Sample Complaint Response Letter



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How to write a reply to a complaint email? How to respond to a complaint when the customer is wrong? Do you have an urgent concern or complaint and you want to write a response to a complaint? We offer a variety of templates to help you respond to customer complaints. Our templates make it easy for you to craft a professional letter that responds to the customer's concerns. We also have sample letters that can be used as a guide. Download this complaint letter now!

Customers often complain, and often for good reason. But that's not always the case. In all situation, you are required to send a proper response. If you looking for solutions, and you want to deal with the issues quickly, its good you act and complaint about the situation by using a good sample letter. A complaint hopefully increases the quality and service level of the organization that caused the issue, but it will depend on the response and how you deal with the situation.

This Complaint response letter comes in Microsoft Office format, is ready to be tailored to your personal needs. You can add text, remove content that isn’t applicable, change the look and formatting; in fact anything you are able to do with one of your own documents, you can do with this one as well. This letter template is deliberately designed to be flexible so that it can be adjusted to your needs and preferences.

Sample Complaint Response Letter

  • Thank you for your email.
  • Firstly we would like to apologize for the inconvenience and disappointment that you experienced in dealing with our {{situation}} recently.
  • We assure you that your complaint and feedback will give the opportunity to remedy any problem that may exist and help to improve our service further. 
  • We also note your feedback on availability of information regarding our products and services as well as the service levels.
  • In order for us to escalate your feedback and complaint to the branch concerned, we would appreciate if you could provide us your {{email}} or {{phone number}}.
  • Once again, please accept our sincere apologies and we look forward to serve you.
  • We refer to your complaint letter dated and follow up by calling your phone on the same day I received the email from {{person name}} and answered by your staff.
  • The {{Organization}} has investigated to your complaint and would like to inform you that there is a miscommunication between you and our staff.
  • We would like to extend our apologies for the inconvenience caused and assure you that we have taken the necessary steps to remedy the situations.
  • Should you need any further clarification, please do not hesitate to contact us.
  • Should you require any further assistance, you are welcome to contact our {{your phone number}} and by email at: {{your email address)}.
  • I can be contacted by phone at this number: {{your phone number}} and by email at: {{your email address)}.
  • Thank you very much.
  • Yours sincerely

Therefore, we do not recommend to spend lots of precious time writing your response, or searching for a suitable complaint response letter. Just download these 2 Complaint Response Letter templates directly that has been put together for you!




DISCLAIMER
Nothing on this site shall be considered legal advice and no attorney-client relationship is established.


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