[tab name=’Example 1′]

Example 1: Responding to complaints letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Pool:

I received your letter expressing concern over lapses in the quality of our carburetor parts in the last several months. We want to offer our apologies. Certainly this is not the quality you have come to expect from us.

I can assure you that we are aware of the problem and are in the process of implementing a new quality control system. This new system will ensure the parts we make for you go through three thorough inspections before they leave our plant. As to the faulty parts we shipped in March, April, and May, we will of course send you a full refund. We will also discount your next three orders by 5 percent.

We are proud of our three year relationship with your business and regret doing anything to strain that relationship. If you have time in the coming weeks, I would like to take you to lunch to explain our new quality control system in detail. I will give you a call this week.

Again, please accept our apologies.

Sincerely,
[/tab]
[tab name=’Example 2′]

Example 2: Response letter to a complaint

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Severson:

Thank you for letting us know about the problems with your internet access. We understand how important it is for companies who do business through the internet to have reliable service. We regret any delays you experienced.

We have had a growth spurt in the last several months and are just getting caught up with installing the modems to handle the increased log-on volume.

In order to rectify the situation, we will not charge you for last month’s service. If your check is in the mail, I will notify the billing department to return it to you. Also, we will discount your June service by 15 percent.

We value your business and apologize for the inconvenience. Please call my direct line at 555-1208 if you experience any further problems.

Sincerely,
[/tab]
[end_tabset]