If you’ve landed here, you’re likely typing and deleting the same sentence over and over, wondering how to respond to a complaint email without sounding too stiff, too soft, or just plain wrong.
You want to strike the right tone, fix the problem, and keep your customer or colleague happy.
The phrase how to respond to a complaint email can mean many things depending on the situation—formal apology, casual acknowledgment, or a polite pushback.
That’s why we’ve made this guide to help you. Whether you’re replying to a tough customer, a helpful co-worker, or an angry boss, you’ll find the right words here.
Different settings call for different tones. Let’s explore many fresh and useful ways to express how to respond to a complaint email.
Sorry Generator
Formal Ways to Say How to Respond to a Complaint Email
Use these when writing to clients, superiors, or in professional settings:
- We regret any inconvenience caused and are looking into the matter
- Please accept our sincere apologies for this oversight
- Your concerns have been noted and shared with the relevant team
- We appreciate your feedback and are taking steps to resolve the issue
- Thank you for bringing this to our attention
- We understand your frustration and are working on a solution
- We are treating this matter with utmost importance
- We value your input and are addressing it promptly
- We apologize for the delay and appreciate your patience
- Our team is reviewing the situation thoroughly
- Thank you for your honest feedback
- We are investigating the issue and will update you shortly
- Your feedback is important and helps us improve
- Please be assured that your complaint is being handled seriously
- We will ensure this does not happen again
- We are committed to making this right
- Thank you for allowing us the opportunity to correct this
- We acknowledge the issue and are acting accordingly
- Your complaint has been forwarded to our quality control team
- We apologize and are taking corrective action
- We are grateful for your feedback and will use it to improve
- We understand the seriousness of the matter
- We are following up with all involved departments
- We regret the experience and are reviewing our process
- Our aim is to resolve this swiftly
- Please rest assured that we are looking into this
- We understand the importance of resolving this quickly
- We are currently examining the issue in detail
- Your message has been escalated to senior management
- We have prioritized this concern for immediate attention
- Thank you for your patience while we resolve this
Informal Ways to Say How to Respond to a Complaint Email
Use these with internal teams, long-term clients, or casual business chats:
- Thanks for pointing that out
- We’ll fix this as soon as we can
- Totally get where you’re coming from
- Sorry about that, let us make it right
- We’re on it
- Appreciate the heads-up
- That shouldn’t have happened, thanks for flagging it
- Let me check and get back to you
- Good catch, we’ll sort it out
- Thanks for your honesty
- We’ll take care of this right away
- Let me loop in the right person
- This helps us do better, thank you
- We’re looking into it
- That’s not what we aim for, sorry
- We’ll make it up to you
- Got it, we’ll make sure it doesn’t repeat
- Thanks for your patience
- You’re absolutely right, we’re fixing it
- We hear you
- Let’s work this out
- Noted, and we’re taking action
- Let us know if this happens again
- We’ll get back to you ASAP
- That’s on us
- We’ll sort this out right away
- We dropped the ball—thanks for telling us
- Our bad, and we’re making it right
- Thanks for speaking up
- Let me pass this to our team
- We’ll look into it and circle back soon
Idiomatic Ways to Say How to Respond to a Complaint Email
Use these to sound more relatable or when writing creatively:
- We’re on the case
- Taking this to heart
- We dropped the ball
- Time to set things straight
- Let’s nip this in the bud
- We’ll patch things up
- Taking it from the top
- Let’s clear the air
- We’re stepping up
- Got the message loud and clear
- We’re not sweeping this under the rug
- The ball is in our court
- Let’s make amends
- We’re going back to the drawing board
- We’ll iron this out
- Turning this around
- We’re taking the reins
- Putting our heads together
- We’re pulling out all the stops
- We’re fixing the cracks
- Giving it our full attention
- Getting to the root of it
- Taking it seriously, not brushing it off
- Fixing this once and for all
- We’ll go the extra mile
- Taking the heat and handling it
- Cleaning up our act
- Putting things right
- No stone left unturned
- This one won’t slip through the cracks again
- You’ve helped us see where we missed the mark
Professional Ways to Say How to Respond to a Complaint Email
Use these in team meetings, client follow-ups, or corporate emails:
- We have received your concerns and are reviewing them
- Our customer service team is addressing the issue
- We acknowledge the feedback and are updating our processes
- We aim to resolve this in a timely manner
- We’re taking full responsibility for this matter
- Our goal is to ensure this is resolved to your satisfaction
- Your message has been shared with our leadership
- We’ve initiated an internal review
- We’ll follow up with a detailed response soon
- The issue has been documented for future improvements
- We are aligning all teams to address the concern
- We’re evaluating the cause and implementing changes
- Thank you for raising this with us professionally
- We’re treating this complaint as a priority
- We will keep you updated at each step
- A resolution plan is underway
- This has prompted a team-wide discussion
- We are discussing this in our next quality meeting
- Let’s arrange a call to go over this
- Please allow us time to investigate and respond properly
- We are preparing a report on the matter
- We want to make sure this doesn’t affect others
- We’re taking your words seriously
- We’ll address this in our service review
- We understand the impact and are working accordingly
- You’ve helped us identify a gap in our system
- We’ll be in touch with a formal reply soon
- This concern is valid and we are acting on it
- Our response will be based on facts and fairness
- We’ll make the necessary adjustments
- This matter has our full attention
Conclusion
Using the right words to respond to a complaint email makes all the difference. The wrong tone can make things worse. But with the right phrase, you can show empathy, take responsibility, and restore trust.
Practice using these phrases based on the setting. Save this list and review it when writing your next tricky email. Communication is a skill—and with these expressions, you’re one step closer to mastering it.
Maxwell Scott is a passionate storyteller, creative thinker, and lifelong learner based in the United States. With a background in literature and media studies, Maxwell has spent over a decade exploring the human experience through words. His writing style blends emotional depth with sharp insight, often reflecting on themes of identity, resilience, and personal transformation.
As a dedicated author, Maxwell believes in the power of stories to connect people across cultures and generations. His work has been featured in literary journals, online platforms, and various independent publications. Known for his compelling characters and thought-provoking narratives, he continues to inspire readers with every new page.
He is the author of several acclaimed works, including “The Quiet Within”, “Letters to the Lost”, and “When the Light Fades”—books that have touched thousands of hearts around the world.
