- Closely Monitoring and Instant Notifications: Most courier companies offer tracking numbers that can be used by customers to keep track of shipment progress. If your shipment is delayed, the tracking system will usually inform you of the reason for the delay (e.g. weather, customs, etc.). Some companies also offer automatic notifications to alert you to a delivery delay.
- Keeping Customers Informed: Delay alerts can be delivered via email, text message, or phone call. Once the issue that caused the delay has been fixed, provide an anticipated delivery time.
- Client Assistance: Check that your customer service representatives understand what they’re talking about and are prepared to address any queries you may have concerning delayed goods. They’ll also need real-time tracking data and the ability to update interested customers.
- Service Level Agreements (SLAs): Couriers often have service level agreements (SLAs) that define delivery times and reimbursement policies for delays. Make sure you clearly communicate these SLAs to your customers so they can manage their expectations.
- Remuneration Guidelines: In cases of delayed delivery, some mail services provide a refund. You can request a shipping refund or discount on your next order. Make sure your customers are aware of these insurances and that they can request a refund if necessary.
- Investigating Lost Packages: If you think a package might be lost, we’ll do a full trace check. We’ll look at tracking info, check delivery info, and work with the delivery network to find the package.
- Customer Alerting: Make sure customers get in touch with you right away when they think something’s wrong with their package. You want them to give you all the details they have about their package, what’s in it, and all the tracking info they have.
- Insurance Claims: Help them through the application process if you have already provided the customer with transport insurance. The presentation of the package’s value, for example by displaying receipts or a payment invoice, is normally part of that process.
- Resolution: Keep in regular contact with the client throughout the investigation. If you find a way to resolve the situation (find the package or offer compensation), notify the customer immediately. If you find the package, deliver it as soon as possible.
- Precautionary Steps: Courier companies have a strong focus on minimising the chances of packages going missing. They achieve this by putting in place package tracking systems, beefing up security protocols, and improving the overall professionalism of their delivery staff.
- Customer Assistance: Help customers out while they’re dealing with a lost package. Contact them as soon as possible by answering your questions professionally. Excellent customer service can make things a lot easier.
- Documentation: Keep a detailed log of everything you do with lost packages, insurance claims, and decisions. This information can be very useful in the future and help you improve your processes.
Remember that it is important to communicate, be open and honest, and respond quickly when shipments are delayed or lost. People like to know that they are being kept informed and that the company is working hard to fix the problem. This is important if you want to build trust and a good reputation in the courier industry.