What Are Customer Service Reports & How To Write Them (Free Template)

Writing effective customer service reports in essential if you want to track and demonstrate the impact of your customer support team.
Published on: Jan 10, 2024
Last updated: Feb 09, 2024

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Customer service reports are crucial tools used by businesses to measure customer satisfaction and identify areas of improvement.

These reports provide valuable insights into the performance of a company's customer service department, helping to enhance the customer experience and, consequently, the company's bottom line.

An American Express survey found that 7 out of 10 U.S. consumers say they've spent more money to do business with a company that delivers excellent service. With statistics like these, it becomes clear that understanding and improving customer service through reporting isn't just beneficial; it's crucial for business success.

This article aims to guide you through the process of creating effective customer service reports and how they can be utilized to drive business growth.

What is a customer service report?

A customer service report is a detailed document that provides a comprehensive overview of an organization's customer service performance.

These reports offer insights into essential metrics such as response times, customer satisfaction levels, and issue resolution rates, amongst others. With a customer service report, businesses can identify areas that need improvement, understand their customers' experiences better, and gauge the effectiveness of the service team.

A well-structured service report often contains information about customer interactions, feedback, complaints, and resolutions. This data is invaluable for making informed decisions to enhance customer satisfaction and loyalty.

Why are customer support reports important?

Customer service reports serve as the backbone of any organization that seeks to deliver superior customer service. They offer valuable insights that can significantly impact the business's overall operation and success.

  • Demonstrate Value: One of the main reasons customer service reports are essential is that they can demonstrate the value of your customer support team to the rest of the company. By outlining key metrics, these reports showcase how the team contributes to customer satisfaction and retention, consequently affecting the company's bottom line.
  • Identify Areas for Improvement: Customer service reports can reveal patterns and trends, highlighting areas where there might be room for improvement. This could be in the form of slow response times, frequent complaints about a particular issue, or other areas where the support team might need to meet customer expectations.
  • Optimization: By tracking metrics over time, customer service reports allow for the identification of bottlenecks in your support process. Observing these trends will enable the business to optimize workflows, reduce handling time, and increase customer satisfaction.
  • Strategic Planning: These reports provide data that is essential for strategic planning. Knowing how your support team performs on different aspects allows for better resource allocation, staffing decisions, and overall customer service strategy.

In essence, customer service reports are not just a reflection of the team's performance but also a tool for continuous improvement and strategic planning.

13 types of customer service reports

In order to manage and improve customer service effectively, it's important to understand the different types of reports that can be utilized.

Here's an overview:

  • Team performance reports: These provide an overview of how your customer service team is performing as a whole. They can help identify areas of strength and areas for improvement.
  • Individual reports: These reports evaluate the performance of individual team members. They can be used for performance reviews and to determine training needs.
  • Training reports: These reports keep track of the training each team member has received and how it's affecting their performance.
  • Project reports: These reports detail the progress of specific projects or initiatives undertaken by the customer service team.
  • Ticket Volume Report: This report measures the number of support tickets generated over a certain period. High ticket volumes may indicate a larger issue at hand.
  • Resolution Time Report: This tracks the average time it takes to resolve a customer support ticket, offering insights into efficiency.
  • First Response Time Report: This report measures how quickly your team responds to customer inquiries. It's a key metric in customer satisfaction.
  • CSAT Report: The Customer Satisfaction Score (CSAT) report measures customer satisfaction with your service, providing valuable feedback.
  • NPS Report: The Net Promoter Score (NPS) report gauges customer loyalty by asking how likely they are to recommend your service.
  • Customer Feedback and Comments Report: This report collates feedback and comments from customers, providing qualitative insights to complement numerical data.
  • Service Level Agreement (SLA) Compliance Report: This monitors your team's adherence to service level agreements, ensuring commitments to customers are met.
  • Escalation Report: This report tracks escalated customer service issues to ensure they're resolved in a timely manner.
  • Issue Category Report: This report identifies the most common types of customer service issues, helping to identify systemic problems and possible solutions.

How to write a customer service report in 6 steps

Garnering an understanding of your customer service performance is essential for any organization. Through a well-structured customer service report, you can gain insights that enable you to improve your services, enhance customer satisfaction, and ultimately boost your company's reputation.

Here are six steps to write a comprehensive customer service report:

Step One: Start with your metrics.

The key to an effective customer service report lies in the selection of the right metrics to measure. Metrics are a reflection of your customer service strategy and can help track progress, pinpoint areas of improvement, and guide decision-making.

Some pivotal customer experience (CX) metrics to consider include:

  • Customer Satisfaction Score (CSAT)
  • Net Promoter Score (NPS)
  • First Response Time (FRT).

CSAT measures customer satisfaction on a specific interaction, while NPS indicates customers' willingness to recommend your product or service. FRT, on the other hand, assesses the speed of your customer service response.

