Sample letter about Responding to a complaint

Sample letter about Responding to a complaint


We thank you for bringing in the irresponsible behavior of the employees of the organization in our notice.

As I start with this letter I would like to apologize for the irresponsible behavior of our staff. We always made appoint to treat each and every customer with priority. You are our privilege customer from last 10 years and you can understand that sometimes error happens. We take the responsibility of the wrong that happened with you in the main branch. We are initiating a investigation procedure right today for all the people at fault.

Please accept our apologies for the inconvenience. We will make sure to take action against the head of the customer care team due to which you had to suffer from the unnecessary complications. Also we are sending the executive from the organization to your office to complete the pending work with us. Please confirm us with the comfortable time as per your convenience.
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  • RE: Sample letter about Responding to a complaint -Janhvi Johorey (03/04/14)
  • Sample complaint letter responding to a complaint


    We have noted your complaint regarding the malfunctioning of the boiler that our company personnel have installed at your apartment last Friday. We are currently processing the complaint and we will be sending our work crew over to your home on Monday to solve the problem. On behalf of the Martin Boilers Private Limited Company, we would like to convey our sincere apologies to you regarding the malfunctioning of the product. We have served customers for the past 35 years with dedication and commitment. Our boilers have a record for working for nearly 20 years without fail. We are at a loss as to how the boiler installed at your apartment has developed defects in such a short time.

    We can understand your frustration regarding the broken boiler, and we appreciate the difficulty that you and your family must be facing during the cold freezing nights. We are sending a coupon for two nights stay at a weekend resort in the city with compliments of our management so that you and your family are not inconvenienced in any way during this weekend. We assure you that our personnel will repair the defective piece or install a replacement so that you are not faced with any further difficulties. We thank you for your patience and understanding. We will make every effort to solve the problems at the earliest. Please bear with us.

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