Poor or inadequate service can damage a company's reputation both off- and on-line, particularly through social media where the reach extends far beyond a customer's immediate circle. The Customer Complaint Response Letter template is a general sample complaint letter used by a company to respond to customer who has charged them with a formal complaint about their business practices, products or services. An Apology Letter in Response to Customer Complaint is written when a customer complains regarding a product or material to the shop or departmental store. In this apology letter, Katie renounced responsibility of the billing error, and revealed a lack of expertise in her company’s system by asking Megan to respond with sensitive information that was not needed to complete the refund (Check our tips in case you need to say no to a refund request from customers.) That enough shows the company puts the interest of the end-user at heart. An apology letter to customer for poor service is a letter written in reply to a complaint from a customer for bad service rendered. All the more reason to treat customers—especially the difficult ones—like your allies (because they are.) It is important to know how to write refusal letters for a job or refund as well as warranty claim rejection letters while softening the sting of the "no" response. An apology letter is, therefore, given by the store to the customer on receiving the complaint from him or her. File page: 1. Apology letter is important because it shows that you have owned your mistake and you are willing to let the affected customer know this. As a business owner or manager, there are many times when you need to say "no" to customers, employees, vendors and even the public. File size: 14.48 KB Search. Responding to Customers’ Email Complaints Promptly is Key. The apology is meant to make amends with the clients for poor service provided. According to the White House Office of Consumer Affairs, the process of finding a new customer is 6 to 7 times more expensive than retaining an existing customer. Unsatisfied Customer Response Letter. View Details All Versions. Hence, the letter is often remorseful with an assurance of improved service in the future. Whether the customer was affected or not by the error, a clear solution in the form of a price reduction coupon is offered to honour a discount that was promised. This makes happy customers happier, angry customer calm, and ensures good relations with your co-workers and boss(es). Unsatisfied Customer Response Letter. Apology Letter For Bad Service. Also, picking the keywords that clearly reveal the customer’s expectations from an email helps to determine how to respond. It proves that the company truly views the client as a priority. Word 2003 (.docx) Adobe Reader (.pdf) Template Details. This apology letter sample gets right to the point. File type: DOC | PDF. 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