- If you do not have sufficient information to reply to the complaint as soon as possible, you can write this letter to aid. The letter is either requesting the customer for more details or informing him or her that you are still in the progress of collecting more details about the issue from other sources before reply. It helps to let the customer know that you are taking his or her complaint sincerely.
- Recognize the complaint and tell him or her your regret, referring to his or her issue or complaint, also thank him or her for writing a complaint.
- Discuss that you are still examining the problem. Request for more details that you need.
- End the letter positively and express confidence that you will help the customer to solve his or her request.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
First of all, we would like to thank you for getting in touch with us. We have received your complaint regarding the attitude of one of our client representatives. We are sorry that your experience has not been pleasant. However, we need more information from you before we can proceed with our disciplinary process. May I call you tomorrow at 9 in the morning to get more details of what transpired during your conversation with the representative? Thank you very much for your help.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Response letter to a complaint while requesting for information.
Further things to consider when writing response letters to clients
Response letters are letters written to provide answers or information requested in letters of inquiry. The main purpose of such letters is to satisfy the recipient with an action that fulfills his/her request. A response letter can be used to respond to a query about company's products and services or just to respond to a complaint. It makes the recipient feel valued and helps maintain strong relationships between the parties involved. A response letter also gives you an opportunity to clear up any misunderstandings with the recipient or ask questions. Response letters should be sent promptly, and all issues must be addressed courteously (even those that seem irrelevant).
When writing response letters, it is advisable to keep the message short and to the point, taking into account that the recipient may lack your expertise. Make sure to address the letter to the person who made the inquiry and mention that this is a response to that inquiry. Maintain a positive tone even if the letter contains negative information. Make your response as clear as possible. If you are responding to multiple questions, for instance, consider putting your answers in bullet form. Close by offering to give further assistance.
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.