How to write a response to a customer complaint? When replying to a customer complaint, use a polite, understanding tone. Do not argue even if you do not agree with the complaint, and can do nothing about it, a considerate response will often help soothe an irate client.
If you agree that the complaint is justified (even if only in part), say so, and express your desire to correct the problem. If you do not agree with the complaint, politely thank the writer for bringing the problem to your attention.
In this article are different examples of letter/email Response To Customer Complaint that you can modify to meet your need.
Response To Customer Complaint Letter #1
____________________ [Door Number and Street’s Name],
____________________ [Area Name],
____________________ [City].
Postal Code: ____________________
Phone Number: ________________
E-mail ID: ______________________
Date: ____________________
Reference: ____________________
TO
____________________ [Addressee’s Name],
____________________ [Designation],
____________________ [Company’s Name],
____________________ [Full Address with Phone Number].
Subject :
Dear ____________________,
With reference to your letter No. ____________________ [enter ref. number] dated ____________________ [enter date full], we are sending you our pattern book together with the latest price list. The terms of business are given in the price list on page 2.
Thanking you.
Yours Sincerely,
____________________ [Sender’s Signature]
____________________ [Sender’s Name]
Enclosed:
Response To Customer Complaint Letter About Product
____________________ [Door Number and Street’s Name],
____________________ [Area Name],
____________________ [City].
Postal Code: ____________________
Phone Number: ________________
E-mail ID: ______________________
Date: ____________________
Reference: ____________________
TO
____________________ [Addressee’s Name],
____________________ [Designation],
____________________ [Company’s Name],
____________________ [Full Address with Phone Number].
Subject :
Dear ____________________,
I agree that XYZ’s newest product is a poor excuse for music; other critics say the same. Still, you purchased the ____________________ [enter product name], opened the delivery box, and kept it for at least two weeks; consequently, I am sorry, but I cannot give you the requested refund. You might go to one of the stores in town and trade it for something more to your liking. I value your business and I am sorry.
Thanking you.
Yours Sincerely,
____________________ [Sender’s Signature]
____________________ [Sender’s Name]
Apology Letter In Response To Customer Complaint
From
____________________ [Sender’s Name]
____________________ [Door Number and Street’s Name],
____________________ [Area Name],
____________________ [City].
Postal Code: ____________________
Phone Number: ________________
E-mail ID: ______________________
Date: ____________________
Reference: ____________________
TO
____________________ [Addressee’s Name],
____________________ [Designation],
____________________ [Company’s Name],
____________________ [Full Address with Phone Number].
Subject :
Dear ____________________,
I certainly understand your frustration at being sent the wrong order last week and realize that you need some of your order immediately to satisfy demand. I hope the merchandise we rushed to you on ____________________ [enter date in full] arrived in time to get you past the crisis.
Please accept my sincere apologies. We will make every effort to see that this never happens again. We appreciate your business and will do everything we can to serve your needs.
Thanking you.
Yours Sincerely,
____________________ [Sender’s Signature]
____________________ [Sender’s Name]
Sample Apology/Refund Letter In Response To Customer Complaint
____________________ [Door Number and Street’s Name],
____________________ [Area Name],
____________________ [City].
Postal Code: ____________________
Phone Number: ________________
E-mail ID: ______________________
Date: ____________________
Reference: ____________________
TO
____________________ [Addressee’s Name],
____________________ [Designation],
____________________ [Company’s Name],
____________________ [Full Address with Phone Number].
Subject :
Dear ____________________,
Thank you for your letter alerting us to the problem you have been having with our store in ____________________ [specify location]. I am sorry you have been subjected to such a frustrating series of events. We pride ourselves on responding to customers’ concerns very quickly, so what you have experienced is inexcusable.
I have spoken with our manager in ____________________ [repeat location name] and have instructed him to give you a full refund plus XYZ% off your next purchase. I extend my own apologies for the inconvenience this problem has caused you. It is apparent that we need to train our holiday help more thoroughly.
I wish you an enjoyable holiday season. Thanking you.
Yours Sincerely,
____________________ [Sender’s Signature]
____________________ [Sender’s Name]