The complaint log template is a list of complaints and the information related to those complaints. Complaint logs are an essential way to keep track of your business flaws or faults. Every business, either large or small, should have a log of complaints in which customers can state their problems or objections easily. It is an obvious fact that no business is perfect; there are always mistakes, conflicts or misunderstandings. By having or keeping a complaint log, you can easily work your way up to changing negative things to positive. This way, a business and its functions can be improved and grown, which will make your business profitable. Mostly, every company has a personal complaint log format which is adopted by all the branches or offices of the company.
Crucial Elements of Complaint Log:
The complaint log template is a printed document with a valuable record which should be dealt with in a timely manner. It is generally made on a Microsoft Excel sheet with rows and columns in it. In the rows, you are supposed to be given the specified headings. For instance, serial number, name of the complainant, contact detail of complainant, date and day when the complaint was made; explanation of complaint, name of resolver, date of solution, status of solution, and thank you call. The complaint log should have a simple and easy to understand format. This is done so that the customer can easily file a complaint without getting confused by the format. This log should be made in such a way that customers have easy access to it. This means that the company should take a few steps to upload the complaint log to their website, so the customer can file the complaint from their house. They will not have to visit the branch for it.
Importance of Complaint Log:
When a company has a complaint log, their customers get the idea that their complaints or opinions are important to the company, and they will take possible steps to improve their products or services accordingly. This helps the company to create a positive impact on their customers as well as on their business partners. The complaint log allows the company to keep their customers even if they are unsatisfied, because when they fix the problem, the customer services contact the complainant. Subsequently, the customer gets satisfied and stays loyal to the company instead of moving or shifting to its competitor.
Advantages of Complaint Log
The following are crucial advantages which a complaint log provides for its users. These are given as follows;
1- By keeping a record of complaints, you can gather valuable insights from customers so that you can track the fault in your system more effectively and have a better chance to improve it.
2- The fault could be in the product or services.
3- Creating a complaint log gives the customer freedom to share their experiences and opinions.
4- Managing complaints properly can be an easy method to find the root cause of the problem.
5- By having a list of complaints in front of you, you can evaluate your business and monitor its operations clearly. They can find the cause and take measures to eliminate it.