Response to customer complaint letter

When writing a response to a complaint letter from a customer, make sure to consider how to reply in order not to make the problem bigger with the customer.

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FORMAT:
bizzlibrary template file type image

CATEGORY:

DEPARTMENT:
Training

LANGUAGE:
English

TYPE & SIZE:
.docx (0.01 MB)

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Overview

When a customer sends in a complaint letter, then that needs to be dealt with as soon as possible. It will showcase your professionalism and it will not affect your reputation in a negative way. Make sure to consider how to reply in order not to make the problem bigger with the customer. When you have to send in a letter like this on a regular basis, it helps to have a template handy so that you can easily copy and paste it. It's still key to follow a personal approach when making a response with your customer service relations department.

How to respond to an urgent customer complaint by customer service?

In this case, we know you don't want to spend more time on the issue, but it’s good to take action and register a complaint about the situation. A complaint hopefully increases the quality and service level of the organization that caused the issue.

Example follow up by customer service:

I would like to follow up on the complaint you’ve submitted on some date regarding some issue and to make sure that it was solved as per your expectations.
Please confirm that your complaint has been addressed properly so that I can close your case.
If not, then kindly explain what exactly is it that you require so that I can help you better.
Thank you very much for your feedback.
Looking forward to helping you.

This Complaint letter comes in Microsoft Office format and is ready to be tailored to your personal needs. You can add text, remove content that isn’t applicable, and 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.

Therefore, we do not recommend you spend lots of precious time searching for a suitable complaint letter. Check out and download this Response to customer complaint letter sample, that can be sent as a follow up to a received complaint to a customer directly.

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