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Business letter reply to complaint
July 02, 2019 Anniversary Wishes For Parents 1 comment

I am writing with reference to (situation or complaint) of (date). customer complaints response letter, ACRONYMS FOR BUSINESS, TRAINING.

Sample Letter #1

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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

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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

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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 ❯

Unit 3: COMPLAINT AND RESPONSE. Complaint to a supplier - Your company has regularly purchased storage boxes for its computer software products from.

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business letter reply to complaint

From,

__________
__________
__________
__________

Date: ______ (Date on Which the Letter is Written)

To,

__________
__________
__________
__________

Subject: Apology Letter in Response to Customer Complaint

Dear _________ (Sir or Madam),

I, _______________ (Your Name and Designation), on behalf of, ____________ (Name of the Company), sincerely apologize to you. We have received a notice from you that you purchased a medicine made by our company, which was expired. 

We, hereby, inform you that this was accidental and the packet of the expired medicine went along with the unexpired packets. I understand that if you would have consumed the medicine, the result could have been fatal. Therefore, we always advise our customers to, kindly, check the date of expiry before consuming any of the products.

We are agreeable to pay you the fine amount mentioned by you in your notice. However, the act being accidental, we request you to not to take the matter to the consumer court. I hope that you will accept our apology and kindly act in our favor.

Hoping to hear something positive from you.

Thanking you.

Yours truly,

_______________ (Name and Signature)

WATCH THE VIDEO ON THEME: Complaint Letter in business and How to write Complaint Letter - Business communication - Mathur Sir
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How to Reply to a Complaint Letter

business letter reply to complaint

Response letters are the letters used by an entity as an answer to the initial letter that was sent to them. Response letters may be sent to the clients of the company who have specific concerns or to individuals and groups who have inquiries and questions regarding a particular subject matter.

We can provide you with response letter templates should you be needing references in creating one. Aside from our response letter templates, you may also browse through our downloadable Sample Letter templates, which you may use for various purposes and functions.

Restaurant Application Response Letter Template

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Size: A4, US

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Response Letter Template

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Complaint Response Letter

A complaint response letter is the letter sent by companies and establishments to their clients who have initially sent complaints regarding the company’s services and/or products. A complaint response letter includes the following information:

  • The date that the complaint letter was received
  • The date that the complaint response letter was written
  • The name and job position of the representative of the company who has addressed the concern
  • The result of the investigation regarding the filed complaint
  • The actions that the company is to do in relation to the concern or complaint being raised
  • The message of apology written by the company with regards to the incident that have occurred

Legal Response Letter

A legal response letter includes the following information:

  • The date that the subpoena requesting specific records or other legal items and decisions has been received
  • The purpose on why a legal letter has been written
  • The list of people who are involved in a legal transaction or course of action
  • The laws, regulations, and other legal conditions that were used as guidelines in the legal decision made
  • The hearings and other processes that may be considered to be the proper action plan in a specific concern
  • The statements that may be used to help or against a person involved in an incident that led for legal actions to be applied

Aside from our response letter templates, we can also provide you downloadable samples of Acknowledgement Letter Templates.

Business Response Letter Template

Patient Complaint Response Letter template

Response to Rejection Letter Template

Customer Response Letter Template Doc

Customer Response Letter

A customer response letter may be written by customers in response to the product or service that they have purchased or acquired from the company. A customer response letter includes the following information:

  • The name and other basic information of the customer
  • The reason for the creation of the customer response letter
  • The date that the product or service has been purchased from the company
  • The condition of the product or service being purchased
  • The resolution that the customer wants to have regarding the specific transaction

Importance of Response Letter

Sending a response letter is important for the following reasons:

  • It allows the sender of the first letter to be aware that the letter he or she sent has been received.
  • It can state the reaction of the entity for whom the initial letter is regarding the information written in the letter they received.
  • The sender of the initial letter whether his or her expected or suggested resolution will be granted by the entity.

Other than our downloadable response letters, you may also browse through our Job Termination Letter Templates.

Every business receives complaint letters from time to time. Responding to them promptly and professionally can help you retain good relationships with your.

How To Write a Complaint Letter

business letter reply to complaint

How to respond to customer complaints

5 tips on responding to customer complaints:

  1. listen to the customer’s experience in its entirety
  2. apologize
  3. focus on the solution
  4. don't rush the customer
  5. find complaints before they find you

Customer complaints are timeless. No matter the size, nature, or success of your business, you’ll always have at least a small percentage of people who aren’t happy with what you do. The idea that you can’t please everyone is as true today as it was a century ago.

