Complaint Outcome Letter Template for England and Wales

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Key Requirements PROMPT example:

Complaint Outcome Letter

"I need to draft a Complaint Outcome Letter for a customer who reported faulty delivery service in January 2025, partially upholding their complaint and offering £50 compensation while explaining why we won't cover the full amount requested."

Document background
The Complaint Outcome Letter is a crucial document in the complaint handling process under English and Welsh jurisdiction. It should be used when formally responding to customer complaints after conducting an investigation. The letter must detail the complaint's nature, investigation process, findings, and resolution, while ensuring compliance with the Consumer Rights Act 2015 and other relevant legislation. This document serves multiple purposes: it provides clarity to the complainant, creates an audit trail, and may be used as evidence if the complaint escalates to an ombudsman or legal proceedings.
Suggested Sections

1. Reference Information: Complaint reference number, date, customer details

2. Complaint Summary: Brief recap of the original complaint and when it was received

3. Investigation Details: Summary of steps taken to investigate the complaint

4. Findings: Clear explanation of what was found during the investigation

5. Decision: Clear statement of whether complaint is upheld, partially upheld, or rejected

6. Next Steps: What actions will be taken as a result of the decision

Optional Sections

1. Compensation Details: Include when compensation or goodwill gesture is being offered - used when complaint is upheld or partially upheld with financial remedy

2. Service Improvements: Details of changes being made to prevent similar issues - used when systematic improvements are being implemented

3. External Review Options: Information about ombudsman or ADR schemes - used when complaint is not resolved to customer satisfaction

Suggested Schedules

1. Evidence Summary: Detailed list of evidence reviewed during investigation

2. Compensation Calculation: Breakdown of any compensation amounts

3. Policy References: Relevant policy excerpts supporting the decision

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Industries

Consumer Rights Act 2015: Primary legislation governing consumer rights and business obligations for complaints involving goods, services, or digital content. Essential for establishing the legal basis of consumer complaints and remedies.

Data Protection Act 2018 and UK GDPR: Legislation governing the handling of personal information in complaints and ensuring data privacy compliance in all correspondence and record-keeping.

Financial Services and Markets Act 2000: Key legislation for complaints related to financial services, incorporating FCA (Financial Conduct Authority) regulations and guidelines for financial institutions.

Equality Act 2010: Legislation ensuring non-discriminatory treatment in complaint handling and consideration of reasonable adjustments for protected characteristics.

Alternative Dispute Resolution for Consumer Disputes Regulations 2015: Regulations governing the provision of information about ADR options and requirements for referring to ADR schemes in complaint responses.

Industry-Specific Regulations: Sector-specific regulatory frameworks that may apply depending on the industry (such as healthcare, telecommunications, or utilities), including relevant ombudsman schemes.

Business-Specific Requirements: Internal complaint handling procedures, service level agreements, and terms and conditions specific to the organization handling the complaint.

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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