Frame Shop Customer Service: 5-Step Improvement Plan

Word-of-mouth can make or break a business, and nothing generates more organic buzz than excellent customer service. In fact, 94% of customers who have a “very good” interaction in your store are likely to recommend you to a friend. For a frame shop, that means every conversation, interaction, and experience shapes your reputation — and your bottom line.

Creating a welcoming environment is a good start, but exceptional frame shop customer service takes more than a friendly smile. Use this five-step improvement plan to make sure every customer leaves your shop satisfied and eager to return.

Step 1: Create a Welcoming Atmosphere

First impressions shape the customer experience when they enter your store. Since many clients bring sentimental or valuable items, they need to feel assured they’re in the right hands.

To create a welcoming environment, you should: 

• Acknowledge every customer upon entry: Offer a simple greeting to welcome customers and invite them to browse and feel at ease. If you’re assisting another customer, a quick acknowledgment lets them know they’ll be helped soon. 

• Maintain a clean, well-organized workspace: Keep your store clutter-free with well-arranged frame samples, mat boards, and finished pieces to help customers visualize their projects. If you offer consultations, create a dedicated area with good lighting and seating to create a professional, customer-friendly space. 

• Train staff to be professional and approachable: Encourage staff to balance approachability with expertise so customers feel comfortable asking questions. Instead of a generic “Can I help you?” train employees to start with “What are we framing today?” to guide the conversation toward their needs. 

Even during busy times, your store should feel warm and inviting. A well-organized layout, clear displays, and a professional atmosphere create a positive first impression that sets the stage for great customer service.

Step 2: Understand Customer Needs With Personalized Service

Personalized service is essential in the framing business, where customization is at the heart of your work. Companies prioritizing personalization see 40% more revenue from tailored customer experiences.

Try the following tips to build stronger connections with your customers: 

• Ask the right questions: Start with open-ended questions to understand the purpose of the piece. Is it for a home, office, or gift? Do they prefer a modern or traditional look? Understanding their preferences and budget upfront helps you suggest the best options without overwhelming them. 

• Offer guidance without being pushy: Balance education and choice by explaining materials and styles to customers without overwhelming them. If a premium option exceeds their budget, suggest an alternative that meets their needs, focusing on value rather than unnecessary upselling.

• Use visual examples to make decisions easier: Keep sample corners, mat board swatches, and framed examples handy to display to compare styles, colors, and materials. Many customers struggle to picture how a finished frame will look and this helps them visualize the final product.

Use a tool like FrameVue to provide digital previews — this helps customers feel more confident in their choices while giving you more opportunities to upsell premium materials.

Offer thoughtful, personalized service to build trust and make sure customers feel valued — not just like another transaction.

Step 3: Offer Transparent Pricing and Framing Options

Pricing should never be a barrier to closing a sale. Transparent pricing makes customers feel more informed and respected, strengthens trust in your store, and improves customer service. 

Effective ways to improve customer service through transparency include: 

• Make pricing clear and upfront: Display pricing guides for common frame sizes and materials so customers know what to expect. If custom work requires an estimate, explain the breakdown before starting or encourage customers to request a quote. 

• Teach customers about materials: Walk customers through their options and explain why certain upgrades may be worth the investment. Frame quality, glass types, and matboard materials can all affect pricing. 

• Provide options for every budget: Offer tiered pricing with basic, premium, and high-end framing options. These options can include upgrades to glass or frame materials, special features, or regular maintenance.

Customer service doesn’t stop once an order is placed. Keep customers informed about their order status and deliver timely completion.

To keep customers happy through the entire process: 

• Set realistic turnaround times: Be upfront about how long orders will take and avoid overpromising. If demand is high during peak seasons, manage expectations from the start. 
  
  

• Keep customers informed: Use calls, emails, or texts to update customers on their order status. 

• Offer solutions for urgent requests: Have a structured system for rush orders, whether an expedited service fee or a selection of premade frames for last-minute needs. 

Nobody likes to feel left in the dark about a purchase, especially when it involves valuable or sentimental items. Make transparency and communication core elements of your frame shop customer service.

Step 4: Handle Issues Professionally 

Even the best-run shops encounter occasional mistakes or customer concerns. While errors are inevitable, how you respond determines whether a customer walks away frustrated or becomes a loyal advocate for your business. 

When a service issue is handled well, customers can become more loyal than if the problem never occurred — a phenomenon known as the service recovery paradox. 

When problems arise, stay proactive to: 

• Address concerns quickly and fairly: Listen thoughtfully to customers who might have concerns about their finished frame job and objectively assess the situation. Acknowledge any errors and explain how you’ll resolve them. 

• Offer practical solutions: Consider reframing, replacing damaged materials, or providing a discount, depending on the situation. If the error was on the customer’s end, offer a paid adjustment option at a reduced rate. 

If you have employees, teach them how to stay calm when handling customer complaints. De-escalation techniques like active listening and empathy help diffuse tense situations and keep interactions positive. 

After a sale, follow up with customers to ask if they’re satisfied with their frame. Provide guidance on properly hanging and maintaining artwork to prevent damage over time. Offer discounts for returning customers or implement a loyalty program that rewards frequent purchases. 

Addressing issues professionally and providing after-sale support create lasting customer experiences. Every time customers use your advice to maintain their frame, they’ll be reminded of your exceptional service.

Step 5: Collect Customer Feedback and Use It To Improve

Frame shop customer service is an ongoing process. Gather feedback to help you refine your approach and continually meet shopper expectations. You should:  

• Ask for reviews and testimonials: Encourage satisfied customers to leave a review or share their experience on social media after you’ve ensured that they’re happy with their experience.

• Use surveys or casual conversations: Ask customers for their feedback as often as possible. Quick in-person chats or short email surveys can reveal valuable insights into what’s working and what needs improvement. 

If multiple customers mention long wait times or unclear pricing, make adjustments to improve their experience. 

Improve Your Frame Shop Customer Service To Build Lasting Loyalty

Frame shop customer service starts with a smile, but implementing the right tools means that customer service excellence permeates the entire business. 

LifeSaver’s point of sale (POS) software simplifies standard procedures like quotes, transactions, and work orders. This means less manual work, fewer mistakes, and happier customers. 

The FrameVue integration lets customers see digital previews of their frames, making them feel more confident in their purchase while giving you more chances to upsell. And with built-in reporting tools, you always have a clear overview of sales, inventory, and active work orders, keeping your projects organized and timely. 

Every frame shop is unique. LifeSaver offers a system designed specifically for framers' needs. You can improve satisfaction and build lasting loyalty with the right POS system. 

Start your 14-day free trial today to see the difference for yourself.