Response Letter for Complaint Regarding Poor Service

(Sender’s address)

Date: __/__/____ (Date)

(Receiver’s address)

Subject: Response to complaint letter

Dear _____________,

Thank you for writing to us about the problem you are facing. First of all, we feel extremely sorry that you had to go through such an inconvenience. We acknowledge that we have failed you this time but we have every desire to provide you with the best solution possible.

In your letter, you stated that there was __________ (Mention the issue raised). This might have been caused ____________ (explain the reason) . We are very sorry for this bad experience. We have spoken to our team to check the issue thoroughly. We will make sure this doesn’t happen again in the future.

Please accept our most sincere apologies. Given the unfortunate experience, we would like to extend you a _________ (voucher/discount/amount). Thanks for caring enough to point out the issue and helping us improve our service.

Yours sincerely,


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