Create your Complaint Response Letter from scratch

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Here's how it works

01. Start with a blank Complaint Response Letter
Open the blank document in the editor, set the document view, and add extra pages if applicable.
02. Add and configure fillable fields
Use the top toolbar to insert fields like text and signature boxes, radio buttons, checkboxes, and more. Assign users to fields.
03. Distribute your form
Share your Complaint Response Letter in seconds via email or a link. You can also download it, export it, or print it out.

Create Complaint Response Letter from scratch with these step-by-step instructions

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Step 1: Get started with DocHub.

Begin by setting up a free DocHub account using any available sign-up method. If you already have one, simply log in.

Step 2: Register for a free 30-day trial.

Try out the whole suite of DocHub's pro features by signing up for a free 30-day trial of the Pro plan and proceed to build your Complaint Response Letter.

Step 3: Start with a new empty form.

In your dashboard, click the New Document button > scroll down and hit Create Blank Document. You’ll be redirected to the editor.

Step 4: Organize the document’s view.

Use the Page Controls icon marked by the arrow to switch between two page views and layouts for more convenience.

Step 5: Start adding fields to design the dynamic Complaint Response Letter.

Explore the top toolbar to place document fields. Insert and configure text boxes, the signature block (if applicable), add photos, and other elements.

Step 6: Prepare and customize the added fields.

Arrange the fields you added based on your preferred layout. Customize each field's size, font, and alignment to make sure the form is easy to use and neat-looking.

Step 7: Finalize and share your template.

Save the completed copy in DocHub or in platforms like Google Drive or Dropbox, or design a new Complaint Response Letter. Share your form via email or get a public link to engage with more people.

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Got questions?

We have answers to the most popular questions from our customers. If you can't find an answer to your question, please contact us.
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Tell the customer in positive, specific terms what youve already done or what you intend to do. Answer questions directly and include helpful resources. Let the customer know youre there for them if needed. When appropriate, offer the customer something of value.
A complaint letter format will typically begin with the senders details, followed by stating who its addressed to, the date, and then the letter itself. The opening paragraph should state your reason for writing, and the meat of the text will go into detail about the matter.
A few of the most important points are to respond specifically to the issues, apologize, clearly state what follow-up has been done (or will be done), and highlight any long-term improvements that can be made. Dear [Name], I sincerely apologize for the inconvenience theses issues may have caused you.
Start politely Starting a complaint with Im sorry to bother you or Excuse me, I wonder if you can help me puts the listener at ease. People are easier to deal with if they feel comfortable so even if you are angry, try to stay calm and start the conversation with one of these phrases.
Dear [Customer Name], Thank you for sharing your feedback regarding your recent sales experience. We value your input and are committed to continuously improving our processes to better serve you. To better understand your concern and provide a suitable resolution, please reply to this email with further information.
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Related Q&A to Complaint Response Letter

The Legal Ombudsmans Top tips for responding to complaints 1 Keep it simple. Avoid jargon, pretentious language and using legal / technical terms. 2 Be timely. 3 Take it seriously. 4 Acknowledge stress or inconvenience caused. 5 Dont be afraid to apologise. 6 Appreciate feedback. 7 Be clear.
The format of a complaint letter follows the format of a formal letter. To write a complaint letter, you can start with the senders address followed by the date, the receivers address, the subject, salutation, body of the letter, complimentary closing, signature and name in block letters.

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