Free Complaint Acknowledgement Letter Outline Template

Complaint Acknowledgement Letter Outline

[Your Company Letterhead or Contact Information]
Date: [Insert Date]

Recipient Information:
[Customer's Name]
[Customer's Address]
[City, State, ZIP Code]

Subject Line:
Acknowledgment of Your Complaint [Reference Number/Subject of Complaint]

1. Opening Paragraph

Address the recipient courteously: "Dear [Customer's Name],"
Express gratitude for bringing the issue to your attention:
"Thank you for reaching out to us and sharing your concerns regarding [specific issue]."

2. Summary of the Complaint

Briefly restate the issue as understood from the customer’s communication:
"We understand that you have encountered [specific issue/problem] related to [product/service]."
Acknowledge the inconvenience caused:
"We sincerely regret any inconvenience this may have caused you."

3. Assurance of Action

Confirm that the complaint is being reviewed:
"Please rest assured that we are thoroughly reviewing your complaint to resolve this matter promptly."
Mention any steps already taken or next steps planned:
"Our team has already begun [specific action, e.g., investigating the matter, reaching out to the relevant department, etc.]."

4. Timeframe for Resolution

Provide an estimate for when they can expect a response or resolution:
"We aim to provide you with a detailed update within [specific timeframe, e.g., five business days]."

5. Contact Information

Offer contact details for follow-ups:
"Should you have further questions or require additional assistance, please do not hesitate to contact us at [email/phone]."

6. Closing Paragraph

Reiterate your commitment to resolving the issue:
"We value your feedback and are committed to ensuring a positive experience with our [company/product/service]."
End with a polite closing statement:
"Thank you for your patience and understanding as we address your concerns."

Sincerely,
[Your Name]
[Your Position]
[Your Contact Information]
[Your Company Name]