Response Letter to a Complaint

Response Letter to a Complaint

Response Letter to a Complaint

[Complaint response letter is prepared for knowing the response of the other person after sending your complaint. Customer complaints are a daily reality for most businesses. Customer retention is the top priority for any business wishing to achieve long-term success. Responding to a complaint is never easy. But you can’t ignore the complaints.  This letter is used for checking the response and action of other people against your complaint. End the letter positively and express confidence that you will help the customer to solve his or her request. You can make changes as per your requirements.]


Sender/Your name…

Job Designation and Department name…

Date: DD/MM/YY


Receiver/Customer name…

Home/Office Address…

Subject: Response Letter to a Complaint

Dear (Sir/name)

We perceive your frustration at being sent the incorrect order last week (date) and understand that you need an urgent replacement. (Describe in your words). We have already dispatched the merchandise and it should reach you in a couple of days. (describe actual problem and situation). We hope that our willingness to acknowledge our oversight and our keenness to appease you shall speak in favor of the company and will induce you to move past this unfortunate incident. (Explain all about the situation).

Kindly accept our sincere apologies. We shall endeavor to examine our shortcomings in-depth and make sure that this never happens again. (Cordially describes your greetings and expectation). We appreciate your cooperation and look forward to having continuing business relations with your company. We at (Company/OrganizationName) believe in improving and evolving and hope that you will appreciate our efforts.

Thanking You,

Yours Truly,

Your name…

(Head of Purchase/Compliant Section)


Another Format, (Email format)

To: Receiver mail address, [email protected]

From: Sender mail address, [email protected]

[Sub: Subject Title in Normally bold, summarizes the intention of the letter]

Dear [Recipients Name],

This letter is to inform you that we have received your complaint regarding certain scenes that were shown during the live telecast of our variety show on primetime television (Social network, e.g., Facebook). (Describe in your words). In your letter, you mentioned that you felt these to be inappropriate for young children who may have been watching television at that time with their families. (describe actual problem and situation).

We understand how important it is to keep television and all other media kid-friendly. (Explain all about the situation). We are still undertaking an internal investigation regarding this concern and will inform you once we have identified the problem as well as the responsible entities. (Cordially describes your greetings and expectation). In the meantime, please know that we are doing everything we can to live up to our commitment to being responsible media practitioners. Thank you very much.


[Senders Name]

[Senders Job Title]

Contact info…