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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."
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
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
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
Acknowledgment of Complaint
Investigation Timeline
Complaint Scope
Evidence Review
Findings
Decision Statement
Compensation
Resolution Actions
Service Recovery
Apology Statement
Next Steps
Appeal Rights
External Review Options
Time Limits
Contact Information
Data Protection
Record Keeping
Regulatory Compliance
Ombudsman Rights
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