Follow up Response about Service not Provided Example Letter

| October 11, 2012 | 0 Comments

Our follow up response about service not provided example letter can be used to respond to a customers’ complaint letter about services your firm did not supply. Sometimes companies are not able to provide the services they advertise. This is often due to circumstances rather than the fault of any individual. Nevertheless, businesses are still obligated to provide those services. Not doing so occasionally results in letters of complaint from customers, some who can be quite rude. It can be difficult to respond to angry, rude, customer complaints, but you can do so tactfully and graciously with our follow up response about service not provided example letter.

Making the Best Use of Our Follow up Response about Service not Provided Example Letter

You’ll make the best use of our follow up response about service not provided example letter by first understanding its structure and format. Because it is a formal business letter, it should be formatted accordingly. Our example is formatted in the block style, a widely accepted format for business correspondence.

The block style takes its name from the way in which the text is written in sections or “blocks,” each block being separated by a space and justified to the left of the page. This provides your letter with a professional appearance, and makes it equally easy to edit. With a bit of cutting and pasting you can speedily replace the contents of our follow up response about service not provided example letter with your own information.

Once you understand its format you can Download Our Follow up Response about Service not Provided Example Letter and edit it on your own computer using Microsoft Word or a similar program.

We begin our follow up response about service not provided example letter by correctly formatting the address. You first type your name and contact information, followed by the date, the name, and contact details of the reader, and finally the greeting or salutation. It should look like this:


Mr. John Stanley
Top-Notch Travel Agency
33 E. Center Ave.
Denver, CO 401200
Tel: 613-229-7556
Email: jstanley@topnotch.com

October 12, 2009

Mrs. Margaret Jones
19 Yuma St.
Denver, CO 400010

Dear Mrs. Jones,

The first thing we do in the body of our follow up response about service not provided example letter is to acknowledge receipt of the customer’s complaint letter. It can be done simply like so:

I am writing to let you know I have received your letter regarding the problems you experienced at the Shining Sands Hotel during the trip you booked with us in June.

After acknowledging the customer’s complaint, you should offer an apology and offer a solution. Depending on the nature of your service, this can be in the form of a refund, a credit to be used in the future, or provide the services free of charge. Here’s how we accomplish that in our follow up response about service not provided example letter.

I am extremely sorry for the difficulties you experienced with the hotel during your trip. I have credited the full amount of $380.73 which your stay at the hotel cost, and have included a gift certificate of $100 value which you can apply to any vacation you book with us in the future.

Once you’ve apologized and have offered a credible remedy. You can apologize again, and thank the customer for their loyal patronage over the years. Our completed follow up response about service not provided example letter looks like this:

Mr. John Stanley
Top-Notch Travel Agency
33 E. Center Ave.
Denver, CO 401200
Tel: 613-229-7556
Email: jstanley@topnotch.com

October 12, 2009

Mrs. Margaret Jones
19 Yuma St.
Denver, CO 400010

Dear Mrs. Jones,

I am writing to let you know I have received your letter regarding the problems you experienced at the Shining Sands Hotel during the trip you booked with us in June.

I am extremely sorry for the difficulties you experienced with the hotel during your trip. I have credited the full amount of $380.73 which your stay at the hotel cost, and have included a gift certificate of $100 value which you can apply to any vacation you book with us in the future.

Again, I apologize for any inconvenience you experienced, and would like you to know that we very much value you as a customer. I thank you for allowing us the opportunity to plan your vacation, and hope that you continue to use our services in the future.

Sincerely,

John Stanley

Once you are ready to compose your own letter you can Download Our Follow up Response about Service not Provided Example Letter and edit it to contain your personal details.

Tips and Useful Sentences You Can Use with our Follow up Response about Service not Provided Example Letter:

  • Don’t respond to angry or rude letters in the same manner.
  •  Be fair in your assessment of the customer’s complaint. Don’t let your ego compel you to stubbornly refuse to admit it if the complaint is legitimate.
  • Offer the customer a gift certificate or voucher that they can use with you in the future. This will not only help you to keep a hard-earned customer, but help you to recoup some of your losses in the future.

Category: Apology Customer Service Letters

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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