Complaint Letter Response Example: 4 Templates

As the name suggests it is a letter that is a response to a complaint letter. In which a company on which you filed a complaint writes a letter to you apologizing for the same.  Here are some templates for the same, have a look at them.

Letter Template: 1

Complaint Letter Response Example

To,

[ Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the date]

Sub-  Complaint letter response .

Dear, [ mention the name of the recipient]

On behalf of our esteemed company that is [ mention the name of the company] we are very sorry for the inconvenience which we did unintentionally, we know that this is too late to respond but for some technical issues, we were unable to reach any of our customers.  We had no intention to make you wait for our mistake. I hope you are understanding our situation.

We have gone through your complaint and figured out what can be done to make it right. There are two options which can be done first is either you can have a replacement for the same or you can get the refund back. There is a form attached with this letter where you have to choose one option and send it to our company’s address before [ mention the date]. I believe this will resolve your problem and will gain your trust again.

We hope to make your experience better this time. Thank you for reaching out and for your patience. Hope you are satisfied with the solution. If you have any queries regarding the same then kindly contact us through our contact details mentioned below at your own convenience. Your cooperation and support is highly appreciated. We are sorry for the inconveniences which are caused by our negligence. Thank you so much for your time.

With regards, [ mention the name of the sender]

[ Mention the designation]

[ Mention the address of the sender]

[ Mention the contact details of the sender]

Complaint Letter Response Example

Letter Template: 2

Complaint Letter Response Example

To,

[ Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the date]

Sub-  Complaint letter response .

Dear, [ mention the name of the recipient]

Thank you so much for reaching us out. We are very happy to help you. On behalf of our reputable company that is [ mention the name of the company] we are very sorry for the inconvenience which we did unintentionally, we know that this is too late to respond but for some technical issues, we were unable to reach any of our customers. 

We had no intention to make you wait for our mistake. I hope you are understanding our situation. We are responsible for this and we will try our best to make it right and satisfy you.

As per your complaint, we understood what you were trying to say and figured out what can be done to make it right. There are two options which can be done first is either you can have a free service for the same or you can get the refund back.

There is a form attached with this letter where you have to choose one option and send it to our company’s address before [ mention the date]. I believe this will resolve your problem and will gain your trust again. Kindly send your response as soon as possible.

Thank you for reaching out and for your patience. Hope you are satisfied with the solution. If you have any queries regarding the same then kindly contact us through our contact details mentioned below at your own convenience. Your cooperation and support is highly appreciated. We are sorry for the inconveniences which are caused by our negligence. Thank you so much for your time.

With regards, [ mention the name of the sender]

[ Mention the designation]

[ Mention the address of the sender]

[ Mention the contact details of the sender]

Complaint Letter Response Example

Letter Template: 3

Complaint Letter Response Example

To,

[ Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the date]

Sub-  Complaint letter response.

Dear, [ mention the name of the recipient]

I [ mention your name] on behalf of our esteemed company that is [ mention the name of the company] want to convey our apology to you for the inconvenience which is caused to you.  We know that this is too late to respond but for some technical issues, we were unable to reach any of our customers. We had no intention to make you wait for our mistake. I hope you are understanding our situation. We are happy that you waited.

We understood what you were trying to say through your complaint letter and we came up with two solutions. There are two options which can be done first is either you can have a replacement for the same or you can get the refund back.

There is a form attached with this letter where you have to choose one option and send it to our company’s address before [ mention the date]. I believe this will resolve your problem.

We hope to make your experience better this time. We believe you are satisfied with the solution. If you have any queries regarding the same then kindly contact us through our contact details mentioned below at your own convenience. Your cooperation and support is highly appreciated. We are sorry for the inconveniences which are caused by our negligence. Thank you so much for your time.

With regards, [ mention the name of the sender]

[ Mention the designation]

[ Mention the address of the sender]

[ Mention the contact details of the sender]

Complaint Letter Response Example

Letter Template: 4

Complaint Letter Response Example

To,

[ Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the date]

Sub-  Complaint letter response .

Dear, [ mention the name of the recipient]

On behalf of our esteemed company that is [ mention the name of the company] we want to express our apology for the inconvenience which we did unintentionally, we know that this is too late to respond but for some technical issues we were unable to reach any of our customers. We hope that you will understand our situation.

We have gone through your complaint and figured out what can be done to make it right. There are two options which can be done first is either you can have a replacement for the same product or you can get a refund back for the product. There is a form attached with this letter where you have to choose one option and send it to our company’s address before [ mention the date]. I believe this will resolve your problem and will gain your trust again.

We hope to make your experience better this time. Thank you for reaching out and for your patience. Hope you are satisfied with the solution. If you have any queries regarding the same then kindly contact us through our contact details mentioned below at your own convenience. Your cooperation and support is highly appreciated. We are sorry for the inconveniences which are caused by our negligence. Thank you so much for your time.

With regards, [ mention the name of the sender]

[ Mention the designation]

[ Mention the address of the sender]

[ Mention the contact details of the sender]

Complaint Letter Response Example

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