- Acknowledge the complaint made and maintain a serious tone.
- Inform the sender of the steps being done to make sure the matter is being addressed properly.
- Thank the sender for the letter and also keep an apologetic and accommodating tone.
[State, ZIP Code]
[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 Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Acknowledgement letter of a complaint. Sample letter.
Further things to consider when writing acknowledgment letters to clients
Acknowledgment letters are letters written to confirm that one has received a formal document or a letter itself. These letters serve as the receipt and should be sent as soon as the document has been received. In business, such letters play an important role as they indicate that you value the opinion of the sender, which can help in building good will and trust. Some of the instances when acknowledgment letters should be written include responding to a request for a donation, confirming a receipt of orders, or acknowledging a receipt of a package. They may also be written to confirm an appointment, respond to an inquiry about a service, or provide information to clients about their accounts.
Acknowledgment letters should be written in a polite and truthful tone. Make the letters simple and short and avoid adding irrelevant details. Appreciate the reader's request and mention how your company handles such requests. Express your gratitude towards the reader for taking an interest in your company. Be professional and maintain transparency with the reader. For complaints, state what you are going to do about the issue and how long it will take for the issue to be resolved.
Letters to Clients
Letters to clients are letters a person or organization writes to other people and/or organizations that benefit from the senders' products or professional services. These could be welcome letters to welcome the clients to the organization, introduction letters to introduce a product or service to the clients, or thank-you letters to appreciate clients for their continued support. They could also be response letters to respond to clients' queries or inform letters to notify the clients of important matters like discounts on products and services, relocation of offices, etc. Basically, a letter to a client can be just about anything, as long as whatever you are communicating is business-related.
Letters to clients are business letters, and therefore, they should be formal and professional. Start the letter with a proper salutation. Clearly state the purpose of your letter. If a client is required to take a certain urgent action, make sure to specify exactly what he/she is supposed to do. Be brief and straightforward and avoid adding irrelevant details. Close the letter by warmly inviting the recipient to respond or to take the necessary action. Sign the letter and provide your contact details. Print the letter on the company's letterhead.