How to Create SOPs for Customer Communication (Templates Included)

Customer communication SOPs are documented procedures that ensure every team member handles customer interactions consistently and professionally. Good SOPs reduce training time, minimize errors, enable delegation, and maintain quality as you scale. This guide provides frameworks and templates to create yours.

Key Takeaways

• SOPs enable delegation: Can't hand off what isn't documented
• Keep it simple: Procedures should be follow-able, not comprehensive
• Update regularly: Outdated SOPs are worse than no SOPs
• Templates below: Ready-to-customize for your business

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Introduction: Why SOPs Matter

Without SOPs:

• You can't confidently delegate
• Quality depends on who's working
• Training takes forever
• Knowledge lives in people's heads
• Scaling is terrifying

With SOPs:

• Anyone can follow the process
• Consistent customer experience
• Faster onboarding
• Institutional knowledge preserved
• Scaling becomes manageable

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SOP Structure

Every SOP should include:

1. Title: Clear name of the procedure
2. Purpose: Why this procedure exists
3. Scope: When to use this procedure
4. Definitions: Key terms (if any)
5. Procedure: Step-by-step instructions
6. Templates/Scripts: Ready-to-use text
7. Exceptions: When to deviate
8. Owner: Who maintains this SOP
9. Last Updated: When it was last reviewed

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Essential Communication SOPs

SOP 1: Responding to New Inquiries

Purpose: Ensure all new inquiries receive timely, professional responses.

Scope: Any first contact from a potential client across any channel.

Procedure:

1. Acknowledge receipt within 4 hours (business hours)

   • Use Template A if you can answer immediately
   • Use Template B if you need more time

2. Log in CRM

   • Create new contact
   • Note: Source, inquiry type, date
   • Assign to appropriate team member

3. Research (if needed)

   • Review any existing information
   • Check if contact exists elsewhere in system

4. Respond substantively within 24 hours

   • Answer their question
   • OR ask clarifying questions
   • OR provide next steps

5. Set follow-up reminder if awaiting response (3 business days)

Template A: Immediate Response

Hi [Name],

Thanks for reaching out to [Company]!

[Answer to their question]

Would you like to [next step - schedule a call/see a demo/get more info]?

Looking forward to hearing from you.

Best, [Your name]

Template B: Need More Time

Hi [Name],

Thanks for contacting [Company]!

I've received your inquiry about [topic]. I want to give you a thorough answer, so I'll get back to you within [timeframe] with the details.

In the meantime, feel free to reply if you have any additional questions.

Best, [Your name]

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SOP 2: Handling Complaints

Purpose: Turn negative experiences into resolution and loyalty.

Scope: Any expression of dissatisfaction from current or past clients.

Procedure:

1. Acknowledge immediately (within 2 hours)

   • Express empathy
   • Don't defend or explain yet
   • Use Template C

2. Assess severity

   • Low: Can be resolved by frontline
   • Medium: Needs senior input
   • High: Escalate to management immediately

3. Investigate (within 4 hours)

   • What happened?
   • Who was involved?
   • What's the client's desired outcome?

4. Propose resolution (within 24 hours)

   • Acknowledge the issue
   • Explain what went wrong (briefly)
   • Offer concrete resolution
   • Use Template D

5. Follow up (within 1 week)

   • Confirm resolution was satisfactory
   • Use Template E

6. Document in CRM

   • Complaint details
   • Resolution provided
   • Learnings for future

Template C: Acknowledge Complaint

Hi [Name],

I'm sorry to hear about your experience with [issue]. That's not the standard we aim for, and I completely understand your frustration.

I'm looking into this now and will get back to you within [timeframe] with a resolution.

Thank you for bringing this to our attention.

Best, [Your name]

Template D: Offer Resolution

Hi [Name],

Thank you for your patience while I looked into [issue].

Here's what happened: [brief explanation; own it, don't make excuses]

To make this right, I'd like to [specific resolution, e.g. refund/credit/redo/etc.].

