If a customer reaches out and you don't respond, you've started a clock. That clock ends in one of three ways:
1. They forget about it (rare)
2. They request a refund (common)
3. They file a chargeback (worst case)
The chargeback is the worst. Chargebacks cost more than the refund itself — you lose the sale, you pay processor fees, AND your chargeback rate increases.
We run heavy MRR, have 13 day average shipping, and run fairly aggro DR ads. Here's how we run customer support to still not get chargebacks.
Even if the response isn't positive — "yeah, I'm sorry your order is delayed, it'll be there in 3-4 business days" — it's a response. Customers need to feel spoken to.
Here's the analogy I drill into my team. Think about your girl. Would you rather her ghost you or argue with you? Neither's great. But if she's arguing with you, communicating with you, there's still some thread — respect, reciprocity, hope. You know she's not out doing something else with somebody else. If she's ghosting you, you have no idea what she's doing.
Customer support is the same. Treat them like a relationship because that's what it is. They're the bloodline.
Here's how I hire CS reps:
Before the SOP matters, you need the person.
Where I find them:
Upwork (my default — fast turnaround, lots of options)
Onlinejobs.ph (cheaper rates, more vetting needed)
Your network — even hiring a friend or sister works for this role. It's not that hard.
What to look for:
Responds quickly (test this in the application phase — if they take a day to reply to your message, they'll take 2 days to reply to your customers)
Kind energy in their writing
Good English — non-negotiable
Experience with other DTC brands is a plus — they've seen similar SOPs and won't need every micro-detail explained
When to hire: the moment you start dreading checking your support inbox. If you're spending 30 minutes a day on emails, hire. The compression on your brain is costing you more revenue than the $100–$200/week the hire costs.
When to scale beyond one CS person: once you're past roughly 50 tickets/day. Promote your most experienced one to a managerial role handling past tickets and training, then bring on new inbound handlers underneath them. Customer support is a department, not a single hire.
Here's high level structure of my SOP:
The full document is 9 sections. The framework matters more than the wall of text:
Mission and Loyalty Rules — the philosophical north star (covered below)
Tools and Workflow — help desk, tag taxonomy, snooze rules, store admin permissions, subscription management, supplier fulfillment channel
Daily Routine — the exact morning sequence (payouts → disputes → help desk → supplier channel → ads platform → comments)
Refund Saver Decision Tree — how to refund without bleeding money, soft-door framework for buyback
Chargeback Response — how to win every chargeback, threat response, withdraw pursuit script, evidence packet structure
Comment Management by Page Type — different page types get different response styles
Common Scenarios — pre-built replies for every recurring question (where is the product made, ingredients, shipping, returns)
Escalation Protocols — what gets escalated to founder immediately, what waits, how to ping so it actually gets read
Daily KPI Form — what the CS team submits at end of shift
Quick word on Section 8 — escalations. There's one item that gets escalated immediately, no exception: a customer mentioning self-harm, suicide, or mental health concerns. The CS team has a specific protocol for these conversations and the founder is looped in immediately so it gets handled as humans, not as a brand. This isn't optional and it doesn't go in the batch queue. It's the most serious section of the SOP and the one I take most seriously.
Other immediate escalations: serious physical reactions, BBB / FTC / viral social threats, multiple customers reporting issues with the same batch, negative comments that could expose brand-level issues, any new chargeback that appears.
Here's move important parts of it:
1. The customer-first loyalty rule (with 3 exceptions)
The CS SOP literally says: "Your loyalty is to the customer, above the business."
I put this in writing because of myself. When money's coming in, it's hard to keep the focus on the customer.
The natural pull is toward "what's good for the business." But your CS team is in the trenches with customers all day — they need a clear north star.
There are exactly three exceptions where you protect the business over the customer:
- Suspected fraud
- Repeat refund requests on the same profile
- Anything requiring founder approval
Other than those three: customer first, always.
This rule has saved me more money than any other policy. CS teams that operate from "customer first" prevent way more chargebacks than CS teams that operate from "protect the business."
2. The chargeback math win-rate bonus
Chargebacks cost roughly $25–$30 per dispute filed (varies by platform). They also raise your chargeback rate, which you cannot afford to let slip past 0.3%.
Your CS team's job is to win every chargeback.
To incentivize this, the SOP includes a bonus structure: $25 per won chargeback. The math:
If they win, I'm out $25 (the bonus)
If they lose, I'm out the original transaction processor fees chargeback rate damage
Net: paying $25 for a win is a steal. The bonus IS the cost of the win, plus it incentivizes the CS team to hustle to win them.
3. The threat response philosophy
When a customer threatens to dispute with their bank — DON'T fight them. Give them the money.
The SOP literally says: "If they threaten to dispute with their bank, refund immediately."
This is counterintuitive to most operators who feel "they shouldn't get away with this." Doesn't matter.
The money's already gone — the only question is whether you take additional damage on top. Take the L, prevent the worse L.
4. The withdraw pursuit framework
When a chargeback IS already filed, your CS team's job is to convince the customer to withdraw it.
The framework:
- Acknowledge the dispute (no defensiveness)
- Confirm a full refund has been issued
- Explain why withdrawing helps both parties
- Add an incentive — gift card to their account once withdrawn
The gift card incentive is the multiplier. Most customers won't take the time to withdraw without a reason. The gift card gives them one. We're testing this script right now — out of three pursuits last week, two customers withdrew. The other one hasn't responded yet, so I think we're just gonna call them lol.
If gift cards stop converting, the next test is physical gifts — flowers, branded merch, whatever drives the withdraw rate up. The cost of the gift is always less than the cost of the chargeback.
5. Page-type comment response templates
If you run advertorials or third-party-style ad pages, comment management is critical. Comments visible on your ads either reinforce the angle or break it.
The SOP has different response templates for:
- Brand pages (direct product, brand voice)
- Editorial pages (third-party feel, neutral)
- Personal pages (founder-style, intimate)
- Expert pages (authority voice)
If your CS team responds to a comment on an editorial page using brand-page voice, the page's authenticity gets blown. CTR drops. Conversion drops.
This single framework — different response styles by page type — has measurable impact on advertorial performance. The exact templates per page type are in the gatekept version.
6. Marketing-savvy responses to brand-vulnerable questions
Some questions hit harder than others. The classic example for supplement brands: "Where is your product made?"
If components come from a region customers react to negatively — China, for instance — the SOP doesn't tell the CS team to dodge or lie. It pivots.
Instead of leading with country-of-origin, the script highlights:
- Facility certifications (FDA cGMP, ISO, etc.)
- Batch testing protocols
- Ingredient-level sourcing ("the creatine is sourced from X, the magnesium from Y, the L-theanine from Z")
The customer gets a real, specific answer that builds trust without pointing at a single country that triggers a knee-jerk negative reaction. Be smart. You're still a marketer.
The SOP handles dozens of these brand-vulnerable common questions — quality concerns, manufacturing details, ingredient sourcing, pricing pushback.
Here's what I currently use as my tech-stack, kinda just because I'm too lazy to swap and its been doing well. Any suggestions lmk might swap eventually.
Help desk: Reamaze (recommended — flexible, paid). Alternatives: Brandify, Brandwise, Gmail a Google Sheet (what I used for the longest time)
Comment management: Meta business suite (did do CommentGuard at first)
Subscription management: Loop (what we use).
Tracking app: Parcel Panel/Will
Chargeback automation: Chargeflow
Alternative: Disputely, Disputifier, etc.
Knowledge base: Custom GPT trained on the SOP brand-specific info, so the CS team can ask the bot before pinging me
Jugg