As a business owner or manager, there are many times when you need to say "no" to customers, employees, vendors and even the public. Word 2003 (.docx) Adobe Reader (.pdf) Template Details. An apology letter to the customer is a normal procedure used by customer service department to calm down discontented customers and try to hold on to their business. The Customer Complaint Response Letter template is a general sample complaint letter used by a company to respond to customer who has charged them with a formal complaint about their business practices, products or services. File size: 14.48 KB Search. That enough shows the company puts the interest of the end-user at heart. An apology letter to customer for poor service is a letter written in reply to a complaint from a customer for bad service rendered. Also, picking the keywords that clearly reveal the customer’s expectations from an email helps to determine how to respond. Hence, the letter is often remorseful with an assurance of improved service in the future. File page: 1. Apology letter is important because it shows that you have owned your mistake and you are willing to let the affected customer know this. An apology letter is, therefore, given by the store to the customer on receiving the complaint from him or her. Unsatisfied Customer Response Letter. This makes happy customers happier, angry customer calm, and ensures good relations with your co-workers and boss(es). This apology letter sample gets right to the point. It is important to know how to write refusal letters for a job or refund as well as warranty claim rejection letters while softening the sting of the "no" response. Whether the customer was affected or not by the error, a clear solution in the form of a price reduction coupon is offered to honour a discount that was promised. All the more reason to treat customers—especially the difficult ones—like your allies (because they are.) It proves that the company truly views the client as a priority. The apology is meant to make amends with the clients for poor service provided. Unsatisfied Customer Response Letter. An Apology Letter in Response to Customer Complaint is written when a customer complains regarding a product or material to the shop or departmental store. Poor or inadequate service can damage a company's reputation both off- and on-line, particularly through social media where the reach extends far beyond a customer's immediate circle. According to the White House Office of Consumer Affairs, the process of finding a new customer is 6 to 7 times more expensive than retaining an existing customer. The company effectively apologizes and explains the reason behind it. Responding to Customers’ Email Complaints Promptly is Key. 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