Official Policy on Handling of Customer Complaints Sample Letter

| March 12, 2013 | 0 Comments

This policy on handling customer complaints sample letter is excellent for informing employees of the correct procedure to follow when handling customer complaints. Customers and clients are the lifeblood of any business, so it’s important to have a policy in place that shows them that they are valued. It is also wise to inform employees individually by way of a written letter. This way they have no excuse for not following proper procedure. To implement your customer care policy and inform employees of it in an official manner, use our policy on handling customer complaints sample letter.

How to Best Use of Our Policy on Handling of Customer Complaints Sample Letter

You’ll make the best use of our policy on handling customer complaints sample letter by first familiarizing yourself with its structure and format. As it is a formal business letter it should be formatted as such. In our example we use the block style of business letter writing, a widely accepted format for business correspondence.

The name of this style of letter writing is taken from the manner in which the text is written in sections or “blocks,” each block separated by a space and aligned to the left of the page. This imparts both a professional appearance to the letter, and makes it easy to edit. With a bit of cutting and pasting you can quickly replace the contents of our policy on handling customer complaints sample letter with that of your own.

Once you understand its format you can Download This Policy on Handling of Customer Complaints Sample Letter and edit it on your own computer using Microsoft Word or a similar program.

  • We begin our policy on handling customer complaints sample letter by correctly formatting the address. Your name and contact information are typed first, followed by the date, the name and contact details of the reader, ending with the greeting or salutation.
  • In the body of our policy on handling customer complaints sample letter we immediately inform the employee that we are implementing a new procedure and provide a brief description of what it is. We do so like this:
  • Once we have informed the employee of the implementation of the new policy, we provide additional information regarding the procedure. We do so in our policy on handling customer complaints sample letter like this:
  • Finally, remind the employee of the importance of the customer, and encourage them to follow the procedure religiously.

Our completed policy on handling customer complaints sample letter looks like this:


Mrs. Meredith Baxter
Customer Care Manager
Monster Mail Order Co.
99 2nd Ave.
New York, NY 701901
Tel: 205-332-8887
Email: mbaxter@monster.com

March 14,, 2000

Ms. Sally Anderson
22 E. 55th St.
New York, NY 701003

Dear Ms. Anderson,

This communication is to inform you that effective as of this date, all staff in the Customer Service Department must notify their supervisor immediately if they are unable to resolve a complaint to the satisfaction of a customer.

Additionally, all Customer Care agents are to make follow-up calls within 3 days to any customer filing a complaint to make sure their complaint has been resolved to their satisfaction.

Our customers are the lifeblood of our business, and the jobs of everyone in every department depend on satisfying them. We therefore ask all of our staff to follow this procedure rigorously. If you have any questions or suggestions regarding our new policy, please feel free to contact me on ext. 409.

Sincerely,

Meredith Baxter
Customer Care Manager

Once you are ready to compose your own letter you can Download This Policy on Handling of Customer Complaints Sample Letter and edit it to contain your own details.

Tips and Useful Sentences You Can Use with our Policy on Handling of Customer Complaints Sample Letter:

  • Effective as of (date) we will be implementing a new procedure for the handling all customer complaints.
  • Remind employees of the value of each and every customer and the importance of making them happy, both to the business, and to their jobs.
  • Invite experienced employees to make suggestions on how to best implement the procedure.

Category: Policies and Procedures 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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