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Customer Complaint Handling Flowchart Template

Complaint handling from logging to closure: resolve on the spot or hand over, investigate, propose a solution and loop until the customer accepts, then follow up. For support handbooks and quality procedures; free PNG, Word and PowerPoint export.

Yes

No

No

Yes

Complaint received

Log the complaint

Can it be resolved now?

Resolve and reply

Record the outcome

Hand to responsible team

Investigate the cause

Propose a solution

Discuss with the customer

Customer accepts?

Implement the solution

Follow up with the customer

Close the complaint

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When to use it

Support handbooks, the complaint procedure in an ISO 9001 quality system, and after-sales training. Two paths: simple issues are resolved on the spot, complex ones go to the responsible team, and the solution loops back until the customer accepts, followed by a follow-up call and closure.

Making it yours

  • Put deadlines on the edges: E -- within 2 working days --> F.
  • For an escalation rule (two rejections escalate to a manager) add a counter decision on the I -- No branch.
  • If complaints arrive through several channels (phone, chat, email), add a channel routing node after the start.

Mermaid code

flowchart TD
    A([Complaint received]) --> B[Log the complaint]
    B --> C{Can it be resolved now?}
    C -- Yes --> D[Resolve and reply]
    D --> J[Record the outcome]
    C -- No --> E[Hand to responsible team]
    E --> F[Investigate the cause]
    F --> G[Propose a solution]
    G --> H[Discuss with the customer]
    H --> I{Customer accepts?}
    I -- No --> G
    I -- Yes --> K[Implement the solution]
    K --> J
    J --> L[Follow up with the customer]
    L --> M([Close the complaint])

Ask an AI for one with this structure

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Draw a customer complaint handling flowchart in Mermaid flowchart TD syntax: log the complaint, decide whether it can be resolved now (if yes resolve and reply), otherwise hand it to the responsible team to investigate the cause, propose a solution and discuss it with the customer; if the customer does not accept go back to proposing a solution, otherwise implement it; both paths record the outcome, then follow up with the customer and close the complaint. Use rounded nodes for start and end. Output only the mermaid code block.

FAQ

How is the loop (customer rejects, back to the proposal) drawn?

Connect the decision node back to the earlier node: I -- No --> G. The layout engine draws an upward return edge.

The quality manual requires numbered steps

Put the number in the node text, B[1. Log the complaint], or on the edges.

Can I split it into lanes for support, the responsible team and quality?

Yes, group nodes with subgraph. The Swimlane category has ready-made examples.

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Updated 2026-09-05