Complaint Acknowledgement Letter Outline

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]

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