Customer Complaint Response Letter, Sample & Format

A Customer Complaint Response letter is written by the company in response to a customer complaint that was received. Such a letter is a good reflection of the company that is serious about its good image to respond to its customer’s complaint as quickly as possible. This letter will keep customers loyal to the brand.

From:

Customer Services

Silver Maple Corporation

5540 Maple Lane
Alexander City, AL 83922

January 11, 2011

To:

Alice F. Klein

3719 Dogwood Lane
Tucson, AZ 85718

Dear Madam

RE: Response to Complaint

On behalf of Silver Maple Corporation, we are writing in response to your complaint letter dated January 2, 2011 which informed us of your dissatisfaction over one of our products, DG3029, an electric water jug.

From our records, the said product was purchased on August 20, 2010 and it has a 3 month warranty on its parts. We understand that the product was bought during the annual company sale where it was part of the ex-stock listing.

It was already mentioned that there is no warranty on these sale products as they go on a ‘as-is’ basis. Testing of the product should have been conducted at the sale site prior to purchase. Hence, we can only offer a replacement of its parts with cost while waiving any service charge on its repairs.

We apologize for any inconvenience caused. Please bring your product in for the necessary repairs if you wish to take up our offer. Thank you.

Respectfully,

Customer Service

Silver Maple Corporation

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