This kind of letter is written in response to a complaint. A complaint letter is a blanket term for a large number of reasons for which a complaint could be registered, for example, regarding a faulty or damaged product received by the consumer, it could be a feedback for an unsatisfactory service provided, and it could also be a complaint against the activities of a child to its parents. However, most complaints are written in the context of business and so are written in the official capacity by the writer.
For instance, a customer might complain to a dealer about the unsatisfactory nature of his product or service and the dealer, in turn, might take the issue up with the wholesaler. Such communications are usually carried out using the written word, i.e., letters or e-mails to have tangible evidence of the conversation for legal reasons. When writing a response to one such letter, it is only proper to acknowledge one’s liability and assume the responsibility for providing solutions to the problems caused to the recipient. In case a third party is responsible for the fault, the recipient must be directed to the proper authorities.
Response Letter – Respond To A Complaint Writing Tips
- The letter must be formal and written with due respect and gratitude to the recipient.
- The letter, after writing, must be checked for any errors.
- The letter must be ended with giving thanks and a proper salutation to the receiver.
- The letter must contain all the required details that are necessary to describe the reasons for the complaint and must provide solutions wherever possible.
Template
Use our free Response Letter – Respond to a Complaint to help you get started.
From,
_______________
_______________
_______________
Date: ______________ (date of writing the letter)
To,
_______________
_______________
_______________
Subject: Response to complaint
Respected sir,
We absolutely perceive your frustration at being sent the incorrect order last week and understand that you need an urgent replacement. We have already dispatched the merchandise and it should reach you in a couple of days. We hope that our willingness to acknowledge our oversight and our keenness to appease you shall speak in the favour of the company and will induce you to move past this unfortunate incident.
Kindly accept our sincere apologies. We shall endeavor to examine our shortcomings in depth and make sure that this never happens again. We appreciate your cooperation and look forward to having continuing business relations with your company. We, at ____(name of the company), believe in improving and evolving with every obstacle and hope that you will appreciate our efforts.
Thanking you,
Yours sincerely,
_____________
(Name and signature)
Sample Letter
From,
Canvas Goods,
Cambridge, USA.
February 12, 2001
To,
John Mueller,
Anna-Str, 4,
Cambridge, USA.
Subject: Response to Complaint
Respected sir,
We perceive your frustration at being sent the incorrect order last week and understand that you need an urgent replacement. We have already dispatched the merchandise, and it should reach you in a couple of days. We hope that our willingness to acknowledge our oversight and our keenness to appease you shall speak in favor of the company and will induce you to move past this unfortunate incident.
Kindly accept our sincere apologies. We shall endeavor to examine our shortcomings in depth and make sure that this never happens again. We appreciate your cooperation and look forward to having continuing business relations with your company. We, believe in improving and evolving with every obstacle and hope that you will appreciate our efforts.
Thanking you,
Yours sincerely,
Friederich Hoffmann, (Head of Purchase),
Canvas Goods.
Email Format
The following is an Email Format to be followed for Response Letter to Complaint.
To: name@email.com
From: name@email.com
Subject: Response to Complaint
Respected sir,
Thank you for your letter alerting ___(name of the company) about the problem you have been facing at our store in ____(name of the area). We apologize for the series of frustrating events that you have been subjected to and pledge to thoroughly investigate the matter. We tend to pride ourselves on quick responses to customer complaints and problem-solving methods and therefore request your cooperation for a rapid conclusion of the issue and a subsequent resumption of the business.
I have personally discussed your particular issue with my manager, and the company has resolved to refund your money. We extend our apologies for the inconvenience this downside has caused you. We hope that this slight setback will not affect our business relations in the future.
Thanking you,
Yours sincerely,
______________
(Name of the sender)
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