Response Letter for Poor Customer Service – Sample Response to Complaint Letter

____________ (Designation),
____________ (Company name),
____________ (Address),

Date: __/__/____ (date)

____________ (Receiver’s Name),
____________ (Receiver’s Address),
____________ (Receiver’s Details),

Dear _________,(name)

On behalf of ___________ (company name), I am writing this letter in reference to the complaint received by our _________ team on __/__/______(date). I sincerely regret the inconvenience and apologize for the same.

I would like to bring to your notice that due to ______________ (mention reason – shortage of staff/technical issue/other) you had to face inconvenience. We shall carry out our root cause analysis of this failure and revert back.

Kindly, accept our apology and I promise you that this will never happen again in the future.

Thank you for your patience and understanding. If you wish to discuss further, you can reach us at _____________ (contact details).

_____________ (Name),
_____________ (Designation)

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