Free Customer Incident Report Template
Customer Incident Report
|
Prepared By |
Company |
Date Prepared |
|---|---|---|
|
[YOUR NAME] |
[YOUR COMPANY NAME] |
[DATE] |
I. Incident Details
|
Date: |
April 15, 2052 |
|
Location: |
ZenExa Electronics Superstore, New York Branch |
|
Incident Number: |
#INC-2052-024 |
II. Customer Information
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Customer Name: |
Jolie Cassin |
|
Contact Information: |
222 555 7777 |
|
Account/Order Number: |
Order #9876543210 |
III. Incident Description
On April 15, 2052, Jolie Cassin visited the New York branch of ZenExa Electronics Superstore to address an issue with her recently purchased SmartHome Hub 8.0 system. According to Ms. Cassin, the SmartHome Hub began malfunctioning three days after installation. The device was not connecting to her home network and displayed persistent errors despite multiple reset attempts and troubleshooting steps provided in the user manual.
Ms. Cassin expressed frustration with the lack of support when she contacted the customer care team through the store's helpline before her visit. She was advised to visit the store for further assistance, which resulted in her making the trip to the store. However, upon arrival, she felt the in-store staff were unprepared to handle her issue and the wait time was excessively long.
IV. Investigation and Findings
An internal review of the incident was conducted by the store’s customer service management team. The investigation uncovered that the SmartHome Hub 8.0 model Ms. Cassin purchased was part of a batch that had known connectivity issues with certain home routers, as reported by several other customers.
Furthermore, it was discovered that the store’s helpdesk was understaffed during Ms. Cassin’s visit, leading to delayed responses and improper escalation of the issue. The store’s records indicated that there was confusion among staff regarding how to handle product returns or repairs for this new line of SmartHome devices.
After performing diagnostic tests on the SmartHome Hub Ms. Cassin returned, and the technical team confirmed that the device was indeed faulty, and required replacement.
V. Resolution
A. Immediate Actions Taken
Ms. Cassin was offered a new SmartHome Hub 8.0 device from a different manufacturing batch. In addition to the replacement, she was provided with free installation services by a certified technician to ensure proper setup in her home. The store also extended her warranty by an additional 12 months, as a gesture of goodwill for the inconvenience caused.
B. Customer Apology
The store manager personally issued a formal apology to Ms. Cassin for the delays and mishandling of her case. The apology included reassurances that the matter had been escalated to the quality assurance department and that steps were being taken to improve service efficiency.
VI. Preventive Actions
A. Product Line Review
The SmartHome Hub 8.0 connectivity issue was escalated to the product development team, who began reviewing the defective batch and liaised with the manufacturing division to ensure no further units with similar issues were distributed. A product recall for the affected batch was initiated, with an announcement sent to customers via email and the company website.
B. Staff Training
To avoid future incidents of poor customer service, all customer-facing staff, including those at the helpdesk, are scheduled to undergo comprehensive training on troubleshooting and handling escalations related to SmartHome devices. This training will focus on improving response times, technical troubleshooting skills, and overall customer interaction.
C. Process Optimization
ZenExa Electronics is also implementing an automated case escalation system. This system will flag and prioritize urgent or recurring product issues, ensuring that problems like Ms. Cassin’s are handled more efficiently in the future. Additional staffing will be introduced during peak service hours to reduce wait times.
VII. Follow-Up
A. Customer Check-In
A member of the store’s support team will contact Ms. Cassin one week after the replacement has been installed to confirm that the new SmartHome Hub is functioning correctly and that she is satisfied with the resolution.
B. Service Evaluation
Ms. Cassin will be asked to complete a satisfaction survey, where she can provide feedback on the resolution process, staff performance, and the overall experience. Her feedback will be used as part of ongoing efforts to enhance service quality.
VIII. Conclusion
The incident involving Ms. Jolie Cassin’s faulty SmartHome Hub 8.0 has been successfully resolved. The customer received a replacement device, additional warranty coverage, and a formal apology. Preventive measures have been taken to address both the product and service issues involved. Ms. Cassin has indicated she is satisfied with the resolution and appreciates the effort to rectify the situation.
This report will be shared with the management and product teams to ensure the lessons learned are applied to future operations, minimizing the likelihood of similar incidents recurring.
