Complaint Acknowledgement Letter

When clients have complaints, they write complaint letters. It is then the responsibility of the service providers to respond back to the complaints. Even if the complaint cannot be resolved quickly, a complaint acknowledgment letter should be written to the client in order to inform him that his complaint has been received and will be dealt carefully.

Complaint acknowledgment letter is a necessary tool for businesses to flourish public reputation especially when it is about services and close client-customer relationship.

Sample Letters

I am writing this letter to you to inform you that your complaint has been received. We have carefully reviewed your complaint and apologize you for the inconvenience. Your complaint will be responded back in detail very soon. Please accept our gratitude for being our valuable and concerned client/customer and for sending us your feedback.

We assure you that you’ll not have to file the same complaint again in future and that your complaint will be resolved soon. Thank you!

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Subject: Complaint acknowledgment for [X]

Dear Johnson,

Thank you for your email asking for an inquiry about an error that occurred in your monthly statement. We are hereby informing you that your complaint has been received by the concerned department. It is being taken seriously and we are taking the necessary steps to resolve your complaint. Moreover, a committee has been formed which will review your complaint and submit its recommendations within five working days. Thereafter, you will also be informed about the outcome of your complaint.  

We appreciate you for highlighting this issue and bringing it to our attention. Keep sending us your feedback as it is important and helps us make our performance better. You are assured that your complaint will be used to find out possible loopholes in our system. We have enclosed a copy of the document stating all those steps we are taking to resolve your complaint.

If you have any queries, feel free to contact us through our official email. The reference number of your complaint is 84464. Please use this reference number for further correspondence.

Thank you for your patience.

Sincerely,
Jonathan Paul

Size: 19 KB Word .doc File 2003 & later

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Subject: [X] Complaint acknowledgment

Dear James,

I am writing you in response to your complaint about an issue you brought to our attention on [date]. This document is meant to inform you that your complaint has been received and forwarded to the department for further necessary action. Currently, we are looking into the matter and trying to find out those circumstances which led to the problem.

As per our company procedure, it requires us two working days to examine your problem thoroughly. Meanwhile, you are requested to wait patiently. Your cooperation is required and we will inform you about the outcome of your complaint soon after the committee submits its report.

We appreciate your patience and cooperation in solving this problem. If you have any queries, you can contact us at [number] without any hesitation. Copy of detailed decision about your complaint will also be sent to you within due course of time.

Thank you for your patience.

Sincerely,
Jonathan Paul

Size: 19 KB Word .doc File 2003 & later

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