Customer Complaint Disciplinary Letter Layout
[Your Company Name]
[Your Company Address]
[Your Company Number]
[Your Company Email]
Date: [Insert Date]
[Employee Name]
[Employee Address]
[City, State, ZIP Code]
Subject: Customer Complaint Disciplinary Notice
Dear [Employee Name],
We are writing to formally address a customer complaint concerning your conduct during a recent interaction with [Customer Name] on [Date of Incident]. As per our company's customer service policies and values, we expect all employees to maintain the highest level of professionalism when interacting with clients. Unfortunately, the complaint received indicates that your behavior did not meet these expectations.
The complaint specifically highlighted the following concerns:
[Describe the specific complaint, e.g., unprofessional tone, lack of assistance, failure to resolve the issue, inappropriate language, etc.]
[Any additional details related to the complaint]
After investigating the matter, we have determined that the incident warrants disciplinary action as it constitutes a violation of our company's customer service standards. Please be advised of the following actions:
Verbal Warning: This letter serves as a formal written warning regarding your behavior.
Performance Improvement Plan (PIP): We require you to participate in a [number of weeks] improvement period. During this time, you will be closely monitored, and regular performance reviews will be conducted to assess your progress.
Training: You will be required to attend additional training on [specific topics, e.g., communication skills, conflict resolution, customer service expectations].
This disciplinary action is intended to help you improve your behavior and ensure that future customer interactions meet the company's standards. Continued failure to adhere to these standards may result in further disciplinary actions, up to and including termination.
We trust that you understand the seriousness of this matter and will take the necessary steps to improve your performance. If you have any questions or wish to discuss this further, please do not hesitate to contact [Supervisor's Name] at [Supervisor's Contact Information].
We appreciate your attention to this matter and expect to see improvement moving forward.
Sincerely,
[Your Name]
[Your Job Title]
[Your Company Name]
Acknowledgment of Receipt:
I, [Employee Name], acknowledge receipt of this Customer Complaint Disciplinary Letter. I understand the contents of this letter and the expectations set forth for improvement.
Signature:
Date:
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