An Open Letter to My Customer (or...how to complain)

Dear Customer,

Yesterday, you came into my business and you were unhappy with the product and service. For that, I am truly sorry. My employees and I work very hard and enjoy our work; we do not want to disappoint our customers, for you are the reason we are in business.

I rebated you the money you had spent on the product, and you left the building. However, I do not think that either of us felt any satisfaction about how the problem was resolved.

So, next time...

Please do not personally attack my employees or myself. Name-calling is not nice in 2nd grade, and it's not nice as grown-ups, either. We addressed you respectfully and quietly. We are human and have feelings, too. Let's discuss the problem like mature adults. It goes without saying that swearing at me or my employees is crossing the line and we do not have to listen to that.

Also, I would appreciate it if you did not refer to my product as "junk" or "cr*p" because it does not fit you or look good in your room. I offer that product because I believe in it; and you chose it in the first place for a reason. Perhaps your body, your tastes, or your motivation for the purchase has changed. That's OK; let's talk about how we can resolve that and make you happy again.

Please let me know what resolution would satisfy you. I really cannot read your mind. If you want your money back, let me know. If you want a different product, let me know. If you want me to "try again", let me know. I may not be able to do exactly as you wish, but open discussion will get us much further in the process than my trying to guess what would satisfy you.

Once we reach a solution; smile, say "thank-you", and move on. It is rude to stand and talk to your companion about where you "should have gone" while I am writing you a refund check. I am truly sorry that you were not delighted with your experience at my business. I have many customers who are delighted, and I would like to spend my time with them; but I do not inform you of this, so please give me the same courtesy.

Again, I am sorry that you were disappointed for one reason or another. I promise you that my employees and I will discuss your experience and learn now we can become better through the situation.

Yours Truly,

Business Owner