FREE 10+ Complaint Management Policy Samples [ Customer, Client, Participant ]

In every public or private organization, it is hard to achieve a perfect customer satisfaction as complaints are always bound to happen. But dealing with it in a positive and constructive manner will help to keep your customers. Customer complaints in a way can help companies reform their policies and improve their services and products. Complaint Management Policy are established to be able to deal with complaints effectively and fairly. To know more about this please check out our free complaint management policy samples below.

10+ Complaint Management Policy Samples

1. Customer Complaint Management Policy

2. Complaint Management Policy

3. Client Complaint Management Policy

4. Complaint Management Policy Statement

5. Healthcare Complaint Management Policy

6. Sample Complaint Management Policy

7. Standard Complaint Management Policy

8. Printable Complaint Management Policy

9. Basic Complaint Management Policy

10. Services Complaint Management Policy

11. Compliment and Complaint Management Policy

What Is a Complaint Management Policy?

A Complaint Management Policy is a set of guidelines or procedures that is focused in dealing with complaints and designing improvements, reaching a satisfactory outcome, and possible review of the policy and procedure. The application of this policy will ensure that complaints received are dealt in a fair and prompt manner and in an efficient and confidential manner.

How to Compose a Complaint Management Policy?

An effective complaint management policy is fundamental to the provision of quality services and provides a platform for obtaining feedback from its clients or employees with the purpose of resolving disputes and reforming policies and procedures. To be able to handle complaints effectively, you need to create a solid complaint management policy for the company to follow. Here are steps to get you started:

1. Purpose of Policy

To begin, start with the purpose of the policy and what you intend to write it for. Include the a brief reason and what the policy entails or is committed to achieve in regards with complaints.

2. Policy Statement

Policy Statement is the declaration of plans, goals and an organization’s intention in dealing with complaints. It should describe acceptable methods or behaviors and the scope of which the subject is intended for. This should provide the rules, regulations and guidelines employees should follow.

3. Scope of the Policy

In this section, state who this policy applies and to what extent of the subject. This is to guide the development of an complaint management policy by providing a summary of the proposed policy and ensuring that those who might be affected by a policy are identified, considered, and consulted.

4. Procedure

As you have defined your plans and intention, start to create procedures or action plans on how to deal with complaints. Indicate steps to help achieve the goals laid out in the policy statement. Such as who can file the complaint, expectations, response timeframe in handling the complaints and the status update request. This must contains rules to be obeyed and should be in detailed in order for everyone to understand.

5. References

If the policy is linked to other policies, procedures or documents that are already in existence, don’t forget to indicate this in your complaints management policy. Define what these are and where this could be found.

6. Definitions

To make it easier for the reader to understand, you can include a list of definitions so there may be no questions about the terminologies.

FAQs

With a proper complaint management policy, companies can now better establish the appropriate course of action with dealing with customer or employee complaints within and outside the organization. Promoting a better and safe workplace environment, improvement of a company’s brand and customer retention.