Does this work for you? Let me know if you'd prefer a different approach.

Best, [Your name]

Template E: Follow-Up After Resolution

Hi [Name],

I wanted to check in following [issue/resolution].

Is everything working as expected now? Is there anything else I can help with?

We appreciate you giving us the opportunity to make things right.

Best, [Your name]

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SOP 3: Client Onboarding Communication

Purpose: Set up new clients for success with clear, proactive communication.

Scope: All new clients after they agree to work with you.

Procedure:

1. Welcome email (same day as agreement)

   • Thank them for choosing you
   • Set expectations for next steps
   • Use Template F

2. Kickoff scheduling (within 24 hours)

   • Send calendar link for kickoff call
   • Include agenda
   • Use Template G

3. Pre-kickoff checklist (2 days before)

   • Remind of meeting
   • Request any materials needed
   • Use Template H

4. Kickoff call (as scheduled)

   • Follow kickoff agenda
   • Document decisions in CRM
   • Send summary within 24 hours

5. First-week check-in (7 days after kickoff)

   • Ask how things are going
   • Address any early concerns
   • Use Template I

Template F: Welcome Email

Hi [Name],

Welcome to [Company]! We're excited to work with you.

Here's what happens next:

1. [Step 1 - typically kickoff call scheduling]
2. [Step 2]
3. [Step 3]

You can expect to hear from [team member] within [timeframe] to schedule our kickoff call.

In the meantime, if you have any questions, just reply to this email.

Looking forward to getting started!

Best, [Your name]

Template G: Kickoff Scheduling

Hi [Name],

Let's get your kickoff call scheduled!

Please pick a time that works for you: [Calendar link]

The call will be [duration] and we'll cover:

• [Agenda item 1]
• [Agenda item 2]
• [Agenda item 3]

See you soon!

Best, [Your name]

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SOP 4: Proactive Updates

Purpose: Keep clients informed without them having to ask.

Scope: Any ongoing project or retainer client.

Procedure:

1. Define update cadence at start of engagement

   • Weekly for active projects
   • Monthly for retainers
   • Document in CRM

2. Prepare update before scheduled time

   • Progress since last update
   • Next steps
   • Any blockers or needs from them

3. Send update on schedule

   • Use Template J (for projects)
   • Use Template K (for retainers)

4. Follow up if no response to important updates (3 days)

Template J: Project Update

Hi [Name],

Here's your weekly update for [Project]:

Completed this week:

• [Item 1]
• [Item 2]

In progress:

• [Item 1]
• [Item 2]

Next week's plan:

• [Item 1]
• [Item 2]

Needs from you:

• [If any, otherwise remove section]

Questions? Just reply.

Best, [Your name]

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Creating Your Own SOPs

Step 1: List Common Scenarios

Write down every type of customer communication that happens regularly.

Step 2: Prioritize

Start with:

• Highest frequency
• Highest stakes
• Most often done poorly

Step 3: Document Current Process

Write what you actually do (not what you wish you did).

Step 4: Optimize

Improve the process as you document.

Step 5: Create Templates

Draft reusable text for each scenario.

Step 6: Test

Have someone else follow the SOP. Does it work?

Step 7: Deploy

Share with team, train, and use.

Step 8: Iterate

Review SOPs quarterly. Update what doesn't work.

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SOP Management Tips

1. Keep SOPs accessible: Shared drive, Notion, or similar
2. Version control: Track changes over time
3. Assign owners: Someone responsible for each SOP
4. Review schedule: Quarterly review for active SOPs
5. Feedback loop: Easy way for users to suggest improvements

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Dewx and Communication SOPs

Dewx supports SOP implementation with:

• Templates: Save and use across all channels
• Workflows: Automate parts of procedures
• Team features: Assign conversations, add notes
• Reminders: Don't miss follow-up timing
• Analytics: Track if SLAs are being met

Your SOPs define the ideal process. Dewx helps you execute it consistently.