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BBB Complaint Response Template Every New Business Should Use

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Table of Contents

As a business owner, you will inevitably face complaints from customers. It’s essential to have a system in place to deal with these complaints promptly and professionally.

The Better Business Bureau has a great template that you can use to respond to customer complaints. This template will help you address the complaint, apologize for any inconvenience, and take action to resolve the issue.

Here is the BBB complaint response template:

Dear __________,

Thank you for bringing this matter to our attention. We are sorry for any inconvenience that you have experienced. We will do everything we can to resolve the issue as quickly as possible.

If you have any further questions or concerns, please do not hesitate to contact us.


Your business name

This template is a great starting point for responding to customer complaints. Following this format can show your customers that you are taking their concerns seriously and working to resolve the issue.

Does a business have to respond to a BBB complaint?

The answer to this question may differ depending on the business bureau and the severity of the complaint. However, in most cases, it is best for the business to at least acknowledge the complaint and thank the customer for bringing it to their attention. 

The business bureau organizations should also include a brief explanation how they plan to resolve the issue. If the complaint is not resolved to the customer’s satisfaction, they may file a BBB dispute.

What is a BBB dispute?

A BBB dispute oversees formal complaints filed with the Better Business Bureau. The BBB will then investigate the complaint and try to resolve it between the customer and the business. If the BBB cannot resolve the dispute, they may take further action, such as removing the business bureau organizations from their list of accredited companies.

How can I file a BBB complaint?

If you want to file a BBB complaint, you can do so through their website or by calling their customer service number. You will need to provide your contact information and details about your multiple complaints. The BBB will then investigate your claim and attempt to resolve it with the business.

What are some tips for writing a BBB complaint?

When writing your customers complain, include as much detail as possible. This will help the BBB investigate your claim more quickly and efficiently. Be sure to include your contact information, as well as the contact information for the business. You should also include a brief explanation of your customer complains and what you would like the BBB to do to resolve it. If you have any questions or concerns, please get in touch with us at info@bbb.org.

Why Choose Better Business Review over Other Sites

There are many business review sites on the internet, so why choose Better Business Review? Here are some reasons our site is the best choice for finding honest and reliable reviews.

Better Business Review is impartial

We don’t allow local businesses to post their reviews on our site. All of the reviews you’ll find on Better Business Review are written by real customers, so you can be sure they’re unbiased.

Better Business Review is easy to use

Our website is user-friendly, so you can quickly and easily find the reviews you’re looking for. You can also leave your business review if you’ve had a good or bad experience.

Better Business Review is FREE!

That’s right – our service is entirely free to use. We don’t require local businesses to pay to be listed on our site and don’t charge customers for leaving reviews.

So if you’re looking for honest, reliable business reviews, Better Business Review is your site!

How to Verify Customer Reviews 

When you’re looking for information about a product or service online, customer reviews can be a helpful way to learn more. But it’s important to remember that not all reviews are created equal. Some reviews may be biased, fake, or simply not accurate.

So how can you tell if a customer review is reliable? Here are a few things to look for:

  1. Look for reviews on multiple sites. If you only see positive reviews on one site, that could be a sign that the reviews are fake. Try searching for the product or service on other websites to see if you can find any reviews there.
  2. Check the date of the review. Older reviews may not be relevant to the current version of the product or service.
  3. See if the reviewer has any other reviews. If this is the only review they’ve ever written, that could be a sign that they’re not a real customer.
  4. Pay attention to the tone of the review. If it seems overly positive or negative, that could be a sign that it’s not genuine.
  5. Look for specific details in the review. The more detailed the review, the more likely it is to be accurate.

By taking these things into account, you can better understand which customer reviews are reliable and which ones you should take with a grain of salt.

How do I write a letter of response to a complaint?

When you receive customer complains, it is essential to respond promptly and courteously. Acknowledge the customer’s dissatisfaction and apologize for any inconvenience. Be sure to thank the customer for bringing the issue to your attention.

It is also essential to take responsibility and offer a solution. If you cannot resolve the issue immediately, let the customer know what steps you will take to fix it and when they can expect a resolution.

It can be challenging to know how to respond to a complaint. You want to be professional and polite and address the issue. Here are some tips on how to write a letter of response to a complaint:

  • Thank the person for bringing the issue to your attention.
  • Apologize for any inconvenience or frustration caused by the problem.
  • Explain what you have done or will do to fix the problem.
  • Invite the person to contact you again if they have further questions or concerns.

By following these tips, you can ensure that your response is professional and helpful.

Be sure to close by thanking the customer for their business and inviting them to contact you again if they have further questions or concerns. Also, try to include your: 

  • Your name
  • Your title
  • Company name
  • Address
  • Phone number
  • Email address
  • website URL

How to Write Good Customer Complaint Response Template Examples

It can be tough to know how to respond to a customer complaint. After all, you want to resolve the issue quickly while maintaining a good relationship with the customer. But don’t worry – we’re here to help.

