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The Acknowledgement Letter of Complaint is a crucial document in Belgian business communications, serving as the initial formal response to a received complaint. This document type is mandated by Belgian consumer protection laws and the Code of Economic Law, which require businesses to acknowledge complaints in a timely manner. The letter must be written in accordance with Belgian language laws (French, Dutch, or German, depending on the region) and comply with EU GDPR requirements when handling personal data. The Acknowledgement Letter of Complaint typically contains the complaint's reference number, receipt date, summary of the issue, process overview, and expected timeline for resolution. It serves both as a legal record of the complaint being received and as a communication tool to assure the complainant that their concern is being taken seriously and handled professionally.

1. Letter Header: Company letterhead, date, reference number, and recipient's contact details

2. Subject Line: Clear identification of the complaint reference number and brief subject matter

3. Acknowledgement Statement: Formal confirmation of receiving the complaint with date of receipt

4. Complaint Summary: Brief restatement of the key points of the complaint to demonstrate understanding

5. Process Overview: Explanation of how the complaint will be handled and timeline for response

6. Contact Information: Details of the person/department handling the complaint and how to reach them

7. Closing Statement: Professional closing with commitment to addressing the complaint

8. Signature Block: Name, title, and signature of the responding officer