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Sample letter of reply to a complaint

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Sample letter of reply to a complaint
May 08, 2019 1st Anniversary Wishes 5 comments

I am writing with reference to (situation or complaint) of (date). standard customer complaints response letter, LETTER - TIPS, SAMPLES AND.

A letter of response is written as an answer to any complaint of disconnection, while admitting fault, regarding denial of a liability, refusal of an adjustment, to a job, to a feedback, to an application, inquiry of products or goods, many occasions we find a need to write a letter to some one. Though all the above mentioned situations are quite different from each other and demand a totally different letter of response but here are some important points mentioned which can help in drafting a response letter under any topic. You can find response letter samples here.

First of all you should examine the situation well for which you are writing a response, after analyzing the scenario make a decision what kind of response you will give. It’s a formal letter and should be drafted professionally. It also requires a good and appropriate selection of vocabulary and accuracy of language, the letter should be without any grammatical mistake. If you are responding in connection with a previous correspondence, it is good to give a reference of that or add some important points of information, related to that in your letter. It will help to clear any misunderstanding and make your letter clear. Avoiding giving any personal opinion unless it is asked, restrict yourself to the main point of the letter.

A letter of response does not so much time, so the response should be quick and in time. Make your letter to the point, simple and clear the letter should be understandable for the recipient easily. If you have been asked for an advice and you are unable to do it, then you should show your regret and mention clearly that you can’t do it, if you know that anyone else has got the ability to do it in a better way, you can replace a reference. Even if your letter is a negative response, like you are denying something, refusing or declining a job offer even then your letter should be positive. You should sound courteous and thank you to your reader for his or her time and for showing interest. You can get help from the sample of the letter attached with this template.

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Business communication Response to complain letter KEVAL . as templates and take the time to customize each letter to specifically.

Apology Letter in Response to Customer Complaint

sample letter of reply to a complaint

A reply complaint letter is written in a professional setting when some issues or misunderstandings crop up. So here are some templates in PDF format. When the complaint letter is addressed to any authority or the organization the next thing, which comes into the existence is to write the reply letter. The reply or the response letter is mandatory in nature, which must be written by the authority in order to let the complaint making the person know that the complaint has been taking into consideration. 

The style and nature of writing teh complaint letters depend upon the purpose for which they are written, such as for bank, to a manager, noise complaint, etc.

Here in this article, we will basically discuss the reply of complaint letter’s templates. We would define how the reply of the complaint letter should be made and how can you use the template for the accomplishment of the same purpose.

How To Reply Complaint Letter

The reply complaint letter format will help you in understanding this letter in a better way. 

Here below are the tips which will help you to know this letter from the closer view.

  • Write the name of your organization at the top of the letter along with the full address.
  • Below that you need to write the name of the person by whom the complaint has been lodged in a respective manner.
  • In the salutation part, you need to address the person such as “Dear Ma’am/Sir”
  • Now come to the main body of the letter and there mention the whole subject matter of the letter that is the reply to the complaint letter.
  • Write the reply in a respectful manner such as that you are sorry for the inconvenience which has been caused by the customer due to the poor services or the product that the customer has received from the organization.
  • Make the assurance to the customer that the root of the complaint has been taken into consideration and will be fixed soon enough. 
  • You can also make the returned proposal to the customers for the bad product if it is in the policy of the company.

At last end, the letter with your regards to the customer and put the official seal/signature at the end.

Download in PDF

Reply Complaint Letter Sample

Here in this section, we are attaching the sample of the reply of the complaint letter to provide you with a basic idea, as to how the reply of the complaint letter should be written.

The reply complaint letter example will provide you with the context of the letter that should be kept into consideration while writing all kinds of replies to the complaint letters across any domain. 

It will assist all the users no matter whether they have replied to any complaint letter before or not. You can take the printable template of this letter from here and then can accordingly write the reply of the complaint letter.

Download in PDF

Reply Complaint Letter Bad Customer Service

Well, if you have recently received a complaint letter from any person who is complaining about the poor customer services in his/her letter then it becomes your responsibility to reply to such a person. So in order to mitigate the damage done and retain the loyalty of your customer, you can write your own complaint reply letter after going through the reply complaint letter sample to customer.

You need to write the reply of the complaint letter in the spirit that it conveys the sense of being attentive to the other person and you must make it clear to the person that his/her complaints have been appreciated by the organization and all the required measures have been taken to fix it.

Here you can take the look of the attachment reply of complaint letter bad customer service and then in the same frame you can write your own letter.

Download in PDF

Reply Complaint Letter Template

A template of the complaint letter makes the writing of the letter quite an easy task as with it you don’t have to prepare the basic abstract of the letter. If you are going to write the complaint letter and are looking for the basic template of this letter in which you can write this letter then you are at the correct place.

The example of reply complaint letter would be useful in saving you from making the unnecessary efforts of preparing the template on your own. You can easily print the template of this letter in the various formats.

Download in PDF

Reply Complaint Letter Delay Delivery

Download in PDF

Download in PDF

In the corporate world, and at the individual level as well, a delay in the delivery of service or product can cause considerable losses, both financial as well as other losses. Hence, in such situations, in order to let the vendor know about the inconvenience to you by them, you can write them a complaint letter.