Here are some tips on how to write a good customer complaint response template:

Start by apologizing for the situation

Even if it wasn’t your fault, the customer is still experiencing inconvenience or frustration, so it’s important to express empathy and understanding.

Be clear and concise in your response

The customer doesn’t want to read a novel, so get to the point and explain what happened and how you plan to fix it.

Please take responsibility for the situation and commit to resolving it

This shows that you’re committed to making things right and taking customer satisfaction seriously.

Provide a timeline for resolution, if possible

This will let the customer know when they can expect a resolution and help to manage their expectations.

Thank the customer for bringing the issue to your attention

This helps to diffuse any frustration and shows that you value feedback – even when it’s critical.

Following these tips will help you write an effective customer complaint response template that will satisfy both the customer and your business goals. So don’t delay – get started today!

How to Manage Customer Complaints 

No business is perfect, and no matter how great your company is, you will always have the occasional unhappy customer. It’s essential to know how to handle customer complaints in a way that is both professional and satisfying to the customer.

First, listening to the customer and trying to understand their complaint is essential. Customers often want to be heard and may not even be looking for a resolution. Just letting them vent their frustration can often diffuse the situation.

If the customer is looking for a resolution, try to offer a fair solution to both parties. Sometimes this may mean giving the customer a refund or exchange, but other times it may just be an apology. It’s essential to take each case individually and devise a solution that will satisfy the customer.

If you cannot resolve the complaint to the customer’s satisfaction, it may be necessary to escalate the issue to a supervisor or manager. Businesses often make the mistake of trying to brush off the customer or give them the run-around. It’s essential to be honest with the customer and let them know you are doing everything possible to help them.

Leveraging a powerful reputation management tool like Review Grower can greatly benefit your business. With its advanced review monitoring capabilities, you are able to effectively track and manage customer feedback. This not only allows you to identify areas for improvement, but also helps enhance the overall customer experience, leading to a stronger reputation for your brand.

The most important thing to remember when dealing with customer complaints is that the customer is always right. Even if you disagree with their complaint, it’s essential to try and see things from their perspective and give them the benefit of the doubt. This can often be the difference between a satisfied customer and a lost one.

How do you write a BBB response?

When you receive a complaint from the Better Business Bureau (BBB), taking it seriously and responding promptly and professionally is essential. This shows that you’re committed to customer satisfaction and willing to resolve any issues that may have arisen.

There are a few key things to keep in mind when writing a response to the BBB:

Be polite and respectful

Remember that the person filing the complaint is not your enemy – they’re just someone who had a negative experience with your business, and you want to do what you can to make things right.

Be clear and concise

State the facts of the situation plainly, and avoid using overly technical or legalistic language.

Be responsive to the specific complaint

A generic response that doesn’t address the customer’s specific concerns is not likely to be well-received.

Take responsibility for any mistakes that were made

Admitting that your business made a mistake shows that you’re willing to take responsibility and make things right.

Offer a solution

If possible, propose a specific solution to the problem raised in the complaint.

Thank the customer for bringing the issue to your attention

This shows that you value customer feedback, even when it’s negative. By following these tips, you can write a BBB response that is both professional and helpful.

Frequently Asked Questions 

What are the best tips to enhance a business’s reputation? 

Maintain a Professional Online Presence: Ensure your website is up-to-date, with no typos or out-of-date information. Have social media accounts that are active and engaging.

Be Timely with Customer Service: Respond to customer complaints and feedback promptly. Show that you are listening and taking action.

Keep Your Promises: If you say you will do something, make sure you follow through. Whether fulfilling an order or meeting a deadline, keeping your word goes a long way in building trust with your customers.

Encourage Customer Reviews: Good reviews can help boost your business’s reputation, so don’t be afraid to ask your customers for feedback.

Be Proactive: If you make a mistake, own up to it and take steps to make it right. Addressing problems, head-on shows that you are committed to delivering quality and legal services.

Use A Reputation Manager: A reputation manager monitors and manages reviews closely. Review Grower is one of the best in the business for this space and they are offering all access to their luminary features at free of cost for 30 days. Register now and explore these innovative features for yourself!

Following these tips can help enhance your particular business reputation and build trust with your customers.

How do you acknowledge a customer complaint?

There are a few steps you can take to acknowledge a customer complaint. First, repeat the customer’s complaint to them to ensure you understand what they say. Next, apologize for the situation and let the customer know you are taking steps to rectify it. Finally, thank the customer for bringing the issue to your attention. 

Joe Troyer

Joe Troyer is the Founder of Review Grower. He is leading expert in all things Internet Marketing: Pay Per Click Marketing, Search Engine Optimization, Google Business, Reputation Management, Landing Page Conversion, and Call Tracking.

More from Joe Troyer

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