Final answer:
The first step is to listen and acknowledge the customer's complaint. Apologize for any inconvenience caused and assure the customer that their complaint will be addressed. Take action to resolve the issue and prevent similar problems in the future.
Step-by-step explanation:
The first logical step to take if a customer has a valid complaint is to listen to their concern and acknowledge their feedback. This can be done by staying calm and attentive while the customer explains their issue. It is important to avoid arguing or blaming the customer, and instead focus on understanding their perspective.
After listening to the complaint, the next step is to apologize for any inconvenience caused to the customer. This shows empathy and helps in building a positive relationship with the customer. It is also important to assure the customer that their complaint will be addressed and taken seriously.
Once the customer's complaint has been acknowledged and an apology given, the next step is to take action to resolve the issue. This may involve investigating the complaint further, consulting with relevant departments or colleagues, and implementing appropriate solutions to prevent similar issues in the future.