1. Acknowledge the complaint made and maintain a serious tone.
  2. Inform the sender of the steps being done to make sure the matter is being addressed properly.
  3. Thank the sender for the letter and also keep an apologetic and accommodating tone.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

We have received the letter you have sent us regarding the (name the issue at hand here). Rest assured that your complaint is being taken very seriously and that you will be informed as soon as the necessary steps have been adopted to resolve the issue at hand.

Thank you for bringing this issue to our attention. Your feedback is important to us and rests assured that we will use your complaint to make the necessary improvements on our part.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -