First of all, get a name. Find out whose attention the letter should go to. Don’t just send it to “Attention: Customer Service”, because then no one is accountable for it. Ask the store, either in person or on the phone, who the person is that’s in charge of customer complaints. Any correspondence should be sent to that person’s attention. If they have a title as well, be sure to include it, like this: “Attention: David Jones, Vice President of Marketing”. The easiest way write a complaint letter to a company, is to quickly get to your problem. Include your desired resolution in the body of the letter, and state a time limit for the solution. Close the letter respectfully by writing “Yours sincerely, [Your Name]” or “Respectfully, [Your Name]”. Send your letter to the customer service Offer a Solution. Let the customer know what you can do to resolve the situation. Explain in detail what you will do and when you will do it. In some cases, you might need additional information from him, such as documents or completed forms, before you can address the problem. So in order to mitigate the damage done and retain the loyalty of your customer, you can write your own complaint reply letter after going through the r eply complaint letter sample to customer. You need to write the reply of the complaint letter in the spirit that it conveys the sense of being attentive to the other person and you must make it Written customer complaints are possibly the most serious type of customer problem that you may have. It takes almost no time at all for a customer to pick up the phone and complain, but to actually sit down and write down her concerns takes time and concentration. Sample Customer Complaint Letter. To the manager of Taco Tacontento: I am writing to bring to your attention a serious issue I had in your establishment last week. I ordered a vegetarian bean burrito, and halfway through my meal, I bit into what turned out to be a chicken bone. I am a vegetarian, and the presence of bone in my burrito was .
This popular article on how to write a good response to a client or customer complaint was updated in 2017 to provide instructional material to accompany the example from the original article. .