Acknowledgement Letter Of Complaint Template for Nigeria

The Acknowledgement Letter of Complaint is a crucial business communication tool used in the Nigerian business environment to formally respond to customer grievances. This document is typically issued within 24-48 hours of receiving a complaint and serves multiple purposes: it confirms receipt of the complaint, demonstrates the company's commitment to customer service, and initiates the formal complaint resolution process. The letter must comply with Nigerian consumer protection regulations, particularly the Federal Competition and Consumer Protection Act 2018, and can serve as evidence of the company's proper handling of customer issues. It's an essential risk management tool that helps prevent escalation of disputes while maintaining professional business relationships. The document should be drafted carefully to avoid any admissions of liability while assuring the customer that their complaint is being taken seriously and handled appropriately.

1. Letter Header: Company letterhead, date, reference number, and recipient's contact details

2. Subject Line: Clear identification of the letter as a complaint acknowledgment with reference to the original complaint

3. Complaint Receipt Confirmation: Specific details about when and how the complaint was received

4. Complaint Summary: Brief restatement of the key issues raised in the complaint to demonstrate understanding

5. Next Steps: Clear outline of the investigation process and expected timeline

6. Contact Information: Details of the person/department handling the complaint and how to reach them

7. Closing: Professional closing statement, signature block, and company details