How to deal with customer complaints: examples and tips to help you respond.

If you run a business, you’ll likely know that customer complaints aren’t uncommon. From harsh reviews to passive-aggressive phone calls, a customer complaint can rock the boat for businesses.

As devastating as they may seem at the time, customer complaints are a great opportunity to showcase excellent customer service and win over a disgruntled customer.

Discover how to deal with customer complaints with official letter templates and examples from Adobe Express. Craft effective responses and manage unsatisfied customers in a prompt and professional manner and turn those frowns to smiles.

What are some examples of common customer complaints?

Customer complaints are expressions of dissatisfaction and disappointment with a business. These complaints come in many forms, including social media posts, online reviews, emails and in-person complaints.

Here are a few reasons why customers may complain to a business:

• Customer service complaint. Issues with the customer service process or an unpleasant interaction with a customer service rep might lead to a customer complaint.
• Product issue or complaint. A customer may issue a complaint if a company’s product malfunctions, doesn’t meet appearance or functionality expectations, or is of poor quality.
• Website experience complaint. Customers might complain if they have a bad experience engaging with a company website, including broken links, slow loading speeds and bad navigation.

In some cases, customers might issue a follow-up complaint if their first complaint was ignored or handled incorrectly. They may also use numerous channels to express their disappointment. Understanding customer complaint management can help to find a resolution and boost customer retention.

Why is it important to respond to customer complaints?

Customer complaints can cause friction between business and customer. Acknowledging the complaint and responding in a timely and professional manner can resolve this conflict, leaving a positive impression on the customer.

A simple response can go a long way to making the customer feel heard. But there are other benefits to responding to a customer complaint, such as:

• Improving brand perception and reputation.
• Fostering customer loyalty and enhancing satisfaction.
• Developing long-lasting relationships and retaining customers.
• Identifying areas for improvement and driving innovation.
• Understanding your customers better and improving the customer experience.

The sooner you respond to a customer complaint, the better your chances of resolving the issue. This shows that you care, value and respect your customers and are willing to take action to fix the problem and gain their trust.

Top tips for how to deal with customer complaints.

Customer complaints can differ in nature and severity, so there’s no one-size-fits-all approach. Determining the appropriate response first can ensure issues are solved quickly and effectively.

Here are some key considerations when crafting a customer complaint response:

Listen to the customer.

Actively listening to a customer complaint is the first step to responding. If the complaint is expressed in person, maintaining eye contact and nodding occasionally can show your customer that you value their complaint. It can also help you to fully understand the issue and determine the best course of action later on.

Apologise to them.

Offering an apology to the customer can be a great starting point to clearing the air. But that goes beyond a simple ‘sorry’. Expressing empathy in your customer complaint response can validate their situation. It can also go a long way to maintaining your company’s reputation as sincere and remorseful.

Outline a solution.

Arguably one of the most important parts of dealing with customer complaints is offering a solution. Once you’ve listened and asked follow-up questions, use your understanding to find a resolution. Answer any questions the customer may have and let them know how they can contact you.

Thank them for their feedback.

Even if a customer complaint feels bothersome, it’s important to thank them for their feedback. A simple, ‘thank you for letting me know’ can help them to feel valued and end your interaction on a positive note. Plus, you can strengthen your customer relationships and make them more likely to stay loyal to your company.

Log and learn from the complaint.

All customer complaints are a learning experience. Documenting complaints and solutions can help you spot patterns and identify areas where your company can improve. Plus, investing in improving these areas can improve your customer experience going forward. After all is said and done, you can follow up with the customer to see if they’re satisfied with the resolution.

Example of how to respond to a customer complaint.

Sometimes it isn’t what you say, it’s how you say it. Often, the most common response to a customer complaint is via email. Whether you’re addressing a technical complaint or handling a delivery delay, here is an editable template for your own customer complaint email response:

“Dear [Customer’s Name],

Thank you for your email.

I’d like to apologise for [issue or concern]. We at [company] take [issue] very seriously and are deeply saddened to hear that you’ve encountered this problem.

I understand this is a frustrating situation, and will relay this message to the appropriate department. We are prioritising the issue you’re facing and working actively to resolve this.

We care deeply about our customer experience, so I want to thank you for reaching out and making us aware of your experience.

Please feel free to contact me directly with additional questions, concerns or comments.

Sincerely,

[Your Name]”

More editable customer complaint responses.

How to respond to a complaint when the customer is wrong.

There are times when the customer is, in fact, wrong. Despite your best efforts, a customer might overlook a key detail or misunderstand a policy and blame your business for the mishap.

If this occurs, it’s in your best interest to remain calm and keep your customer complaint response professional. Listen to their concerns, apologise for any inconvenience caused and offer solutions.

Here is a response you can send in this situation:

“Dear [Customer’s Name],

Thank you for sharing this information. Your feedback is greatly appreciated, and we are committed to addressing your concerns.

We would like to clarify the situation and provide some additional information.

[Explain the situation objectively, providing facts and necessary evidence to support your position with a professional and non-accusatory tone].

We apologise for any inconvenience this situation may have caused and assure you that we are committed to resolving any outstanding issues.

Please do not hesitate to reach out to us if you have any further questions.

Sincerely,

[Your Name]”

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Good to know.

What are the five steps to handling a customer complaint?

The most useful steps to dealing with a customer complaint is as follows:

1. Actively listen and ask questions
2. Identify the type of customer you’re dealing with
3. Respond to the customer in a timely manner
4. Present a solution and follow up
5. Log the complaint and track trends

Discover how to start a letter for your complaint response today.

How should I write an email response to a customer complaint?

When writing up your customer complaint response, try to be positive and empathetic to ensure the customer is heard. Use their name to personalise your communications, and offer an actionable solution to demonstrate your commitment to resolving the issue. Discover tips on using official letter formats with Adobe Express.

How do you handle rude customer complaints?

There may come a time when a customer is rude or angry. Try not to take any comments personally. Instead, use a straightforward and candid approach. Listen to your customer and apologise if needed. Offer any solutions and leave communication channels open but stand firm and professional.

Is Adobe Express free?

Yes, our free plan offers many core features including thousands of templates, photo editing and effects, animation, and 2GB of storage. See our pricing page for details and to compare plans.