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1. Header Information: Company letterhead, date, reference number, and formal address block including the customer's full name and address
2. Islamic Greeting: Traditional Islamic greeting (Assalamu Alaikum) showing cultural respect
3. Subject Line: Clear identification of the complaint reference number and brief topic
4. Acknowledgment: Formal acknowledgment of receiving the customer's complaint and expression of regret for their dissatisfaction
5. Complaint Summary: Brief but accurate restatement of the customer's issue to demonstrate understanding
6. Investigation Details: Summary of the investigation conducted and findings regarding the complaint
7. Response/Resolution: Clear explanation of the company's position and proposed resolution
8. Closing: Professional closing with clear next steps and contact information
9. Signature Block: Full name, title, and contact details of the responding representative
1. Compensation Offer: Include when the company is offering specific compensation or goodwill gesture
2. Timeline of Events: Include when the complaint involves multiple interactions or events that need clarification
3. Legal References: Include when specific consumer protection laws or regulations are relevant to the response
4. Service Recovery Actions: Include when describing specific actions taken to prevent similar issues in the future
5. Warranty Information: Include when the complaint relates to product warranties or guarantees
1. Transaction History: Detailed record of relevant transactions or interactions with the customer
2. Product/Service Documentation: Copies of relevant receipts, warranties, or service agreements
3. Photographic Evidence: If applicable, photos documenting the issue or condition of products
4. Communication Log: Timeline of previous communications regarding the complaint
Retail
E-commerce
Financial Services
Telecommunications
Healthcare
Hospitality
Manufacturing
Technology
Professional Services
Transportation
Real Estate
Consumer Goods
Food and Beverage
Automotive
Customer Service
Legal
Quality Assurance
Operations
Public Relations
Compliance
Customer Experience
Dispute Resolution
Corporate Communications
Consumer Affairs
Customer Service Manager
Customer Experience Director
Quality Assurance Manager
Legal Compliance Officer
Customer Relations Specialist
Operations Manager
Branch Manager
Regional Director
Customer Support Representative
Public Relations Manager
Legal Counsel
Consumer Rights Officer
Customer Advocacy Manager
Dispute Resolution Specialist
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