Customer Complaint Responding Letter Template

With this letter template, you can easily respond to the query of the client firstly with an apology and then you can actually show your willingness to help and resolve the issue on the behalf of the company.

You can inform them about how this matter has been sent to the production department who will definitely address the customer’s issue and make necessary changes if needed. This is how you can gain the confidence and trust of the customer. 

Letter Template: 1

(Your name)

(Your address)

(Your contact information)


(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Letter to Respond to A Customer Complaint

Dear (Name of the Recipient),

Please consider this as our sincere apology for the inconveniences you have to face for the problem of our (mention the problem of the product in detail). We on behalf of our company (mention the name of the company) have taken the liberty of submitting your complaints regarding our (mention details).

According to your complaints, we investigated these problems and have come to the solution of (mention the details). And we will change the features like (mention the details) for the betterment and casualty free working of our product (mention details).

We hope for your better understanding and support in the completion of our target to make it a perfect build product. We do hope that you will give your support in our future endeavors.

If you have anything further to say you can contact me at this contact details (mention the address in detail).

Thank you very much for your understanding and full support for our company like always.

With regards,

(Hand-written Signature)


(Notary or witness if required)

Download Template :
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