RESPONDING TO JUSTIFIED COMPLAINT: RETURN
[DATE, ex. Wednesday, June 11, 1998]
[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]
Dear [NAME, ex. John Smith],
I was sorry to hear that you wish to return our [STATE PRODUCT, ex. Magnaflux compressor]. I want you to know that your satisfaction is extremely important to me. For this reason, I will promptly accept your return and [STATE HOW REFUND/CREDIT WILL BE PROCESSED, ex. send you a check in the amount of $3,200.00 upon receipt of your compressor. As I mentioned to you, however, we must charge a 15% restocking fee.]
{TOUT A REPLACEMENT PRODUCT, IF POSSIBLE, ex. I understand that operating temperature is a key concern for you. May I take this opportunity, Mr. Smith, to suggest our R3B model? This model will interface with your existing machinery and operate at a far lower temperature. I will be pleased to discuss the R3B’s features with you at your request.}
Please call me at XXX-XXXX if I can serve you in any way.
Sincerely,
[YOUR NAME, ex. Jill Jones]
