When responding to a complaint about damaged goods, it's essential to acknowledge the issue, express regret for the inconvenience caused, and assure the customer of prompt resolution. Maintain a polite and empathetic tone throughout the letter, and ensure that the customer feels valued and heard.
Sample Letter of Reply Regarding Damaged Goods Complaints Received
To,
___________ (name),
___________ (address)
Date: __/__/____ (date)
Subject: Damaged goods complaint no. _________ (complaint number)
Dear Mr./ Ms. __________ (name),
This letter is in reference to the complaint that we received from your end stating that the goods delivered to you against the order number ___________ (mention order number) were damages. We have registered the complaint for the same and the complaint number is ___________ (mention query/ complaint number).
We apologize for the poor experience. Please note that we have forwarded the complaint ticket to the customer support department. We ensure to deliver you the best possible solution for the query raised.
We value your kind feedback and value your patience and cooperation in this regard.
Regards,
___________ (signature),
___________ (name),
___________ (designation),
___________ (contact details)
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