It is undeniable that sometimes there are so many complaints to make ourselves like being attacked. Complaints themselves become a form of an imperfection that exists, which makes people feel uncomfortable. Even though the complaint itself if addressed to someone also makes the recipient of the complaint not feel comfortable. But you don’t need to be angry or annoyed in dealing with it, just write a response to complaint letter. Most complaints will be addressed by a person or company by mail. So you don’t need to worry because you don’t face it face to face.
Not that this makes you a coward, running from people’s complaints. But that’s where you can take a break for yourself to feel cooling down. Do not be dissolved by the number of complaints posted to you.
Whether or not we need to respond complaints
Do we really need to respond to complaints? Even though the rules are like that, you can’t even complain. Sometimes we will think like that.
But try to take it from the positive side when many complaints come. That means there are still many people who care. Apparently there are still many people who are smarter. It turns out that the expectations of people like this, etc. Some of these thoughts might help you deal with questions of yourself that tend to feel more annoyed and want to be angry.
Think that the complaint is the result of someone else’s thought of something he must have been involved in and felt discomfort. If complaints do not get a positive response then the inconvenience of one person will immediately be transmitted to many people. And there will add to your own problems as the person assigned to respond to it. Because you will have too much to respond with almost the same complaint.
So it’s better to respond to every complaint that comes with positive energy. No different from when you have to deal with people who complain directly, if you do not give a positive response then you and the person who complains will get involved in a fight because no one wants to budge.
Different if the complaint is addressed in the form of a letter, then you can find the right time to write a response to complaint letter. Confuse all your anger first so that you can think more clearly and positively. Then you write the response letter.
How to Write Response to Complaint Letter
Writing a response to complaint letter is almost the same as writing other letters, only different in content.
You can start by inserting your date when writing a response letter. Then the recipient’s name and address. Don’t forget to give respect in the beginning of the paragraph to give a polite impression on your letter.
Then you write in the first paragraph, with the intention that you write a letter in response to your letter addressed to us on … (example of first sentence)
Then in the next paragraph you can start giving your response on the matter. Previously, thank you first because someone has used the facilities of the company that finally complained.
In the content of the response letter to complaint letter, your position must be neutral, never blame someone who complains. Give opinions that are more neutral, impartial, and not too blame.
If there really is a problem in the company that is making service to the community disrupted, just say it as is. And as a solution, you can give suggestions to try again after the date you set to give time for repairs.
Many things you can express in the letter. If there are indeed obstacles in service. But if it’s because of a human error, you better be honest if it’s a human error. And promised not to repeat it again.
Convey positive things in your response to complaint letter. You receive responses well and respond well. About he can accept your response or can not, you see whether he submits a subsequent complaint. If after being corrected there are no more complaints, so this time you managed to handle the complaints that come.
At the end of the paragraph, don’t forget to apologize for the disturbance, you hope that there will be no more interference after the repair has been processed.
You can also provide a contact number that can be contacted when there is something else you want to ask about the problem.
Don’t be afraid to respond to every complaint that comes. Instead make the opportunity to respond well. Give examples of other people not to act rashly and carelessly, also in speaking even though it is only by letter.
After that you sign the letter and name the person in charge and the company stamp. Act like a part of a professional company.
Response to Complaint Letter