Somel Expressions or Phrases That Are Frequently Used To Reply Complaint LettersAcknowledging receipt of a complaint lettero Thank you for your letter of … regarding / concerning / in connection with…o With reference to your let ter of …abo ut / rclati ng to … o We refer to your letter ofApology for the error or faulto Please accept our many apologies for the trouble caused to you by this error.o We must apologise for …o We sincerely apologise for …o Please accept our apologies for •••o We would 1 ike to apologise for the error made by our company in (verb+ing)Acccpting the Complainto We agree that the usual high standards of our products / services were not met in this instance.A short explanation of the faulto Tntroductory phrase■ As a result of our investigation，we found that...o Causes■ The error was caused by …/ was due to …/ was owing to • • •■ Apparently, the problem was the result of … / resulted from …■ The cause of / reason for the mistake was …o Effects■ As a result …■ This 1ed to …■ Consequently …o Solutions■ We have modified / changed our■ We have implemented a new system to...■ To prevent re-occurrences we have set up a ....o Assurances■ We assure you that this will not happen anymore.Investigation to be madeo We are currently investigating the cause of …o We will investigate the cause of…Proposal to settle the difficultyo Wi 11 you pl ease tel 1 us what settlement would be most acceptable to you?o As a gesture of our regret, we are willing to •••/ we would like to …/ are prepared to...o To show our goodwill, we will …An offer to send a replacement, give a discount, repair the items etc.o To compensate you to a certain ext ent for the trouble we have caused you, we will grant you a special discount of 3% for your next order within the amount of $20, 000o We have dispatched the new items by express courier. They should arrive in a few days.o We have shipped the replacement goods and we trust this will be up to your wishes.o To show our goodwill, we would like to offer you aninterestin百 discount on your next order with us.Regrct at dissatisfactiono While we can understand your frustration,o We understand how disappointing it can be when your expectations are not met.Reject in百 responsibi 1 i ty for the probl em leading to the complain to We assume no responsibility in your claim.o However, we are no less sorry for the inconvenience you have been put to and shall be glad to do anything in our power to help you out of the situation.o T regret to inform you that …o I am afraid that …o Unfortunately, 1 must point out that …Reasons for the rejection o As the goods were packed with the greatest care, we can only presume that the case has been roughly handledo This is because the guarantee period has expired.o This is due to the fact that the bad weather had forced shippin百 company to delay the departure of the feeder vessel .If another party / person / company / organisation is to be responsible or involved, inform the complainer to contact that partyo We therefore suggest that you contact...o Therefore we ask you to lodge your claim with ( company )Closing the letter aiming at maintaining / gaining the goodwill of the customero We hope that this will settle the mater to your full satisfaction and that our friendly connection wi 11 continue as before.o We look forward to receiving your futurcr orders, and assure you that they will be filled correctly.o We apologise for the inconvenience this business has caused you and assure you of our best attention to your future orders.Sample 1:Thank you for pointing out the staffing problems in the clothing department and for offering such insightful suggestions. I agree with you. We shoul d address the issue at the very beg inn ing, before the individual is even hired. Raising the minimal qualifications and being more candid about our expectations should help us to build a more efficient and loyal staff. I appreciate your concern. Please drop by my office on Thursday afternoon, and we will discuss the changes in greater detail.Sample 2:We appreciate your suggestion that we install more drinking fountains in the mall. We are presently looking into installation costs, but feel confide nt that at leas t some new fountains will appear before summer. The bui1ding was designed for them, but they were not ineluded when construction costs rem higher than cxpccted. Perhaps the time has come to finish the job right. Thank you for bringing it to our attention.Sample 3:Thank you for suggesting that we offer our whole wheat bread to store franchises in your area. We appreciate hearing how much you like our products and hope you will continue to enjoy them. While we do not have plans to expand into that part of the county, your letter encourages us to explore the possibility for the future.Sample 4:Thank you for taking the time to suggest 。