Step Two: Add Context to Your Data

The second step in enhancing your customer experience strategy involves adding meaningful context to your data.

This process transforms raw numbers into a story, allowing you to convey your message effectively and persuasively. For example, you might use customer feedback to provide real-world examples of the points you're making, adding depth and color to your data.

An even more effective method can be the use of session replay technology, such as that offered by Fullview. This tool auto-records user sessions within your app, giving you insights into user behavior, frustration signals, bug encounters, and more.

Using this tool, you can provide powerful, visually engaging evidence to support your data points, such as showing how your customer support team effectively resolves specific customer inquiries.

By bringing your data to life with context, you can make it resonate more deeply with your audience and drive your points home.

Step Three: Incorporate News and Updates

The third step is to incorporate relevant news and updates into your strategy for a more comprehensive understanding of your customer experience.

This could range from updates on new training programs designed to improve customer service skills, changes or optimizations made to your workflows and processes, news about individual agents who have received commendations or awards, or hiring news that could impact the service quality.

By including these updates in your reports, you provide a wider perspective that extends beyond the realm of metrics and data, helping your audience understand the full context of your customer experience efforts.

Step Four: Action Items

The final step in your customer experience strategy is to outline your action items. These are strategic steps that will drive your customer experience efforts forward. When detailing your action items, be specific about the tasks at hand and the goals you aim to accomplish.

For example, if customer feedback indicates a need for quicker problem resolution, an action item might be to implement new training sessions for customer support staff on efficient troubleshooting techniques.

If data shows that customers are abandoning their shopping carts due to a complicated checkout process, an action item could be to streamline the checkout experience.

Remember, action items should not only be reactive, based on past data or feedback, but also proactive to continuously improve the customer experience. This could include initiatives like introducing a new customer loyalty program or implementing a new CRM system.

Step Five: Design and Finishing Touches

The last step is to give your customer experience report a visually appealing design. An engaging and easy-to-understand presentation of data can significantly impact its reception and comprehensibility.

Utilize graphs, charts, and infographics to represent your data visually. Vary the size and shape of these elements to maintain viewer interest and use colors strategically to highlight key points and metrics.

Ensuring that your report is not only informative but also aesthetically pleasing will facilitate better engagement and understanding among your audience. Remember, even the most insightful information can be overlooked if it isn’t presented in an appealing, digestible format.

Step Six: Supplementary Material

After you've comprehensively covered the analysis and recommendations, it's crucial to back up your claims with supporting evidence — this is where the supplementary material comes in.

Providing additional resources such as survey data, customer testimonials, session replay recordings, or customer call recordings can lend credibility to your report. These materials allow your audience to delve deeper into the data, enriching their understanding and facilitating better-informed decision-making.

Make sure to organize this data neatly and clearly, providing explanations or captions as necessary so that the information is accessible and easily understood. Remember, including robust supplementary material enhances the reliability and impact of your customer experience report.

Customer service report template

To guide you through creating an effective customer service report, we've outlined a basic template.

This framework will help you structure your content in a logical, reader-friendly format, ensuring that your key findings and recommendations are promptly communicated.

However, remember that every business is unique, and the template should be adapted according to your specific needs and goals.

Customer Service Report

Date: [Insert Date]

Summary: Provide a brief overview of the customer service activities and performance during the reporting period.

Key Metrics:

  1. Customer Satisfaction (CSAT): [Insert CSAT Score]
  2. Response Time: [Average response time in minutes]
  3. Resolution Time: [Average resolution time in hours]
  4. Ticket Volume: [Total number of tickets received]

Highlights: Outline notable achievements, positive feedback, or challenges faced during the reporting period.

Improvement Areas: Identify specific areas that require improvement and propose actionable steps.

Customer Feedback: Summarize key feedback received from customers and any actions taken in response.

Goals for Next Period: Outline objectives and targets for the upcoming reporting period.

Action Plan: Detail specific steps and initiatives planned to address improvement areas and achieve goals.

Team Recognition: Acknowledge outstanding performance or achievements of customer service team members.

Conclusion: Provide a concluding statement summarizing the overall performance and outlook for future improvements.

Wrapping things up.

Customer service reports are pivotal tools for any business that aims to understand its customer base, improve its service quality, and ultimately enhance its customer satisfaction rate. Writing these reports requires careful data collection, thoughtful analysis, and clear communication of results and recommendations.

While the process might seem daunting, following the steps outlined in this guide and using the provided template can simplify the task considerably. Remember, the goal of these reports is not only to uncover areas of improvement but also to highlight successes - both are equally important in shaping an effective customer service strategy.

Keep refining your reports to ensure they remain insightful, actionable, and beneficial to your business as a whole.

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