How to Write a Reply to a Customer Complaint Letter

Step by step

1. Thank them for writing.

2. Restate the concern.

3. Explain what you found.

4. State what you’ll do.

5. Give a contact.

6. Proofread.

Safety reminders for correspondence clerks

• Protect customer data
• Verify identity before sending records
• Follow records laws
• Use secure mail

Key terms

Correspondence · Template · Acknowledgment letter · Turnaround time · Complaint · Escalation: see the full correspondence clerk glossary.

More correspondence clerk how-to guides

• How to use plain language in business letters
• How to manage a correspondence queue