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EXHIBIT GG(6) FIRST LEVEL COMPLAINT ACKNOWLEDGMENT LETTER Date Letter Mailed Member Name Address City, State Zip Member ID: *********Subject:Your Complaint About Complaint Issue Dear Member Name :
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How to fill out complaint acknowledgment letter

01
First, start by addressing the recipient of the letter. Use a formal salutation such as 'Dear Sir/Madam.'
02
In the next paragraph, acknowledge receipt of the complaint. State the date when you received the complaint and mention the nature of the complaint briefly.
03
Provide assurance to the complainant that their concerns are being taken seriously. You can mention that the matter is being investigated or that appropriate actions are being taken.
04
Offer an apology if necessary. If the complaint is valid and there was a mistake on your part, express sincere regret and assure the complainant that steps are being taken to rectify the issue.
05
If further information or clarification is required, ask the complainant to provide it in a separate document or by contacting a specific person.
06
Thank the complainant for bringing the matter to your attention and assure them that their feedback is valuable. Emphasize that their satisfaction is important to you.
07
Close the letter with a polite closing phrase, such as 'Yours sincerely' or 'Best regards.' Sign the letter with your name and position.
08
Attach any relevant documents or additional information if necessary.
09
Make a copy of the letter for your records before sending it to the complainant.

Who needs complaint acknowledgment letter?

01
A complaint acknowledgment letter is needed by businesses, organizations, or individuals who receive customer complaints or feedback.
02
It is also important for government agencies to acknowledge complaints from citizens or residents.
03
Any entity that values customer or stakeholder satisfaction and wants to maintain good communication and transparency may require a complaint acknowledgment letter.
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The complaint acknowledgment letter is a document sent to the complainant to confirm that their complaint has been received and is being reviewed.
The organization or individual responsible for handling complaints is required to file the complaint acknowledgment letter.
The complaint acknowledgment letter should include the complainant's name, contact information, a brief description of the complaint, and a promise to investigate further.
The purpose of the complaint acknowledgment letter is to assure the complainant that their complaint has been received and is being taken seriously.
The complaint acknowledgment letter must include the complainant's contact information, details of the complaint, and a promise to investigate further.
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