Complaint Response Letter

A Complaint Response letter is written in response to a complaint received. This letter projects the professional and good image of the company that cares about its customers and the feedback given by the customers even if they are complaints. Response from the company indicates the openness of the company to resolve the unfavorable situation and to improve its services.

From:
Customer Service
Golden Globe Enterprises
5540 Maple Lane
Alexander City, AL 83922
September 15, 2010

To:
Billie G. Rigby
800 Riverside Drive
Blairsville, GA 30512

Dear Sir

RE: Response to Complaint

Thank you for your letter dated August 30, 2010, which related your purchase of one of our products, a blender machine. Golden Globe would like to thank you for your feedback on our product, and we appreciate your time taken to write into us with that information.

We are writing in response to your complaint about the poor performance of the PROMAC BH780 blender. After some thorough investigation, Golden Globe has found a manufacturer’s defect in your said blender, the PROMAC BH780 model. The manufacturer, PROMAX, has acknowledged the motor defect and has agreed to offer you another of its model, one of the latest in the market which is the higher spectrum of performance. It will be offered to you at no extra cost, as a token of our appreciation for your concern on our product.

Kindly come and collect this product at our office as it is already delivered to us by PROMAX. We appreciate your patience in this situation.

Yours sincerely,

Customer Service
Golden Globe Enterprises

Customer Complaint Response Letter

The company writes a Customer Complaint Response Letter in response to a customer complaint that was received. Such a letter is a good reflection of the company that is serious about its good image to respond to its customer’s complaint as quickly as possible. This letter will keep customers loyal to the brand.

From:
Customer Services
Silver Maple Corporation
5540 Maple Lane
Alexander City, AL 83922
January 11, 2011

To:
Alice F. Klein
3719 Dogwood Lane
Tucson, AZ 85718

Dear Madam

RE: Response to Complaint

On behalf of Silver Maple Corporation, we are writing in response to your complaint letter dated January 2, 2011, which informed us of your dissatisfaction over one of our products, DG3029, an electric water jug.

From our records, the said product was purchased on August 20, 2010, and it has a three-month warranty on its parts. We understand that the product was bought during the annual company sale where it was part of the ex-stock listing.

It was already mentioned that there is no warranty on these sale products as they go on an ‘as-is’ basis. Testing of the product should have been conducted at the sale site prior to purchase. Hence, we can only offer a replacement of its parts with cost while waiving any service charge on its repairs.

We apologize for any inconvenience caused. Please bring your product in for the necessary repairs if you wish to take up our offer. Thank you.

Respectfully,

Customer Service
Silver Maple Corporation

Response Letter

A Response letter is a reply to an invitation or offer. This response can be positive or negative; that is, a positive response means an acceptance of the invitation/offer while a negative response means a decline. It is a courteous practice to respond to an invitation or offer whether the response is positive or negative.

From:
Barry Duncan
4561 Crescent Avenue
New Braunfels, TX 78130
May 14, 2010

To:
Samuel Flint
Credit Manager
First World Bank
6530 Mayor Street
Florence, KY 41042

Dear Sir

RE: Decline on Loan Offer

Thank you for your kind loan offer of $10,000 as per your letter dated May 1, 2010. I will have to decline this offer at the moment as I do not have any financial needs which require such a loan.

As it is, I am currently servicing a housing loan of $25,000 from your financial institution with a balance of $3,500 which should be settled in a couple of months as per the loan agreement.

Hence, please cancel off the new loan offer to me so that I will not be incurred extra financial charges. This letter serves to inform you that I decline the loan offer of $10,000 from First World Bank to me and that no financial charges shall be incurred upon me.

Thank you.

Yours sincerely
Barry Duncan

Response Letter

A Response letter is written in reply to an earlier inquiry. It is good business ethics or, if on a personal note, courteous, to forward a response to a query. The letter of reply should be polite no matter what form of response is given – positive or negative. A response letter may give further details in answer to the inquiry posed.

From:
Mandy Jacobs
Function Manager
Eastside Grand Hotel
65121, Eastside Street
Lenexa, KS 66271
October 5, 2010

To:
Ali Mayer
Event Manager
Samson Engineering
1273 Riedel Street
Fort Mcmurray, AB T9H 3J9

Dear Sir,

RE: Reservation of Function Hall

I am writing to make a reservation on your function hall for the dates November 19-21, 2010 on behalf of Samson Engineering. My company will be conducting a conference on these mentioned dates and would like a function hall of 500 seating capacity. We are expecting at least 300 delegates to this conference.

It would be appreciated if you can confirm this reservation as soon as possible to facilitate our planning of the said conference. We would prefer to hold it at your premise as the hotel is near to our company. Conference delegates may choose to stay at your hotel during the conference.
Please revert with a quotation on the charges and services to be provided with this reservation soonest possible.

Thank you.
Yours Sincerely,
Ali Mayer

Sample Response Letter

A Response letter is written in reply to an earlier enquiry. It is good business ethics or, if on a personal note, courteous, to forward a response to an enquiry. The response letter should be courteous no matter what form of response is given – positive or negative. A response letter may give further details in answer to the enquiry posed.

From:
Mandy Jacobs
Function Manager
Eastside Grand Hotel
65121, Eastside Street
Lenexa, KS 66271
October 5, 2010

To:
Ali Mayer
Event Manager
Samson Engineering
1273 Riedel Street
Fort Mcmurray, AB T9H 3J9

Dear Sir,

RE: Reservation of Function Hall

I am writing to make a reservation on your function hall for the dates November 19-21, 2010 on behalf of Samson Engineering. My company will be conducting a conference on these mentioned dates and would like a function hall of 500 seating capacity. We are expecting at least 300 delegates to this conference.

It would be appreciated if you can confirm this reservation as soon as possible to facilitate our planning of the said conference. We would prefer to hold it at your premise as the hotel is near to our company. Conference delegates may choose to stay at your hotel during the conference.

Please revert with a quotation on the charges and services to be provided with this reservation soonest 
possible.

Thank you.

Yours Sincerely,
Ali Mayer

Response Letter to a Complaint

The company writes a Response letter to a Complaint in response to a complaint received. The letter refers to the complaint of the customer and addresses the issue of the complaint, hopefully providing a satisfactory reason or solution to appease the customer. A response letter projects a good image of the company to the customer.

From:
Customer Service
Beautiful Drapes
9938 Green Leaf Avenue
Alexander City, AL 83332
January 28, 2011

To:
Nellie Myers
2372 Joes Road
Albany, NY 12207

Dear Madam

RE: Response to Complaint

We refer to your letter of complaint dated January 24, 2011. Thank you for writing to us about your experience with our products. We appreciate the good feedback to improve our products and services.

It is common for some materials to shrink a little after its first wash. Please allow us to apologize that our service staff did not caution you of this fact for the drape you purchased. You are welcome to make a change on the product purchased as it is our policy to satisfy our customers. Every home should have the best fittings and drapes.

Please come in during our office hours to make the change with your right measurements for your new set of drapes. We hope that your home will be beautifully draped with more Beautiful Drapes products.

Yours sincerely,

Customer Service
Beautiful Drapes