Fair but Firm Response to a Complaint from a Customer Denying a Refund Sample Letter

| November 24, 2012 | 0 Comments

This response to a complaint from a customer denying a refund sample letter is perfect for responding to the demands of irate customers. Not every request for a refund is warranted, and occasionally you need to let the customer know that. A short letter stating that you are sorry for their dissatisfaction, but your company is not responsible, is all that is required. To compose your personal response to demands for refunds quickly and efficiently, use our response to a complaint from a customer denying a refund sample letter.

How to Best Use of Our Response to a Complaint from a Customer Denying a Refund Sample Letter

You’ll make the best use of our response to a complaint from a customer denying a refund sample letter if you understand its structure and format. We use the block style which aligns all of the text to the left. This gives your letter a professional appearance, and makes it easy to edit. With a bit of cutting and pasting you can quickly replace the contents of our response to a complaint from a customer denying a refund sample letter with that of your own.

Complete Response to a Complaint from a Customer Denying a Refund Sample Letter

Mr. Jack Smith
Customer Care Manager
Megatronics Inc.
1001 5th Ave.
New York, NY 701901
Tel: 205-332-8887
Email: jsmith@megatronics.com

May 14, 2003

Mr. Tony Cooper
29 River Rd.
Omaha, NE 01-44459

Dear Mr. Cooper,

I have received your request for a credit regarding the performance of some specialty parts manufactured for you by Megatronics Inc.

At the time of your order, you were advised by us that we could not endorse the use of chromium-plated expellers for your particular industrial needs. Our Engineering Department recommends exclusively the use of nickel alloy coatings.

We are sorry for the difficulties you experienced. We hope however you understand that we cannot guarantee the performance of any products that are not used as recommended by our engineering department.

Accordingly, we are not in a position to refund the purchase price of any parts that have already been placed into service by your company. As a courtesy to a valued customer however, we will be happy to offer a credit for any unused parts still in their original packaging. 

Sincerely,

Jack Smith

Tips and Useful Sentences You Can Use with our Response to a Complaint from a Customer Denying a Refund Sample Letter:

  • Don’t respond to angry or aggressively rude letters in the same way.
  •  Be fair in your assessment of the customer’s complaint. Don’t stubbornly refuse to admit when your company is wrong.
  • Offer the customer a refund or discount as recompense.

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Category: Response to a Complaint Letter Examples

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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