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.
Edit the text, pick a theme, export Word / PowerPoint / PDF
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 -- Nobranch. - 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
Send the prompt below to ChatGPT or Claude, then paste the whole reply into the editor; the code inside is detected automatically.
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