Response Letter – Respond to a Complaint 

From,

_______________

_______________

_______________

Date: ______________ (date of writing the letter)

To,

_______________

_______________

_______________

Subject: Response to complaint

Respected sir,

We absolutely perceive your frustration at being sent the incorrect order last week and
understand that you need an urgent replacement. We have already dispatched the merchandise
and it should reach you in a couple of days. We hope that our willingness to acknowledge our
oversight and our keenness to appease you shall speak in the favour of the company and will
induce you to move past this unfortunate incident.

Kindly accept our sincere apologies. We shall endeavor to examine our shortcomings in depth
and make sure that this never happens again. We appreciate your cooperation and look forward
to having continuing business relations with your company.  We, at ____(name of the
company), believe in improving and evolving with every obstacle and hope that you will
appreciate our efforts.

Thanking you,

Yours sincerely,

_____________

(Name and signature)

Sample Letter
From,

Canvas Goods,

Cambridge, USA.

February 12, 2001

To,

John Mueller,

Anna-Str, 4,

Cambridge, USA.

Subject: Response to Complaint

Respected sir,

We perceive your frustration at being sent the incorrect order last week and understand
that you need an urgent replacement. We have already dispatched the merchandise,
and it should reach you in a couple of days. We hope that our willingness to
acknowledge our oversight and our keenness to appease you shall speak in favor of the
company and will induce you to move past this unfortunate incident.

Kindly accept our sincere apologies. We shall endeavor to examine our shortcomings in
depth and make sure that this never happens again. We appreciate your cooperation
and look forward to having continuing business relations with your company. We,
believe in improving and evolving with every obstacle and hope that you will appreciate
our efforts.

Thanking you,

Yours sincerely,

Friederich Hoffmann, (Head of Purchase),

Canvas Goods.