Free Customer Service Incident Report Template
Customer Service Incident Report
1. Incident Overview
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Date of Incident: |
June 20, 2050 |
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Report Prepared By: |
[Your Name] |
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Service Provider: |
[Your Company Name] |
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Customer Name: |
Emma Smith |
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Incident Location: |
101 Elm Drive, #567, Hillside, TX 75005 |
2. Incident Description
On June 20, 2050, at approximately 2:00 PM, customer Emma Smith reported an issue with his recently installed air conditioning unit. The unit was making unusual noises and was not cooling effectively. The customer expressed frustration due to the inconvenience caused by the malfunction.
3. Actions Taken
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Time |
Action Description |
|---|---|
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2:30 PM |
Dispatched service technician to customer's location. |
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3:00 PM |
The technician arrived and conducted the initial assessment. |
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3:30 PM |
Identified loose components in the air conditioning unit. |
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4:00 PM |
Repaired loose components and tested unit functionality. |
4. Findings
The malfunction was traced to a loose fan blade within the air conditioning unit, which likely became dislodged during transportation. This caused both the unusual noise and the reduction in cooling efficiency. After the components were secured and repaired, the unit resumed normal operation.
5. Customer Feedback
The customer expressed relief that the issue was resolved promptly and appreciated the quick response time. However, they noted that the initial malfunction had caused inconvenience and suggested that more thorough quality control measures be implemented before installation.
6. Recommendations
To prevent similar incidents in the future, the following steps are recommended:
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Implement additional quality control measures during the installation process, particularly for parts that may become loose during transportation.
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Follow up with the customer after one week to ensure the unit continues functioning properly and that the customer remains satisfied.
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Offer the customer a discount on future services as a goodwill gesture for the inconvenience caused.
7. Conclusion
The incident was resolved swiftly and to the customer’s satisfaction. By enhancing quality control procedures and maintaining strong communication with the customer, [Your Company Name] can prevent similar incidents and improve overall customer satisfaction.
