Sample Product Complaint Reply Letter

Thank you for reaching out to us with your concerns. We sincerely apologize for the inconvenience you experienced with our product. We understand how important it is for our customers to receive high-quality products, and we are committed to addressing any issues that arise.

Issue Overview: You reported that the [product name] you purchased did not meet your expectations due to [specific issue]. We take such matters very seriously and appreciate you bringing this to our attention.

Our Response: Upon reviewing your complaint, we found that [describe the investigation or findings]. We are taking immediate steps to rectify this situation by [outline any corrective actions being taken]. Our quality control team is also reviewing the production process to ensure that such issues do not occur in the future.

Resolution Steps:

1. Replacement: We will send you a replacement [product name] at no additional cost.
2. Refund: If you prefer, we can process a full refund for the defective item.
3. Additional Compensation: As a gesture of goodwill, we would like to offer you [describe any additional compensation, such as a discount on future purchases or a gift card].

Please let us know your preference among the above options, or if there is anything else we can do to resolve this matter to your satisfaction.

Follow-Up: We value your feedback and would appreciate any further comments or suggestions you might have. Your satisfaction is our top priority, and we want to ensure that your experience with our company is positive.

Thank you once again for bringing this issue to our attention. We look forward to resolving this matter promptly and to your satisfaction.

Sincerely,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]