Respond positively to a negative feedback - letter sample

GUIDELINES

  1. The letter must communicate appreciation for the sender's eagerness, curiosity, and suggestion. Do not be very defensive. Make the tone positive, this will help to acquire direct inputs in the future. In case that you do not agree with the negative comment, still keep the positive tone, do not argue in the letter nor agree with it.
  2. Recognize his or her negative comment.
  3. Ensure him or her that you will not take it personally and will use it to improve yourself.
  4. Tell him or her you are grateful for his or her feedbacks.

SAMPLE LETTER

[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],

On behalf of the FlyEasy Airlines team, I would like to thank you for giving us some feedback regarding your experience flying with us. We are very sorry that some of the usual refreshments served during international flights were not available during your trip. We understand the need to replenish our stocks regularly, but we underestimated the demand for this particular flight. Rest assured that we will be more vigilant about this in succeeding flights. We hope to see you again and be given the chance to serve you better.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Respond positively to a negative feedback - letter sample.

Further things to consider when writing response letters to customers

Further things to consider when writing response letters to customers

Response Letters

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 Customers

Letters to customers are letters written by businesses to people or organizations who buy goods and services from these businesses. These letters can be addressed to specific customers or to all customers, depending on the issue. If you own a business, there are many times you may find it necessary to write to your customers. For example, you may want to send apology letters for billing errors, collection letters to those who owe you money, follow-up letters after initial customers' visits, marketing letters to promote conference events, etc. Constantly writing to your customers is essential as it makes the customers feel valued and strengthens the company-customer relationship.

All letters to customers are formal. Therefore you should maintain a professional tone. Address the customer by his/her name instead of "Dear valued customer". Thank the person for being your customer. Convey your message clearly and concisely without mixing information. Separate important information and label it with subheadings. Avoid putting off the customer with detailed terms and conditions. Instead, put these on a different page. Tell the recipient how to contact you and how to stop receiving letters. Conclude with a positive remark. Write your name and hand sign the letter.

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