[Your Company Name]
[Street Address]
[City, State ZIP Code]
[phone number – optional]
[email address – optional]
May 19, 2009
[Name of Recipient]
[Title]
[Company Name]
[Street Address]
[City, State ZIP Code]
Dear [Name of Recipient]:
Thank you for contacting us about your complaint. We always want to provide our customers with the best possible service, and always want to know if our service does not meet your expectations.
Please accept our sincere apologies for the service that prompted you to contact us with your complaint and for any inconvenience or frustration that it may have caused you. We have contacted the appropriate department about your complaint and will take all steps to make sure that our staff always maintains the highest standards of regard for our customers.
We truly value your business and hope that you will give us the opportunity to serve you again soon.
Should you have any questions or if I can personally be of any further assistance, please do not hesitate to contact me.
Sincerely,
[Your Name]
[Title if any or delete if none]