Customer Complaint Acknowledgement Letter

Customer Complaint Acknowledgement Letter

Free

A short acknowledgement from a business to a customer confirming receipt of a complaint, a reference number, a timeline and escalation details.

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Editable Word document1 pageSimpleInstant download

Template for general reference only; not legal advice. Adapt it to your facts and have it checked by an advocate before use.

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What this draft covers

  • Complaint reference number and date received
  • Summary of the issue as understood
  • Timeline for resolution
  • Point of contact and grievance officer escalation

When to use it

Use to acknowledge any written customer complaint promptly, which also helps show good faith if the matter reaches a consumer forum.

Format: Editable Word document (.docx), 1 page.

Preview

[On the letterhead of the company]

[Date]

To,

[Customer name]

[Address / email]

Subject: Acknowledgement of your complaint dated [date]: reference no. [●]

Dear [Mr./Ms. Name],

Thank you for writing to us. We have received your complaint dated [date] regarding [brief description of the issue], and it has been registered under reference no. [●]. Please quote this number in any further correspondence.

We regret the inconvenience caused. Your complaint has been assigned to [name / department], who will look into it and get back to you with a resolution within [●] working days.

If you need an update in the meantime, please contact [name] at [phone] or [email]. If you are not satisfied with our response, you may escalate the matter to our Grievance Officer, [name], at [email].

We value your feedback and will use it to improve our service.

Yours sincerely,

For [Name of the company]

[Name]

[Designation]

Download the full draft free with an account.

How do I get the draft?

Once you pay (or, for free and included drafts, once you are logged in), the Word file is available immediately under My account, Downloads.

Can I edit it?

Yes. Every draft is an editable Word document. Fill in the blanks and adapt the clauses to your facts.

Does it need stamping or registration?

Many property and transfer documents attract stamp duty, and some must be registered. Check the stamp and registration requirements for your document and State, or ask your advocate.

Is this legal advice?

No. It is a template for reference. Have it checked by an advocate before you rely on it.

Can I share it?

Paid drafts are licensed for your own use. Free drafts may be shared freely.

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