When drafting a response letter to a complaint, it's crucial to acknowledge the issue, express sincere apologies for any inconvenience caused, and offer a resolution or compensation. Maintain a polite and professional tone throughout the letter, ensuring clarity in communication and addressing all relevant details mentioned in the complaint.
Sample Response Letter for Complaint
(Sender’s address)
______________
______________
______________
Date: __/__/____ (Date)
(Receiver’s address)
______________
______________
______________
Subject: Response to complaint reference: _____________
Dear _____________,
This letter is in response to the complaint that we received from your side bearing reference number ___________ (reference number) regarding order number _________ (Order number). We apologetically write this letter for the inconvenience faced by you. We believe that the service could have been better and we could have served you in the better possible way.
We acknowledge the same and in order to present our apologies, we are providing you with a _________ (mention resolution). We believe you will give us another chance to serve you.
For,
___________ (Company Name),
___________ (Signature/ Stamp),
___________ (Name)
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Sandeep Bhandari