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Complaints Handling Policy Template for England and Wales

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Key Requirements PROMPT example:

Complaints Handling Policy

"I need a Complaints Handling Policy for my medium-sized financial services firm based in London, ensuring compliance with FCA regulations and incorporating specific procedures for vulnerable customers."

Document background
The Complaints Handling Policy serves as a crucial document for organizations operating in England and Wales, establishing standardized procedures for managing customer grievances effectively. This policy is essential for maintaining regulatory compliance, particularly with consumer protection legislation and industry-specific requirements. The document typically includes detailed processes for complaint registration, investigation, resolution, and escalation procedures, along with timeframes and responsibilities. Organizations implement this policy to ensure consistent handling of complaints, maintain service quality, and demonstrate commitment to customer satisfaction while meeting their legal obligations.
Suggested Sections

1. Purpose and Scope: Outlines the policy's objectives and who it applies to

2. Definitions: Key terms used throughout the policy including what constitutes a complaint

3. Complaint Registration Process: How complaints are received, logged, and acknowledged including channels for submission

4. Response Timeframes: Standard response times, escalation periods, and service level commitments

5. Investigation Process: Steps taken to investigate complaints including gathering evidence and assessment procedures

6. Resolution Process: How complaints are resolved, communicated to complainants, and closed

7. Record Keeping: Requirements for maintaining complaint records and data protection compliance

8. Staff Training and Responsibilities: Staff obligations and training requirements for complaint handling

Optional Sections

1. Industry-Specific Procedures: Additional procedures required for regulated industries such as financial services

2. Alternative Dispute Resolution: External resolution procedures and ombudsman services

3. Compensation Framework: Guidelines for determining and processing compensation claims

4. Vulnerable Customers: Special procedures for handling complaints from vulnerable customers

Suggested Schedules

1. Complaint Form Template: Standard form for logging and recording complaints

2. Response Letter Templates: Standard templates for acknowledgment, interim and final response letters

3. Escalation Matrix: Hierarchy and contact details for complaint escalation procedures

4. Service Level Agreements: Detailed timeframes and performance metrics for different types of complaints

5. Regulatory Requirements: Summary of relevant legislative and regulatory requirements

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈ˰æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions





























Clauses





























Industries

Consumer Rights Act 2015: Primary legislation governing consumer rights and business obligations in the UK, including the requirement for fair and transparent complaint handling procedures

Equality Act 2010: Ensures complaints handling procedures are non-discriminatory and accessible to all customers regardless of protected characteristics

Data Protection Act 2018: Governs how personal data collected during complaints processes must be handled, stored, and processed

UK General Data Protection Regulation (UK GDPR): Provides framework for data protection and privacy in complaints handling, including rights of access and erasure

Financial Services and Markets Act 2000: Key legislation for financial services complaints handling, setting out regulatory framework and obligations

FCA Handbook: Financial Conduct Authority's detailed rules and guidance for handling complaints in regulated financial services

Financial Ombudsman Service (FOS) Rules: Guidelines and procedures for escalating unresolved complaints to the official financial services ombudsman

Alternative Dispute Resolution for Consumer Disputes Regulations 2015: Regulations governing alternative dispute resolution procedures for consumer complaints

Financial Services (Banking Reform) Act 2013: Specific requirements for complaints handling in banking sector, including accountability and reporting

ISO 10002:2018: International standard for Quality Management - Customer Satisfaction and complaints handling in organizations

BS 8543:2015: British Standard for complaint handling, providing framework for effective complaints management

Consumer Protection from Unfair Trading Regulations 2008: Protects consumers from unfair practices and ensures transparent complaints procedures

Electronic Commerce (EC Directive) Regulations 2002: Guidelines for handling complaints received through electronic means and online channels

Business Protection from Misleading Marketing Regulations 2008: Ensures accurate representation of complaints procedures in business marketing materials

CMA Guidance: Competition and Markets Authority's guidelines on fair business practices including complaints handling

ICO Guidelines: Information Commissioner's Office guidance on handling data protection aspects of complaints

Trading Standards Requirements: Local authority trading standards requirements for business complaint handling procedures

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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