According to Bill Gates, a business’s unhappy customer is the business’s greatest source of learning. This belief is indeed observed in most countries and business companies where the words and perceptions of their customers are deemed with a gold-like value. With this, businesses must assure that the relationships they have with their customers are boundless in order for them to acquire a better construction of ideas on how they will provide an efficient customer satisfaction. Customers may not always be right, but it is best to hear out their concerns and evaluation of the company.

Blank Customer Complaint Form

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Who Uses Customer Complaint Forms?

Business enterprises are not the only entities who use a customer complaint form for gathering thoughts and client grievances. Below are the organisation and companies who commonly use this type of document:

Banks and financial agencies. As individuals are being hired during a job application process every single hour, new bank accounts are requested by companies for salary and wage purposes. This is why banks should assure that they will not be giving erroneous cards to their clients and new customers. However, if the client is not satisfied with the service and the produced cards they have received from the bank, they may complete an account customer complaint form to state their financial and bank-related concerns.

Bank Customer Complaint Form

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City council. The council members of a state or country are one of the busiest people when it comes to dealing with everyday complaints. The process of handling customer complaints will depend on the complaint’s grounds and the level of authority needed to supply a resolution. The council will require the customer or the complainant to fill out a council customer complaint form with his general information, and have it submitted to the assigned personnel under the service where the complainant experienced a dissatisfaction.

Council Customer Complaint Form

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Hotels. Residential places such as hotels, inns, and rental properties should assure that their tenants, customers in the restaurants and their guests will have a homey-feel in their premises. Nonetheless, complaining guests and customers must properly indicate their issues on a hotel customer complaint form. This document contains the customer’s service identification, the details of the complaint and the nature of his complaint whether it is due to the behavior of the staff, the facility’s cleanliness, promptness of the hotel’s customer service, the food quality, or any other reason which may become the grounds for the customer’s complaints.

Hotel Customer Complaint Form

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Pharmacies. Medicinal drugs and other products in a pharmacy should be updated to assure that customers receive effective products and not those nearing the expiration dates. The appropriate medicine should be given to the customer to avoid having the pharmacy face complaints and problems. If a wrong medicine has been sold or an expired product has been given to the customer, the probability of dealing with a pharmacy complaint will be greater. The customer must indicate his contact information on the form for the pharmacy to be able to reach and inform the customer about the possible solution for the stated complaint and issues.

Basic Customer Complaint Form

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Service providers. Regardless of the type of service request required by a customer, the provider must make sure that the customer will receive an exemplary service from him. Service providers may present a service customer complaint form to their clients and customers who are not satisfied and have reported issues to their management. The service form will indicate the name of the staff who granted the service to the customer, the service type requested, the details of when the incident happened and facts which can aid a resolution for the complaint.

Licensing Service Customer Complaint Form

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Vehicle operators. A vehicle service operator is assigned to deliver products to his customers, or send his clients home by using a bus service. Nonetheless, these operators and drivers must promote safety and vigilance throughout their work to secure that there will not be a single accident that his customers, passengers, and his company will have to deal due to their recklessness. With a vehicle customer complaint form, the customer will be able to state the name of the driver during the trip or the journey, the main issue of his or her complaint, and his or her basic data to inform the authority about his or her identity.

Customer Vehicle Complaint Form

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Product manufacturers. Products can either be consumed immediately or considered as dry goods such as personal hygiene materials and machines. Manufacturers of these products have a product customer complaint form for their clients, partners, and their everyday customers. The form will center on stating the buyer and supplier’s information to determine the parties involved in the complaint. Additionally, it also  contains the name of the product and the product’s condition which may be the complaint’s focus.

Customer Product Complaint Form

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Security providers. Talking to the security personnel may be the first thing that an unsatisfied customer can do. However, some instances may require the use of a particular form to legally submit the complaint to the management.By sending a security customer complaint form, the management will be properly informed about the issue and will be able to construct an effective action plan to solve the customer’s complaints. A formal letter of acknowledgement will be sent to the customer after the submission of the form for the customer to know that his concerns have been taken cared of and will be addressed accordingly to their rules and regulations.

Customer Security Complaint Form

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Medical institutes and laboratories. Medical laboratories such as diagnostic labs have customers from varying age groups and companies. With this, a medical customer complaint form can be used for writing or enlisting the issues faced by the customer as services were served to him. A purchase receipt number will be included on the form to have a reference number for the complaint. The customer can also indicate his choice of whether he prefers to be notified if a corrective action has been taken or not.

Standard Customer Complaint Form

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Why Use a Customer Complaint Form?

Using a customer complaint form will not only benefit the company who presented the document but also the customers and their clients, because it could be a tool for customers to express their concerns, issues, grievances, pain and unsatisfactory experiences to the company in a formal way. The complaint form will also allow the company and the management to record each subject of the complaint and include it in their monthly meeting. With this, they can acknowledge the number of complaints and determine whether there are improvements in handling the complaints or if there had been repetitive complaints from their customers.

Customer Complaint Form Sample

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Vital Areas in a Customer Complaint Form

Customer Information

This refers to the personal information of the customer such as his or her name, address and other data which can aid in identifying him or her as the complainant.

Service Details

This includes the type of service or product bought by the customer, and the personnel who handled the customer on the day that the incident occurred.

Nature of Complaint

The subject of the complaint is indicated in this section which summarizes and constructs a title for the customer’s complaint. Some customer complaint forms provide a set of boxes where the customer can tick his complaint category.

Description of the Customer Complaint

This is the main focus of the form because it indicates the detailed story and the intention of the customer of why he filed the form to the management.

What Can Accompany a Customer Complaint Form?

A customer complaint form can be accompanied by a customer feedback, a set of purchase receipts, and other documents which can prove the claim of the customer. An attached customer feedback form can be used to indicate the ratings of how the customer felt about the provided services and purchased products from the company. The feedback form can either have a set of questions or merely a table with a rating scale. However, since a complaint is the reason why the customer has been handed with a feedback, the company must be prepared and must expect that they might receive a poor rating from the customer. Additionally, they should perceive the ratings as a way for them to view which areas will need further improvement and which will be maintained.

The purchase receipts, on the other hand, will show the company or the management that the complainant has indeed purchased the goods from them. It will also highlight the time and date of when the purchase was made, as well as the name of the staff who catered and served the customer. This will indicate the identities of the people who will need to be in agreement or in a legal preceding if matters will grow out of the company’s hands.

Customer Suggestion Complaint Form

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Other documents such as printed images, video records, and the purchase itself can be presented along with the customer complaint form. With these, the customer will be able to prove to the company that he is indicating and claiming truths and not lies on his complaints. Nonetheless, he must be consistent with his statement form and must have the intention of fixing the issue rather than dragging the company down due to faulty products and services.

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