In responding to a customer complaint, it's crucial to address the issue with clarity, empathy, and a commitment to resolution. Start by acknowledging the complaint and expressing regret for the inconvenience caused. Clearly state the actions being taken to resolve the issue and provide a timeline if possible. Reassure the customer of your commitment to their satisfaction and invite further communication if needed.
Sample Response Letter for a Customer Complaint
To,
___________ (name),
___________ (address)
Date: __/__/____ (date)
From,
___________ (designation),
___________ (company name),
___________ (address)
Dear Mr./ Ms. ____________ (name of the customer),
This letter is in reference to the complaint that we have received from your end bearing complaint number ________ (mention complaint number).
We feel sorry for the inconvenience caused to you. We assure to give you appropriate support in this regard. As per the complaint received, you had an issue with ______________ (mention the issue faced by the customer). Our team is trying hard to provide you with the solution at the earliest. The said issue would be resolved by __/__/____ (date).
Your feedback is important to us as it helps us grow in a better direction and we respect your patience and understanding. We expect your kind cooperation. For further queries, you may reach us at ________ (mention details).
For,
___________ (company name)
___________ (signature),
___________ (name)
Live Editing Assistance
Live Preview
How to Download, Print, or Share Letter
Quickly download, print, copy, or share your letter using the built-in options.
Need help? See our Live Assistant Help Guide.
Incoming Search Terms:
- sample letter to the customer responding in reference to the complaint received
- complaint response letter to the customer
Deepanshu Thakral 
Rahul Sharma