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Follow up on a Complaint from a Customer

When something goes wrong, you probably are frustrated and as a customer you would not want to purchase something and find that it has spoilt. Buying goods at a store and then reaching home and finding it has a problem is the worst thing you can experience as a customer, first of all you see it as a waste of money. To rectify this you complain to the store you purchased at and then they sent a complain letter to the supplier of the goods. When they is no feedback that when you send a follow up on a complaint from a customer.  Here you are able to reference the first letter and communicate to the supplier the problem. With this you are able to quicken the process of the solution.

If you have that unsatisfactory customer who is complaining about that purchased good, this would be a great letter to send if you get no feed back after sending a letter of complaint. When you are writing this letter there are things that you need to keep in mind. Make sure not to forget the following then.

Tone – use a serious tone, keep the letter as formal as you can so that to make the recipient understand the urgency of the letter and complaint.

Short and precise – there is no need for long stories in a complaint letter, just go straight to the main issue and put your point across.

Reference – like all complaint letter, you need to reference the first letter send since you are following up on an already discussed issue.

Other necessary information – if you are writing to a supplier, you need to give details such as the goods purchased, when purchased and also the customer who bought the goods. This gives clear indication and creates an easy pathway for assistance.

 

Now that you have the following in mind, you are more than ready to write that follow up letter on a complaint form a customer. This creates a healthy and nice communication environment between all involved parties.

Follow up on a Complaint from a Customer Template

Use our free Follow up on a Complaint from a Customer to help you get started. Simply download the .doc or pdf file and customize it. If you need additional help or more examples check out some of the sample letters below.

 

(Name of recipient)

(Name of company)

(Address)

(Title)

(Department)

(Date)

Dear _____,

I am writing to follow up the complaint earlier sent. The complaint is about _______ (reason of complaint) customer purchased the item on _____ (date), and we sent the first complaint letter on _____ (date). There has not been any reply since then. The item was bought at our stores. The customer’s name is________.

Your assistance is highly depended on here. Please look into the matter and contact the customer as soon as possible so as to rectify the problem.

Please keep me informed about the process of helping the customer.

Sincerely,

 

_________

 

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Follow up on a Complaint from a Customer Sample, Email and Example/Format

Sample

David Mumo

Spinners Company

P.O. Box 62000-00200, Nairobi

Nairobi, Kenya

Manager

Sales Department

20th June 2003

Dear Mr. Mumo,

I am writing to follow up the complaint earlier sent. The complaint is about the fridge purchased, it does not cool the food. The customer purchased the item on 6th June, and we sent the first complaint letter on 8th. There has not been any reply since then. The item was bought at our stores. The customer’s name is Wendy Angaya.

Your assistance is highly depended on here. Please look into the matter and contact the customer as soon as possible so as to rectify the problem.

Please keep me informed about the process of helping the customer.

Sincerely,

 

 

John Mumo

 

Email Format

Dear Name,

This is with respect to the complaint we got from customer about the faulty air conditioner .The letter is dated ______ and the customer’s name is ___________. According to the complaint she had purchased the air conditioner two months back from the ____________ out let. The details of the letter you can get from their letter dated. She had continued writing to us several times and the customer is very unhappy about all this.

I have full faith that you can solve the problem. Please look into the matter and follow up with the customer. I am sure you are aware that customer satisfaction is what we see. I want you to rectify this complaint as soon as possible. The customer is very disappointed and I have assured her that this will be solved within a week. Please call up the customer and inform her about the steps taken to resolve the problem and how soon you can give her a solution.

Please keep me informed about the developments.

Sincerely,

 

Your Name

 

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