Apology Letter Template To Client – Sample & Example

In the corporate world, the best way to accept responsibility for any mistakes is by sending apology letter to client. An apology acts as the perfect initiation for further rectifying any mistakes and errors. The question here arises is, how to write the perfect apology letter? To clear this doubt and ensure that a perfect letter is proceeded, follow this article till the end to learn the right tips and tricks. 

How to write apology letter to client

Writing an apology to client is crucial when you have committed a mistake on your part. The aim of an apology letter is to convey your guilt as well as ensuring that the message is delivered in the right tone. To write an accurate apology, here are certain factors that must be a part of your drafted letter,

  1. Show compassion and pain for the losses the client or customer may have suffered.
  2. Apologize for the mistakes beforehand. The first statement of the letter should emphasize on your apology.
  3. The client/customer should never be blamed, directly or indirectly.
  4. The best way to apologize is by ensuring that the matter will be resolved as soon as possible.
  5. In order to add value to your apology, provide compensation in the form of discount, coupons, vouchers or any other form.
  6. Personally, reach out to the client to ensure that the client realizes that you value them and your business relationship with them.
  7. Address the client respectfully.
  8. Mention the aspects that led to the entire incident that eventually caused the client to complaint.
  9. Provide the client with your personal information so that they can reach out to you whenever they need your assistance. This provides a sense of belief and satisfaction to the client. 

How to Write a Business Apology Letter to a Client

From,
Ajay Sharma
Manager
521 Anderson Dr.
Branford, CT 06405
ajay@gmail.com

Date – 12/11/1994

To,
Ananya Sharma
CEO
2 Morris Rd.
Tupelo, MS 38801
ananyasha@gmail.com

Subject: -------

Dear Customer,

Thank you for sharing your valuable feedback with our team. As I understood from your response, our service this time has disappointed you as it was not of the level you’ve always been accustomed to from our team. We deeply apologize for the same. We have set the standards way too high and stick to those but tend to fail on certain occasions.

We have noted your view points and the necessary precautions have been put in place. We ensure that we will not repeat any of these mistakes yet again. 

As a token of our regret, we invite you to have a complimentary meal with free dessert with your friends or family at a date and time of your preference. We value you as a customer and wish to serve you again.

Sincerely,

Ajay Sharma

Apology Letter to Client for Delay in Service

From,
Amit Singh
Marketing Head
183 School Ave.
Green Cove Springs, FL 32043
amitsingh@gmail.com

Date – 12/11/1990

To,
Amit Singh Misra
CEO
50 West Bowman St.
Oklahoma City, OK 73112
amitsingh@gmail.com

Subject: -------

Dear Sir/Mam,

Please accept this letter of apology for the delayed shipment of the four products you purchased from Khareedobohot.com. Due to mismanagement from the end of our team, the shipment could not be sent out at the right time.

In order to make up for our mistake, a discount at the ‘20%’ has been offered to you on the products you purchased. Please find this new bill attached to this letter. Your excessive payment will be refunded shortly. 

Thank you for purchasing products from our website. We hope that you will continue to accept our services.

Sincerely,

Amit Singh

Apology Letter for Mistake to Client

From,
Monika Singh
Marketing Head
5 West Thorne Street
North Olmsted, OH 44070
monika@gmail.com

Date – 12/11/1978

To,
Amit Misra
CEO
422 Greenrose Ave.
Peoria, IL 61604
amitm@gmail.com

Subject: -------

Dear Sir/Mam,

We have received your grievances with great shock! I'm really sorry that you had to be disappointed because of our mistake. We function on a very strict schedule to ensure these incidents don't happen on a regular basis.

An investigation is already taking place to find out the real reason behind this confusion. At the moment we are treating your case as an utmost important matter. We are trying to find out a proper solution for the problem caused. We don't compromise with our customers' satisfaction services under any circumstances. Catering to your needs and demand is the most significant aspect. We promise to look deep into the matter and assure you that our clients won’t have to suffer this again. I value your business and given a chance want to make things right.

