeking an immediate resolution.

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Script sample

Customer: I just received my bill for the car detailing services, and it seems to be higher than what I
was quoted. I need this issue resolved immediately.

Representative: I apologize for the inconvenience. Accurate billing is important to us, and we always
try to provide excellent customer service. Let’s review your billing statement together to identify the
specific services and costs. We’ll find a prompt solution to address any discrepancies.

Role-Play Scenario #11: Unclear Support Docs

In this scenario, a CRM administrator is experiencing issues with an email campaign targeted at
retaining customers. They call customer support for help, feeling frustrated with the steps provided
in the technical manuals. This scenario highlights the importance of clear instructions, effective
communication, and problem-solving in technical situations.

Script sample

Customer: I’m having trouble setting up the retention email campaign. I followed the instructions
from the manual, but nothing works as described. Could you help me get it to work?

Representative: We understand that this can be challenging because every step matters, no matter
how small. I suggest we try it together so I can understand specifically what doesn’t work. Please
share your screen, and we’ll go through it step by step. Then, we’ll investigate further and get back to
you with a detailed response.

Role-Play Scenario #12: Excessive Customer Service Automation

The customer is irritated by excessive customer service automation. They finally get a customer care
representative on the line and want to know which options to choose in order to avoid these
unnecessary automated responses next time. The role-plays will focus on effectively communicating
with the customer, addressing their concerns, and providing guidance on alternative support options.

Script sample

Customer: Finally! A human on the line! I’m tired of dealing with automated responses every time I
need help, and I didn’t expect such a poor experience with your company. Can you provide me with
alternative support options? I need to speak to a real person and get my issues sorted out quickly.

Representative: I understand your frustration. We usually receive common questions from

Role-Play Scenario #13: Handling a Product Recall

The situation isn’t something to be dealt with on a daily basis, but when it happens, your team
should be prepared to offer excellent service.

The customer asks about a product recall for a smartphone they purchased six months ago. They
received an email about the recall and are concerned about product safety. This role-play focuses on
addressing customer concerns and providing guidance on the recall process.

Script sample

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Customer: I purchased a smartphone six months ago and just received an email about a product
recall. Can you provide me with more information and guidance on what to do?

Representative: Sure, I can help you with that. Our top priority is your safety. That’s why we have to
discontinue and recall this model, as we’ve received reports of overheating batteries and fires.

Let’s start by reviewing the specific details of the recall, and then I’ll guide you through the steps to
return the product and address any concerns you may have

How to Move Customer Service Training Online

You can convert customer service scenarios into dialogue simulations by using a course authoring
tool such as iSpring Suite. Dialogue simulations are exercises that imitate real customer interactions
with a person and help people master communication skills with no risk of damaging the relationship
with a client.

The first step in building role-play scenarios is visualizing them as a flowchart. For example, you can
create a mind map online by using coggle.

As illustrated in the mind map above, each type of scenario branches into multiple options. For
example, if a customer is having an issue with a product, the first step toward resolving it is
determining who is responsible.

As shown above, if the issue originates from the company’s side, it requires different responses
compared to when it stems from the client’s end.

However, how do you express all these different options in a way that allows your employees to
navigate this naturally in a virtual environment?

Well, with iSpring Suite, you can build a dialog tree, a well-organized structure that you can
manipulate with a single mouse click.

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To make the conversation even more complex and realistic, you can add locations and characters.
You can upload your own images or use the built-in collection. Content Library, which comes with an
iSpring Suite Max subscription, offers a wide range of characters from various ages, ethnicities, and
professions, along with an extensive selection of backgrounds appropriate for business,
manufacturing, education, medical, and travel settings.

Check out this iSpring demo to get a better idea of what these powerful scenarios look like.

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While these dialogue simulations might look technologically sophisticated, they are quite easy to
navigate with the right software and guidance.

Read our article on how to improve your employees’ communication and negotiation skills using
dialogue simulations.

The best part of online customer service scenarios is that your employees can dive deep into a
simulation while selecting responses that naturally align with how they would act in real life. Based
on their responses and your predesigned branched scenarios, they’ll be able to experience the
productive and counterproductive consequences of actions and responses chosen in a risk-free
environment and receive positive feedback on their progress.

To Sum Up

Customer service is core to the success of any thriving business. You should never underestimate the
power of a happy customer, negative press, or word of mouth.

The way your employees interact with customers can make or break your business reputation. That’s
why you should never take employee training for customer service lightly.

As people learn best through experience, creating a virtual environment that’s immersive, engaging,
and risk-free is the best approach.

If you’d like to create customer service scenarios, interview questions and answers, or simulate
situations surrounding software troubleshooting, sales techniques, and more, then you can get
started today by downloading a free trial of iSpring Suite!

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