But never before in history has it been easier for customers to complain. To criticize a business, customers don’t have to take the time to talk with you. They can simply pick up their phone, type a few angry sentences, and hit send—via email, review sites like Yelp and Google, social media sites like Facebook and Twitter, or any number of online forums and discussion boards.

And, unlike the old days, customers don’t have to be loyal to any one business: They’ll just Google your competitors. According to a customer service survey by American Express, more than a third of customers said they immediately consider switching companies after a single negative experience.

Since a customer service makes the backbone of any successful business, you can’t afford to turn off a customer. To prevent this from happening, it’s important to first understand what might be causing your customers to say, “I’m not buying anything from you again.”

6 common customer service mistakes to avoid

1. Over-automation

It might be tempting to automate all of your marketing and sales tasks to cut costs and time if you’ve adopted automation technology, but you shouldn’t automate just because you can. Technology can’t provide perfect replacement of that “one-on-one” experience. Plus, different customers prefer different modes of communication.

Dana Brownlee, founder of the communications consulting firm, Professionalism Matters, you need to give options so your customers aren’t treated to “the frustrating phone trees.” Where possible, provide phone numbers, live chats, and emails through which your customers can reach you.

If you do choose to rely on automation (and it certainly has its benefits), be sure your automated emails sound natural and personal. Read the free e-book, "This Time, It’s Personal" to get more tips on using automation the right way.

2. Trying to handle customers too quickly

Most representatives assume they know what the customer wants. When they answer their customer’s call, they rush to give them a solution to their problem. This can disgruntle your customer and could lead them to resent your company. To avoid losing customers, teach your customer service representatives effective listening skills. Make sure they’re taking the time to listen to the customer, understand their specific problem, and offer a solution. Encourage them to get rid of their scripts and work with the customer.

3. System outages

The truth is, no system has a perfect uptime. Even the most established, cloud-based systems have their fair share of trouble when the outage monster strikes. The tragedy is, if your customers can’t reach you, all the midnight oil you burned grooming your business will have been in vain.

To be on the safe side, look for a reputable web service provider that offers fast page loading time and a reliable, round-the-clock uptime. For those who provide support via email and telephone, ensure that your customer can reach you during the hours you promise support. If you are not reachable after hours, build a system that allows them to put in a request or a ticket. Then call back when you are available.

4. Slow turnaround

We live in the time of on-demand. Thanks to the power of modern technology, we’ve become completely impatient. We want to have a quick turnaround time. Your customers expect the same. Having a speedy response not only draws them to your business but can win their long-term loyalty, too. Respond promptly to your customers’ questions and feedback, especially if it’s over social media where things move faster than the speed of light. Otherwise, your competition will be laughing all the way to the bank.

5. Undervaluing your customer service team

Your customer reps are the first personal interaction your customers receive. They make up the face of your business. Unfortunately, they also tend to the be lowest paid and regarded employees. Sinking their morale will sink your business to rock bottom. Find ways to motivate them to go the extra mile to satisfy your customers. Hire top talent, pay them well, and reward them whenever they achieve great results. You will also attract top talent to your service desk if you build a reputation treating your employees well.

6. No complaints ≠ good customer service

You work hard to get to your customers. You train your staff to handle questions that run the gamut. And you’re not getting any complaints, so you should be happy, right?

Don’t mistakenly think that just because you aren’t getting complaints means your customer service is top notch. Studies have shown that only 1 out of 26 disgruntled customers will complain. That means that for every complaint you receive, there are another 25 dissatisfied customers who don’t bother to complain. However, if you’re receiving an avalanche of compliments and only a few complaints, you have a reason to smile. You’re doing something right.

Now that you understand what could be bringing in those customer service complaints, it’s time to establish a plan for your customer complaint response. Here are the basics that will help create positive experiences for your customers and make them feel appreciated and loyal.

Preparing for complaints

Talk as a team

When is the best time to figure out how to respond to complaints? Before the complaints ever occur. Talk with your staff about handling scenarios like angry emails, policy disputes, and discount requests to ensure your company’s responses are delivered consistently and confidently. No customer is reassured by a response like, “Um, I don’t know; I’ll have to ask my boss.” Include your whole team in the discussion: All employees represent the company, regardless of whether their roles directly involve customer service.

Find complaints before they find you

Customers tend to take their complaints online as a last resort as if your company would only respond to them in the event of public shaming. On every platform, make it easy for customers to find email addresses and phone numbers on every platform so that customers know they have outlets for feedback.

