Customer Complaint Handling Policy Template for Pakistan

The Customer Complaint Handling Policy serves as a crucial document for businesses operating in Pakistan, establishing standardized procedures for managing and resolving customer grievances. This policy is essential for ensuring compliance with Pakistani consumer protection laws, including federal and provincial legislation such as the Provincial Consumer Protection Acts and the Electronic Transactions Ordinance. It provides comprehensive guidelines for receiving, processing, and resolving customer complaints, while maintaining appropriate documentation and reporting mechanisms. The policy is designed to protect both customer rights and business interests, incorporating best practices for complaint resolution and customer service excellence. It includes specific timelines, escalation procedures, and reporting requirements that align with Pakistani regulatory frameworks and industry standards.

1. Purpose and Scope: Outlines the objectives of the policy and its application scope, including which customer interactions and business units are covered

2. Policy Statement: High-level commitment to customer satisfaction and fair complaint resolution

3. Definitions: Clear definitions of terms used throughout the policy, including what constitutes a complaint versus an inquiry

4. Principles of Complaint Handling: Core principles including accessibility, responsiveness, fairness, efficiency, and confidentiality

5. Complaint Lodgment Procedures: Detailed procedures for how customers can submit complaints through various channels

6. Complaint Processing Timeline: Standard processing times and acknowledgment requirements for different types of complaints

7. Investigation Process: Steps taken to investigate complaints, including evidence gathering and evaluation procedures

8. Resolution and Response: Process for resolving complaints and communicating outcomes to customers

9. Escalation Procedures: Clear hierarchy and process for escalating unresolved complaints

10. Record Keeping: Requirements for documenting and maintaining complaint records

11. Staff Responsibilities: Roles and responsibilities of different staff members in the complaint handling process

12. Quality Assurance: Procedures for monitoring and improving the complaint handling process