Response to Letter of Complaint
A response to a letter of complaint is a formal written reply used by a company or organization to acknowledge a customer’s complaint, apologize for any inconvenience, and explain the actions taken to resolve the issue. This document provides a professional response letter template suitable for general business and service-related complaints.
The template follows a standard business letter format and helps ensure clear, professional communication while protecting the company’s reputation. It may be used to respond to complaints concerning customer service, delivery delays, product issues, or similar service matters.
What This Response Letter Includes
- Formal acknowledgment of the customer’s complaint
- A professional apology for the inconvenience caused
- A brief explanation of the issue and actions taken
- An optional offer of compensation or resolution
- A courteous closing that supports a positive business relationship
How to Use This Response Letter Template
- Download the editable Word file provided on this page.
- Replace the placeholders with your company and customer details.
- Adjust the wording to reflect the specific complaint and resolution.
- Send the completed response letter to the customer.
For general examples and background information about responding to complaints, see Response to a Complaint Letter.