Please give us a time of 2 days to complete our investigation. I will personally reach out to you and shed light on all the mistakes and compensate for the same.

Sincerely,

Monika Singh

Apology Letter to Client for Wrong Information

From,
Shristhi
Head
9225 Mill St.
Upper Darby, PA 19082
shristhi@gmail.com

Date – 12/11/1978

To,
Ajota Singh
Manager
38 Prospect St.
Cockeysville, MD 21030
ajota@gmail.com

Subject: -------

Dear Sir/Mam,

On behalf of the entire team, I apologize to you for the inconveniences caused. Due to miscommunication amongst the staff, the end result that reached out to you turned out to be imperfect with wrong information. We are deeply sorry for the inconveniences caused in your business. 

As a team we ensure to provide only a close to perfect product and service, only in the rarest situations do we end up facing any problems. We are already working on providing you with a detailed survey sheet. Please accept our apologies.

Sincerely,

Shristhi

Apology Email to Client

From,
Shamina
Project Head
8257 SW. Deerfield Lane
Maineville, OH 45039
Shamina@gmail.com

Date – 12/11/1988

To,
Samiya Khan
Manager
82 County St.
Boynton Beach, FL 33435
samiyakh@gmail.com

Subject: -------

Dear Sir/Mam,

We apologize for the inconvenience you had to suffer because of our delayed shipment of products. The shipment has been made, and the products can be tracked through the below mentioned code. We have taken your grievances into consideration and to compensate for the same are offering you a 45% off on your next two purchases. 

Sorry for causing you any kind of trouble because of our team.

We appreciate your tolerance.

Sincerely,

Shamina

CEO,

Cumbermart.co

Apology Letter to Client for Bad Service

From,
Shraddha Shinghal
Project Incharge
7682 Elizabeth Lane
Venice, FL 34293
Shraddha@gmail.com

Date – 12/11/1972

To,
Sachin Sharma
Manager
387 Holly Street
Grovetown, GA 30813
sachin@gmail.com

Subject: -------

Dear Sir/Mam,

I, Varun Kamath am writing this letter as an official apology for the poor treatment provided to you from the staff at Naya Punjab. Extremely sorry, due to our staff members’ unacceptable behavior, you had to go through a bad experience.

I and the entire team would like to sincerely apologize to you and assure you that any and all staff members shall be reprimanded for their misconduct and unpleasant behavior.

It will be our pleasure to cater to your needs and continue providing service to you.

Sincerely,

Shraddha Shinghal

Apology Letter to Client for Meeting Cancel

To,
Ursula Rawal

Date: 19th March 2009

Subject: Apologizing for cancelling the meeting

Dear Ursula,

We apologize for postponing the pre-scheduled meeting. The meeting has now been rescheduled on a date suitable to your convenience.
Sorry for causing you any kind of trouble because of our schedule.

We appreciate your tolerance.

Sincerely,

Madonna Williams
CEO,
Cumbermart.co

Professional Apology Letter to Client

To,
Simone Grewal

Date: 12th April 2016

Subject: Apologizing for wrong delivery of goods

Dear Ms.Simone,

I, Karan Ruia, the Head of Sales Department at Inquistive- above and beyond, am writing this letter to you to apologize for the delivery of wrong goods. Mam, we constantly thrive to ensure that all the requirements of our customers are met adequately, on rare occasions do we fail to meet any demands. We hope that you will accept our apology and allow us to serve you once again.

To compensate your losses in any means, we are providing you with additional 10 coupons that you can use any time throughout the year. 

Hope to assist you again,

Thanking you,

Karan Ruia.

 

Apology Letter Template To Client in PDF and Word Format

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Apology Letter Template To Client in PDF Format

  1. PDF Template 1
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Apology Letter Template To Client in Word (Docs) Format

  1. Word Template 1
  2. Word Template 2
  3. Word Template 3
  4. Word Template 4

 

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