Sample Apology Letter in Response to Customer Complaint. Do not refer to the customer's concern as a complaint. However, there are times when it’s the customer who’s in the wrong. There are many other scenarios as well in which it may be necessary to respond to customer complaints. Write this type of letter to respond to a complaint that you have received from a customer regarding poor product quality. “It’s not us, it’s you.” For the most part, customer service representatives are discouraged from taking this approach when addressing misunderstandings with customers, particularly when the company is at fault. Sample of apology letter is given below. An understanding tone should also be used in writing response letters to customer complaints, and in dealing with any failure to meet expectations, whether the customer's expectations are realistic and fair, or not. Even though the complaint itself if addressed to someone also makes the recipient of the complaint not feel comfortable. They can write this letter by asking for an apology from customers and assure them that they will not face this problem again. Apology letter is important because it shows that you have owned your mistake and you are willing to let the affected customer know this. Here is a simple template example of a response letter to a customer complaint. Dear customer, We are extremely happy to hear that you enjoyed our services here at Boston Co. Here’s a great example from Zappos of a customer getting a human response from an email that they expected to be unmonitored: It’s a pretty small thing, but it can be a truly surprising and delightful moment—especially if the customer is reaching out with a complaint. Example email template: Hi [CUSTOMER NAME], Thank you for your email. [Your letterhead, if desired; if not, your return address] [Date of letter-month, day, and year] Thank you so much for your kind words, and I will be sure to share your compliment with all the working employees. This could be a delicate situation. That means that resolving the problem for a single customer could make dozens of other customers happier at the same time. Quick Tips: Responding to Customer Enquiry via Email. If you have had such trouble and are looking for clues on how to handle them, then here are some samples to respond to customer complaints: 1- Unhappy customer response letter. But you don’t need to be angry or annoyed in dealing with it, just write a response to complaint letter. 1: Thank the customer for the feedback or simply apologize. The apology is meant to make amends with the clients for poor service provided. We created seven different examples to show how the template can be adjusted. Include any pertinent details in your letter, such as details on the product and how you plan to resolve the issue. Reply to Compliment Email from Customer. Respected customer, This should be followed by addressing the customer’s concern. Email template example 1: Customer service complaint 2: Explain the reason for the situation or what steps you are taking to correct it. An apology letter to customer for poor service is a letter written in reply to a complaint from a customer for bad service rendered. The template acts as the starting point for responding to different situations, but you should modify it to add a personal touch or any relevant information. When customers make enquiries via email, endeavor to respond as quickly as possible.This shows that you place value on them. Most complaints will be addressed by a person or company by mail. 7 examples of customer complaint response templates. What’s a customer service rep supposed to do when dealing with difficult customers? There are many ways to alter it. To respond to these types of customers, it’s important to remember that they likely feel entitled to the extra attention they are asking for. Auto-reply email sample: Hi [first_name], ... 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