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Sample One:
[Date]
[Name]
[Address]
Dear [Name]
Thank you for your letter of [date], complaining about the
conduct of one of our employees.
Please rest assured that we have investigated your complaint
and that the person concerned will be severely reprimanded.
Please accept our sincere apologies for any distress this
situation may have caused you and be assured that it will never
happen again.
Thank you also for bringing this matter to our attention. We
place great importance on the conduct of our employees and your
complaint will give us the opportunity to remedy any problem
that may exist.
Yours Sincerely
[Your Name]
[Your Title]
Sample Two:
[Date]
[Name]
[Address]
Dear [Name]
I was most upset on receiving your letter of [Date]
detailing the offensive behavior of one of our employee's
to you.
I can assure you such conduct is not, and never will be,
tolerated in this company.
After a full investigation, disciplinary action has been
invoked on the said employee.
I can only offer my full apology and assurance
that it will not happen again.
We set great store on the relationship our two companies have
developed and I hope this incident will not weaken
but strengthen that valued relationship.
Again, my sincere apologies.
Yours Sincerely
[Your Name]
[Your Title]
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