Sensible Response to a Complaint about Quality of Service Sample Letter

| March 20, 2013 | 0 Comments

This response to a complaint about quality of service sample letter can be used by businesses or individuals to follow up on customer service complaints. Sometimes for various reasons a business may not be able to provide the service they advertised, or don’t live up to the quality of service expected. If a customer has been disappointed with the quality of service provided your business; make amends by using our response to a complaint about quality of service sample letter.

Making the Best Use of Our Response to a Complaint about Quality of Service Sample Letter

You’ll make the best use of our response to a complaint about quality of service sample letter if you first understand 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 response to a complaint about quality of service sample letter with your own information.

Once you understand its format you can Download Our Response to a Complaint about Quality of Service Sample Letter and edit it on your own computer using Microsoft Word or a similar program.

We begin our response to a complaint about quality of service sample 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.

In the body of our response to a complaint about quality of service sample letter we immediately apologize to the customer for the poor service they received. It is also important to refer to the incident by citing the date or event when the problem originated. This shows the customer that this is not a mass produced, generic letter, and you have taken the time to address their problem specifically.

Once you have apologized for the poor quality of service the client received, you’ll need to address the issue. Whatever caused the problem, keep the old adage of “the customer is always right” in mind. If it was because of circumstances beyond your control, by all means says so; but be diplomatic and gracious about it. Notice how we do this in our response to a complaint about treatment by customer service sample letter:

Although you have explained the reason for the lack of service, you must still appease the customer. This could involve issuing a refund, or crediting their account, depending on your particular policy. Remember, it is always best to retain a customer than to alienate one!

Here’s how our completed response to a complaint about treatment by customer service sample letter looks:


Mr. John Henry
Henry Landscaping Co.
14 Stone Mill Rd.
Lancaster, PA 610002
Tel: 412-97-8783
Email: jhenry@henrylandscaping.com

July 17, 2009

Mr., Rolf Cutter
23 Charleston Rd.
Lancaster, PA 630003

Dear Mr. Cutter,

I would like to apologize on behalf of Henry Landscaping for the poor quality of service you received at your residence at 23 Charleston Rd. on the July 3, 2009.

Unfortunately we had a problem with several pieces of our equipment that day and were unable to finish the job as scheduled. I understand you were having an event at your residence on the July 4 holiday and that the unfinished work greatly inconvenienced you. For that I am truly sorry.

The fact that the following day was a holiday is the exact reason we could not finish the job. As it was late in the afternoon when the breakdowns occurred, the only business where we could have purchased the necessary parts needed to make repairs had closed early to allow their employees to prepare for the following day’s festivities.

I am sure you are aware that this is not reflective of our normal quality of service. Because of the inconvenience caused to you, I am refunding you the cost of that day’s landscaping work, plus next month’s scheduled maintenance service free of charge.

We consider you a valued customer, and hope that you will continue to use our services in the future.

Sincerely,

John Henry

Once you are ready to compose your own letter you can Download Our Response to a Complaint about Quality of Service Sample Letter and edit it to include your personal details.

Tips and Useful Sentences You Can Use with our Response to a Complaint about Quality of Service Sample Letter:

  • I am very sorry for the quality of service you received from our company on (date).
  • Remember, it is best to keep a customer who will continue to do business with you than to alienate one who will no longer spend money with your company. Consider any refund or credit a small investment in the future.
  • Be sincere and fair, to the customer, and to any employee a customer complains about. Know the full story and consider all of the facts before taking any action.

Category: Letter of Complaint Examples for Dissatisfaction

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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