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Patient Complaint Letter Response Template

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While your priority as a healthcare organization is to provide top-notch care, things don’t always go as planned. When their expectations aren’t met, patients, residents, clients and their families may reach out by sending a complaint letter to your institution.

This patient complaint letter response template is a free download you can use to ensure you provide clients with satisfying replies to their concerns. While every complaint needs to be addressed slightly differently, this helpful document provides a basic structure you can use again and again. In addition, you’ll find suggestions for appropriate wording and tips on what not to do.

Download this template and use it as a guide when composing replies to patient complaint letters.


Respond to a patient complaint letter that is:

  • Professional
  • Compassionate
  • Consistent
  • Apologetic
  • Objective
  • Conciliatory

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