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HOW TO RESPOND TO
A COMPLAINT LETTER
THREE (3) STEPS OF RESPONDING TO A
COMPLAINT LETTER
Acknowledge
Customer
Complaints
Apologize
Explain how or
why the problem
happened
- “Thank you for calling our attention
to the damage that your speakers
received during the shipment.”
1. Acknowledge Customer
Complaints.
2. Apologize.
- Never send out a response letter without an
apology
Research shows:
- “a genuine apology” can strengthen a
customer’s emotional bond with a company.
Research also found that:
- when an apology is perceived as genuine,
customer satisfaction increases 10-50%.
- Apologize regardless of who is at fault.
- ex. “ I’m sorry for any misunderstanding you
may have experienced” or “I’m sorry for any
inconvenience you may have experienced”
3. Explain how or why the problem
happened.
- “Thanks for taking the time to let us know
about this. Here’s what we think may have
happened……..”

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How to respond to a complaint letter

  • 1. HOW TO RESPOND TO A COMPLAINT LETTER
  • 2. THREE (3) STEPS OF RESPONDING TO A COMPLAINT LETTER Acknowledge Customer Complaints Apologize Explain how or why the problem happened
  • 3. - “Thank you for calling our attention to the damage that your speakers received during the shipment.” 1. Acknowledge Customer Complaints.
  • 4. 2. Apologize. - Never send out a response letter without an apology Research shows: - “a genuine apology” can strengthen a customer’s emotional bond with a company.
  • 5. Research also found that: - when an apology is perceived as genuine, customer satisfaction increases 10-50%. - Apologize regardless of who is at fault. - ex. “ I’m sorry for any misunderstanding you may have experienced” or “I’m sorry for any inconvenience you may have experienced”
  • 6. 3. Explain how or why the problem happened. - “Thanks for taking the time to let us know about this. Here’s what we think may have happened……..”