Letter Response to Customer Complaint - Essay Example

05 June 2007 Recipient _________ Address: _______________ Address line 2: __________ Dear Sir/Madam: Thank you for sharing with us yourexperience and grievances and helping us to be of better service to you. This is in response to the complaint which you filed last 30 April 2007 regarding the repayment of charges from April 2001- April 2002 and your request dated 23 March 2007 for your statements for the last six years. It is our commitment to extend excellent products and services to our customers and we are extremely sorry for whatever distress and inconvenience that you have undergone.

It is the company's responsibility to provide you with information concerning your account to the extent allowed by the DPA of 1998. Last March 23, we have received your request to be furnished with your financial statements from April 2001- April 2002. We understand that under Part IV Section 35 1 of the DPA of 1998 personal data are exempt from the non-disclosure provisions where the disclosure is required by or under any enactment, by any rule of law or by the order of a court or when it is necessary for the purpose of, or in connection with, any legal proceedings (including prospective legal proceedings), or for the purpose of obtaining legal advice, or is otherwise necessary for the purposes of establishing, exercising or defending legal rights.

Pursuant to your rights as enunciated in the DPA and in accordance with our commitment to provide you with the best service we can give, upon receiving your letter, the customer support department has immediately processed your request. Rest assured that we do not intent to contravene nor circumvent the clear mandate of the law. We have endeavored to process and comply with your request within 40 days as you requested, and we apologize for whatever unforeseen delay that may have occurred. In any case, we are attaching with this letter your financial statements for the past six years in case you haven't received them yet.

We understand from your letter that there is discrepancy in the financial statements between the actual charges for the period of April 2001- April 2002 period totals 1,571.09 and the estimated charges which amount to 5,000. We assure you that the discrepancy will be resolved at the soonest possible time. Should you need further clarification on this matter please feel free to contact us. We have prepared the details of your account should you need them. Your convenience is our priority, thus we will be sending all the necessary documents and information that you need.

It is our desire that you find our efforts satisfactory and responsive to your needs. We truly appreciate your being loyal to our company for the longest time. Our relationship is valuable to us. It is also a pleasure for us to hear your requests, complaints, and grievances as we consider customers as the lifeblood of the company. We are sincerely sorry and contrite for whatever inconvenience we may have caused you. Under no circumstance would we intend to cause you any distress, as your convenience is our priority..We sincerely wish to remain of service to you in the coming years.Thank you. Sincerely,Management