Here are some points which you must keep in mind here while writing this letter:

  • Mention the time period of delay. For example, few weeks, months, etc.
  • Next, make the reader clear about how the delay has affected you and in what capacity.
  • Insist on the prompt delivery of goods or services. Highlight the urgency of the goods or services which you have ordered from them, and make it clear that in case they are unable to send the goods, to let you know.
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9+ Response Letters

sample letter of reply to a complaint

Sample Letter #1


Thank you for your letter alerting us to the problem you have been having with our store in Springfield. 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 Springfield and have instructed him to give you a full refund plus 20% 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.

Sample Letter #2


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 Monday 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.

Sample Letter #3


I agree that John Doe's newest CD is a poor excuse for music; other critics say the same. Still, you purchased the CD, opened the jewel 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 used CD exchange stores in town and trade it for something more to your liking. I value your business and I am sorry, but I cannot exchange CD's simply because the music is bad.

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Guide to Write This Letter ❯

LETTER OF COMPLAINT. • I am writing to I look forward to a prompt reply and hope that you will take into consideration Sample letter. You recently visited .

Sample letter about Responding to a complaint

sample letter of reply to a complaint

Complaint letters are created by individuals who would like to bring up or address an issue that caused his or her dissatisfaction. Complaint letters may be used accordingly depending on the situation that an individual would like to deal with and the people who are involved in the transaction. You may also see Letter Samples.

There are different reasons why a complaint letter is written which is the reason why there are also various kinds of complaint letter formats that can be used. We have curated a number of complaint letter formats for you to have an easier job of creating the complaint letter that is applicable to be used for your situation.

Other than the complaint letter formats that you may download from this post, we can also provide you with other kinds of downloadable Complaint Letters on our business archives.

Printable Restaurant Complaint Letter Template


File Format

  • Google Docs
  • MS Word
  • Pages

Size: A4, US


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Inclusions of a Complaint Letter

A basic complaint letter, no matter what the complaint is all about, should have the following information:

  • The basic information of the person who wrote the complaint letter. It is very important for the company whom you are addressing for the complaint to identify you and the transaction which is the cause of your complaint. It is highly suggested for you to include your name and contact details in the complaint letter so that the company can contact you with regards to your complaint.
  • The reason/s of the complaint. A complaint letter will not be complete if you will not indicate the purpose on why you have written the specific letter. Assure that the reason for you complaint is valid for the entity to take corrective actions.
  • The date that the incident that resulted to the complaint happened. It is very essential for you to be specific with the date of the incident so that the entity involved can easily investigate what had transpired.
  • The information about the incident. Be precise with the details that you will but in your complaint. Assure that all the information needed for investigation will be supplied.
  • The key people in the incident. It is very important for a complainant to identify the witnesses of the incident and the people involved in the complaint for more information to be gathered regarding the situation.
  • The resolution that the individual would like to have, if there is any. Sometimes, a complaint letter is a way of an individual to just address an issue. However, there may also be times when a complaint letter is translated as the document that request the entity involved to do something about the situation.

Aside from the samples available for download in this post, we can give you more samples of Complaint Letter Templates in the link provided. Other than that, we also have downloadable samples of Offer Letter Formats.

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Kinds of Complaint Letters

A few samples of complaint letters are as follows:

  • A formal business complaint letter may be written due to misunderstandings with regards to purchase agreements and other details that are related to the acquisition of goods and / or services.
  • A formal complaint letter to employer is written by an employee who thinks that his or her labor right has been deprived from him or her. A formal complaint letter from employer, however, provides details about the complains of the management to an employee which can be due to absenteeism and other improper behavior.
  • A complaint letter due to poor service are usually given to businesses who are in the service industry. Most people write a complaint letter due to poor service if the customer service program of the establishment, where they are a customer of, did not meet their expectations.
  • A restaurant complaint letter is written by restaurant customers who did not like either the service of the restaurant crews or the food that has been served to them in terms of food quality and/or value for money.

Other than our samples of complaint letters, we can also give you samples of Business Letter Format and Cover Letter Format templates for references in creating other kinds of letters.

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Guidelines in Creating a Complaint Letter

A few guidelines that you may follow in creating a complaint letter are as follows:

  • Be calm in stating your complaint. It is very important for you to assure that the company will not be offended with what you will write as most complaints can have solutions depending on how you approach it.
  • Be professional. Do not use curse words and make sure that your complaint letter is formal. It is very essential for you to address the issue in a manner that you will not degrade and malign other people especially if your complaint has not been validated yet.
  • Arrange the incident processes in a chronological manner. Make sure that it will be easy for the people involved in the incident to be aware of the proper arrangement of the things that have occurred which resulted to your complaint.
  • Be precise and direct to the point. It is essential for you to directly point out the reason of your complaint, the things that you want to happen, and the things that the entity can do for you with regards to the complaint that you have raised.

Other than our complaint letter samples and templates, you may also be interested to browse through and download our samples of Formal Letter Formats and Personal Letter Templates.

WATCH THE VIDEO ON THEME: Letters of Complaints and Replies (COM2111 Writing Skills)

FREE 34+ Complaint Letter Examples & Samples in PDF | Google · Top Result Replying to A Complaint Letter Template · formal Complaint Letter Sample.

sample letter of reply to a complaint
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