Complaints Procedure

Man with Van Croydon Complaints Procedure

This complaints procedure explains how customers of Man with Van Croydon can raise concerns about our services and how we deal with those concerns. Our aim is to provide a clear, fair and timely process for resolving any problems that arise before, during or after a move.

Our Commitment to You

We want every customer using our man and van and removal services to feel confident and supported. If something goes wrong, we take it seriously and use your feedback to improve. We will always aim to:

Listen carefully to what you tell us.

Treat you with respect and courtesy at all times.

Investigate your complaint thoroughly and objectively.

Respond within reasonable timescales and keep you informed.

Offer a clear explanation and, where appropriate, a suitable remedy.

What This Procedure Covers

This procedure applies to complaints about our moving and transport services, including:

House moves and flat moves.

Office moves and light commercial removals.

Collection and delivery of items using our man with van service.

Customer service and communication relating to bookings, estimates and schedules.

Behaviour and conduct of our staff or contractors carrying out work on our behalf.

If your concern involves an emergency, safety issue or suspected criminal activity, you should contact the appropriate emergency or public authority as well as informing us.

When to Make a Complaint

We encourage you to raise any concern as soon as possible so that we can address it while the details are still clear. In particular, for moves and transport services:

If you notice damage or loss during loading or unloading, please tell the team on site immediately so they can record the issue.

If you become aware of damage, loss or service failures after the move, please contact us as soon as reasonably practical with details.

Delays, missed appointments or concerns about conduct should also be reported promptly to help us investigate effectively.

How to Make a Complaint

You can make a complaint in writing or by speaking to us. Written complaints help to avoid misunderstandings and allow us to investigate more easily, so we encourage you to put your concerns in writing wherever possible.

When you make a complaint, please provide the following information:

Your full name and, if applicable, the name under which the booking was made.

The date and approximate time of the service.

The collection and delivery addresses used for the job.

A clear description of what went wrong and what outcome you are seeking.

Any supporting information such as reference numbers, photographs of damage, or written notes.

Stages of the Complaints Process

Stage 1: Initial Review

Once we receive your complaint, we will log it and carry out an initial review. At this stage we will:

Acknowledge that we have received your complaint.

Check that we have enough information to understand the issue.

Advise you if we require any additional details to proceed.

We aim to acknowledge complaints within a reasonable period of time. If the matter can be resolved quickly, we will try to provide an answer at this stage.

Stage 2: Investigation

If the issue requires further investigation, we will:

Review our booking records, job notes and any internal documentation related to your move.

Speak to staff or contractors involved in providing the service.

Consider any photographs, correspondence or other evidence you have provided.

We aim to complete our investigation and respond in a timely manner. For more complex matters, this may take longer, but we will keep you updated on progress and expected timescales.

Stage 3: Response and Outcome

After the investigation, we will send you a written response setting out:

A summary of your complaint and what we have investigated.

Our findings based on the information available.

Any action we propose to take to resolve the matter.

Any steps we will take to help prevent similar issues in future.

Depending on the circumstances, possible outcomes may include an apology, clarification, a gesture of goodwill or other proportionate remedies. Each case will be considered on its own facts and in line with any applicable terms and conditions for our removal services.

If You Are Not Satisfied

If you disagree with our response, you may ask us to review the decision. When you do so, please explain clearly why you are dissatisfied and provide any additional information you believe is relevant.

We will arrange for a further review, which may be handled by a different person or at a higher level within the business where possible. Following this review, we will provide a final response detailing our position.

Your Responsibilities

To help us deal with your complaint effectively, we ask that you:

Provide accurate and complete information.

Raise concerns as soon as reasonably possible.

Communicate your concerns calmly and respectfully.

Allow us a fair opportunity to investigate and respond.

We reserve the right to end communication where behaviour is abusive, threatening or otherwise unreasonable, while still considering any valid issues raised.

Use of Information

We will use the information you provide in connection with your complaint to investigate and respond appropriately. We may share relevant details internally with staff or contractors who need the information to help resolve the matter. Information will be handled in line with our general approach to confidentiality and data protection.

Continuous Improvement

Complaints and feedback help us monitor the quality of our man and van and removal services and identify areas for improvement. We review complaints regularly to look for patterns or recurring issues and we may use this information to:

Improve staff training and procedures.

Update our booking and communication processes.

Refine our policies and service standards.

By following this complaints procedure, we aim to handle every concern fairly and consistently, while continuing to improve the moving and transport services we provide.