ISO 9001 Complaint Handling Form

What is an ISO 9001 Complaint Handling Form?

An ISO 9001 complaint handling form is a formal document used to record concerns, problems, or dissatisfaction related to a product, service, or behavior, and how they were handled. The contents of the form should be thoroughly detailed to help reviewers identify the root cause of the complaint and take appropriate action.

Importance

Having a dedicated complaint handling form helps organizations, especially manufacturing companies, best identify issues that might otherwise go unnoticed. This allows them to easily improve their processes based on customer concerns. Effectively resolving complaints can also boost customer loyalty, especially in the manufacturing industry, where customer satisfaction directly impacts business success.

An ISO 9001 complaint handling form specifically targets compliance with Clause 10.2: “Nonconformity and Corrective Action,” which focuses on having clear procedures to follow and implement when outputs don’t meet standard requirements. This includes customer complaints, especially in manufacturing, where incorrect parts, assembly errors, or delays can affect production. The form resolves issues at the root and prevents recurrence, boosting quality and customer satisfaction.

What to Include

Use a complaint handling form to document the entire complaint management process thoroughly, since missing key details can negatively affect your business. Here’s what should be included in a formal complaint handling form that’s compliant with ISO 9001 standards:

• Customer Information

• • Customer Name – Provide the customer’s full name.

  • Company Name – Enter the company name, if applicable.

  • Email – Write down their personal or company email address, depending on the situation.

  • Phone Number – List the customer’s phone number.

  • Address – List the customer’s full address.

• Complaint Details

• • Product or Service involved – Specify which product or service the complaint concerns.

  • Date of Original Order and Occurrence – Record the order date and the date the issue occurred.

  • Description of Complaint – Review the customer’s complaint letter summarizing an issue with the product or service.

  • Impact to the Customer – Describe how the issue affected the customer’s experience or satisfaction.

  • Category of Complaint – Choose between product service quality, communication, delivery timing, customer service, or other.

• Initial Response and Investigation

• • Response Given to Customer – A detailed and respectful response to the customer’s complaint with a possible solution.

  • Resolution Category – Choose between refund with no return, refund with return, exchange, discount on future purchase, or other.

  • Root Cause of Customer Complaint – Perform a 5 Whys analysis, then create corrective and preventive actions.

  • Complaint Resolve – Check only if the customer confirms the complaint is resolved, to ensure nothing is left unresolved.

Sample Complaint Handling Form Report

Here’s an example of an ISO 9001 complaint handling form for a manufacturing complaint about miscommunicated washing machine parts:

ISO 9001 Complaint Handling Form | Mitti (by SafetyCulture)

How to Use

Here is a step-by-step guide on how your organization can integrate an ISO 9001 complaint handling form into your manufacturing organization’s daily tasks:

• Anticipate potential complaints before they occur: Start by assessing past performance and identifying recurring problems. This proactive approach allows you to plan your questions, find solutions, and refine your processes before issues arise.

• Customize the complaint handling form template to suit your business: Not all businesses deal with the same types of complaints, so it’s important to tailor your complaint handling practices to your specific business needs. Your questions to your customers should be relevant to the products you’re selling, the services you’re providing, or the experiences your customers are having.

• Implement the template on your organization’s website: Once you’ve finalized your complaint handling form template, make it easily accessible by uploading it to your company’s shared digital spaces. Place it where it can be stored securely while being easily found can without having to click through multiple pages, as this ease of access is important to companies with many departments, such as those in the manufacturing industry.

• Track and log all submitted complaint forms: Ensure that every customer complaint is properly recorded and stored for future reference and smooth handling. This allows your team to monitor both resolved and unresolved issues, identify patterns, gain insights into internal processes that may need improvement,  and ensure compliance with ISO 9001:2015 standards for Quality Management Systems (QMS).