A response to a customer complaint letter is a sign of acknowledgement on the receipt of the complaint letter that you have received from your client/customer. When a customer is facing an issue or a situation, he or she will be raising that to the customer service department. To acknowledge that and to let the customer know the cause or status of the issue, the service provider will be writing a response letter.
By sending such a letter, you can make the customer feel good and let them know that their concern is very much important to you. Also in this letter, you can let your customer know that they are being valued and you will take appropriate action to solve the issue at the earliest.
If the issue is a request fulfilment, then the service provider could ask for the necessary details in the letter to provide the requested service. If you also want to write a response letter to your customer, you can find the below-mentioned sample for the same. Consider the below-mentioned sample and template before writing a letter.
Response To Customer Complaint Letter Writing Tips
- Start your letter by acknowledging the receipt of the Complaint
- It is most important to provide a Token/Complaint id for the user’s future reference
- Do apologize for the inconvenience been caused to the customer
- Express your concern so that the customer feels glad about the service being provided
- Ensure them that the issue will be solved as soon as possible
- Once you are through writing the letter, please check the same for spelling mistakes or punctuation errors.
Response To Customer Complaint Letter Template
Use our free Response to Customer Complaint Letter Template to help you get started.
To,
________________
________________
Date (Date on which letter is written)
From,
________________
________________
Sub:____________________________
Dear _______________,(Name of person)
We sincerely apologize for the inconvinece being caused to you. We also understand that you are not able to login to the net-banking site of our _____(Name of the bank) anymore.
As we notice, your password has been expired since you have not used your net banking account for the last three months. Kindly click on the Link “Forgot Password” on your homepage.
It will send a link to your registered email id and on clicking the same, you will be able to reset your password.
If you still face any further issues, please do not hesitate to write back to us. Thank you
Sincerely,
(_______________________) Name of the Sender
Sample Letter
From,
Revathi,
MKBB Bank, India.
Maharastra, India.
March 23, 2013.
To,
David,
Maharastra, India.
Sub: Response Letter to Customer Complaint.
Dear David,
Thank you for writing to us. We are very much aware of the fact that your account balance is in negative. Kindly be informed that as per the terms mentioned on the personal loan agreement, we will be deducting the sum of rupees Four thousand and five hundred from your account on 15th of every month starting this March.
Since your account balance as on 15th was Two thousand(2,000/-) only, we have deducted the same, and a sum of two thousand and five hundred is credited from your account. To resolve this issue, we request you to maintain a balance of minimum five thousand before 15th of every month.
Should you have any queries, kindly contact me. Thank you for understanding.
With Profound Regards,
Revathi,
General Manager, MKBB Bank.
Email Format
The following is the email template of Response to Customer Complaint Letter.
From: name@email.com
To: name@email.com
Subject: Response to Customer Complaint Letter
Dear XYZ, ( Name of the recipient)
We are very sorry for the issue caused. We also understand that your data speed is very low.
Please be informed that you have exhausted your internet usage for this month already which is why your data speed is 2MBPS now.
Kindly upgrade your pack to enjoy the unlimited data service. Please find the traffic on our site. (www.actnet.com)
Thank you.
Regards,
YYYY ( Name of the sender)