Response Letter to a Complaint
[A complaint letter is a blanket term for a large number of reasons for which a complaint could be registered. This kind of letter is written in response to a complaint. 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. 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. You need to modify this sample according to your needs.]
Date: DD/MM/YY (date of writing the letter)
Subject: Response to complaint
We absolutely perceive your frustration at being sent the incorrect order last week (date) and understand that you need an urgent replacement. (describe in your words). 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. (Describe the actual problem and situation).
Kindly accept our sincere apologies. We shall endeavor to examine our shortcomings in-depth and make sure that this never happens again. (Express your apology and expectations). 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.
(Name and signature)
Another Format, [Email Format]
To: Receiver mail address, firstname.lastname@example.org
From: Sender mail address, email@example.com
Subject: Response to Complaint
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. (Describe in your words). 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. (Describe the actual problem and situation).
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. (Express your apology and expectations). We hope that this slight setback will not affect our business relations in the future.
(Name of the sender)