[Your letterhead, if desired; if not, your return address] [Date of letter-month, day, and year] 2: Explain the reason for the situation or what steps you are taking to correct it. The below email template could keep their graces without wasting too much time. Reply to Compliment Email from Customer. An apology letter to customer for poor service is a letter written in reply to a complaint from a customer for bad service rendered. 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. 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. They can write this letter by asking for an apology from customers and assure them that they will not face this problem again. Email template example 1: Customer service complaint ; The email should open with an appreciation. 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. There are many ways to alter it. There are many other scenarios as well in which it may be necessary to respond to customer complaints. Respected customer, Write this type of letter to respond to a complaint that you have received from a customer regarding poor product quality. Sample Apology Letter in Response to Customer Complaint. Most complaints will be addressed by a person or company by mail. 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. Sample of apology letter is given below. This could be a delicate situation. 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. Here at Boston Co., we strive to provide the best and greatest service for all our customers. Thank you so much for your kind words, and I will be sure to share your compliment with all the working employees. Example email template: Hi [CUSTOMER NAME], Thank you for your email. This letter can be used by any firm of business who gets specific complaints from customers. Even though the complaint itself if addressed to someone also makes the recipient of the complaint not feel comfortable. This should be followed by addressing the customer’s concern. Dear customer, We are extremely happy to hear that you enjoyed our services here at Boston Co. But you don’t need to be angry or annoyed in dealing with it, just write a response to complaint letter. However, there are times when it’s the customer who’s in the wrong. Here is a simple template example of a response letter to a customer complaint. 1: Thank the customer for the feedback or simply apologize. When customers make enquiries via email, endeavor to respond as quickly as possible.This shows that you place value on them. Apology letter is important because it shows that you have owned your mistake and you are willing to let the affected customer know this. Do not refer to the customer's concern as a complaint. 7 examples of customer complaint response templates. The apology is meant to make amends with the clients for poor service provided. What’s a customer service rep supposed to do when dealing with difficult customers? 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. 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