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Complaints And Appeals Policy
"I need a Complaints and Appeals Policy for my online retail business that operates across England and Wales, with specific focus on handling social media complaints and incorporating a 24-hour initial response guarantee."
1. Purpose and Scope: Defines the purpose of the policy and to whom it applies
2. Definitions: Key terms used throughout the policy including types of complaints, appeals, and relevant parties
3. Complaints Procedure: Step-by-step process for making and handling complaints, including submission methods, acknowledgment, and investigation
4. Timeframes: Expected response times and deadlines for each stage of the complaints and appeals process
5. Appeals Process: Process for appealing decisions and escalation procedures, including grounds for appeal
6. Rights and Responsibilities: Rights of complainants and responsibilities of the organization during the complaint handling process
1. Industry-Specific Procedures: Additional procedures and requirements specific to regulated industries such as financial services or healthcare
2. External Resolution Bodies: Information about relevant ombudsman services, regulators, and when/how to escalate complaints externally
3. Vexatious Complaints: Procedures for handling persistent or unreasonable complaints and criteria for identifying such complaints
1. Complaint Form Template: Standard form for submitting formal complaints including required information fields
2. Contact Information: List of relevant contact details for complaints handling team and external bodies
3. Process Flow Charts: Visual representation of complaints and appeals processes including timelines
4. Service Level Agreements: Detailed timeframes and service standards for complaint handling and resolution
Authors
Appeal
Complainant
Resolution
Escalation
Working Days
Service Level Agreement
Alternative Dispute Resolution (ADR)
Vexatious Complaint
Formal Complaint
Informal Complaint
Investigating Officer
Senior Manager
Final Response
Acknowledgement
Mediation
Root Cause Analysis
Compensation
Regulatory Body
Ombudsman
Material Evidence
Grievance
Resolution Time
Corrective Action
Personal Data
Confidentiality
External Review
Time Limit
Stage One Complaint
Stage Two Complaint
Confidentiality
Data Protection
Complaint Submission
Acknowledgment Process
Investigation Procedure
Response Times
Resolution Process
Appeals Process
Escalation Procedures
Record Keeping
Accessibility
Third Party Involvement
Alternative Dispute Resolution
Regulatory Compliance
Staff Responsibilities
Service Standards
Communication Methods
Timeframes and Deadlines
Vexatious Complaints
External Referrals
Monitoring and Review
Quality Assurance
Training Requirements
Equality and Diversity
Document Control
Policy Review
Legal Rights
Compensation
Amendment Procedures
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