Better yet: Be the first to start the complaint conversation by sending post-purchase emails and surveys to customers. If you’re using automation software like Keap, you can send these emails automatically after every purchase. The software can also alert you to negative feedback so that responding rises to the top of your to-do list. By taking a proactive approach, you’ll discover more feedback that helps you improve your business: Most companies hear from only 4 percent of dissatisfied customers, according to the book "Understanding Customers."

Responding to complaints

Don’t leave them hanging

One hour is the new one business day. More than 85 percent of customers think businesses should respond to emails within an hour, according to a survey by Toister Performance Solutions, a firm that focuses on customer service training. Similarly, 42 percent of customers expect one-hour response time on social media, according to a survey from the social media research project, The Social Habit.

Many customer complaints can’t be resolved in 60 minutes or less, but they can at least be addressed. If you need a few days to investigate the customer’s complaint, tell her so now, not after those few days. Your failure to respond might lead the customer to believe you’re not on top of customer service—or worse, that you don’t care, which only worsens the situation.

If you won’t be able to respond quickly, consider setting up an automatic response. With Keap, the completion of a “contact us” web form can trigger an email that tells the customer you’ll get back to her as soon as possible. While that email can’t resolve the complaint, it can reassure the customer that her message didn’t disappear into an online black hole.

Listen and apologize

No matter the business or the complaint, the first two steps to resolving a customer complaint are the same. Step one: listen to the customer’s experience in its entirety. Step two: apologize.

Ideally, these conversations would take place in person or on the phone, but that doesn’t mean Yelp reviews and Facebook comments should be ignored. Digital marketing strategist Jay Baer says businesses should address every complaint, on every channel, every time. “I’m not suggesting that the customer is always right,” Baer said in a webinar, Hug Your Haters: Customer Service in a Digital and Social World, “I’m suggesting that the customer is always heard.”

You don’t have to plead guilty to an offense every time a customer complains, but you do need to consider his point of view—to listen without interruptions. Make it clear that you understand why the customer is upset, even if you don’t agree with him. You may not be sorry that he simply didn’t like your product, but you can still be sorry that he had a disappointing experience.

The simple act of listening and apologizing can be therapeutic enough to resolve the problem. Researchers at the University of Nottingham in the United Kingdom conducted a study with two groups of eBay customers who had given negative feedback. In a request to withdraw the comments, one group was offered an apology that cited a manufacturer delay, while the other was offered a small amount of money. Ultimately, a simple “sorry” proved more valuable than the cash: 45 percent of participants withdrew their comments after receiving the apology, compared with only 23 percent of those offered compensation.

Focus on the solution

After you’ve listened to the customer’s complaint and apologized, you can offer your side of the story—not an excuse, but an explanation. A customer’s misunderstanding or lack of information could have contributed to his complaint, and learn more about your company’s intentions might help settle his emotions.

But keep it short: The more you say, the more you might create opportunities to start another argument. Instead, shift the conversation away from the problem and toward the solution.

Don’t make promises you don’t intend to keep: You’re not going to drastically change your company’s offerings or operations based on the opinion of one person. But maybe you’re going to talk with an employee or adjust a process that caused the problem in order to prevent it from happening again. By explaining the actions you’re going to take, you show the customer that you valued his feedback and gave it serious consideration.

If you can afford it, give the customer a financial incentive for a future purchase. If a restaurant settles a complaint by reducing the bill, the customer still might leave with a negative impression of the service. Offering a gift card compels the customer to come back for an additional—and hopefully, more positive—experience with your company. According to "Understanding Customers," it takes 12 positive experiences to overcome one unresolved negative experience with a business.

Making the most of complaints

Customer complaints can be stressful, uncomfortable, time-consuming and just plain annoying. Still, you should be thankful for them. Unlike 96 percent of dissatisfied customers, complainers took the time and energy to tell you how you could improve your business. Sure, by speaking up, they might hope something’s in it for them. But there should be. Always thank customers for their feedback, even negative: Without it, you wouldn’t truly know how to provide the good service that keeps them coming back.

Interested in Keap? Check out Keap pricing or start a free trial now.

Contributing authors:

  • Amy Saunders - Sr. Content Creator, Keap; Co-owner, Strolleria
  • Jennifer Leslie - Content Creator, Keap
  • Sanjay Darji - Software Analyst, SoftwareSuggest
WATCH THE VIDEO ON THEME: HOW TO WRITE A COMPLAINT LETTER ? //Formal Letter // Easy Learning With Himaal

are followed by sample reply letters that demonstrate responses to the Each actual complaint has unique features that cannot be addressed in a "boilerplate".

business letter reply to complaint
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