An apology is a gesture of respect towards customer for any issue in the services of the company. We will see how to write a sample apology letter To Customer and understand the important aspects of this letter.
How to write an apology letter to a customer
Writing an apology to a customer should be a gesture of politeness and asking for forgiveness for issue in the service of the company. The following points should be kept in mind while writing this letter.
- First of all, say sorry to the customer.
- Please admit the mistake instead of arguing with the customer.
- Mention clearly why did mistake happened and give a valid reason.
- Provide a clear solution to the issue for the future.
- Mention how you will implement the solution to improve services.
- Say sorry again and ask for one more chance for convincing and retaining the customer.
Letter of Apology to Customer Sample with Example
Apology Letter for Customer Complaint
Sub: Apology on the issue faced by you at our service center
We have received a complaint from your side at our head office. First of all, we apologize for the inconvenience caused to you and we do assure the best services in future.
We have received your complaint about our North town car service center branch. According to the complaint you had kept your car for service at our North town center and car glass was damaged during the service of a car by our team members.
However, we did check the history with the North town branch and we came to know that the glass was broken by mistake. I am extremely sorry for the act but actually, the team member is a trainee and it all happened due to a mistake by him. We have already removed the team member from our service center as a part of an action to your complaint.
We have decided to compensate you by providing a free repairing of a glass of your car. Sir, you can keep your car at our service center and we would fix it within a day.
Once again I apologize to you for the inconvenience and assure you best-guaranteed car services in the upcoming future.
General manager (service center)
Grey Motors Ltd
Apology Letter for Late Delivery
Sub: Apology for late delivery
You had ordered a television from our online portal and it took 2 days more than our deadline. We are sorry for the inconvenience but it was due to flood in the area where our godown is situated.
However, we have decided to compensate you with 5% discount on the total amount of Bill. We sincerely apologize and promise to deliver goods on time on your next order.
Sample Apology Letter to Customer for Poor Service
Sub: Poor service at our club
As you are a precious member of our club we apologize to you for poor service at our club. We have received a complaint from your side that the service at our club restaurant was very poor and pathetic. We have inspected the service and had an interrogation with the manager and it has to be to our knowledge that due to the rush of lots of members on weekend food service was delayed a bit.
I apologize to you for poor service and I assure you that you won't have to wait at our restaurant from next time as we have decided to hire extra staff for weekends.
Once again I apologize for the inconvenience caused to you.
Sample Apology Letter to Customer for Delay in Delivery
Sub: Regret for the delay in delivery
We have processed your order for mobile handset and it is supposed to be delivered tomorrow. But, it is to inform you that due to heavy rainfall in the northern part of the nation the delivery would be delayed by 2 days. I apologize to you for the inconvenience.
Customer Service Manager
Letter of Apology to Customer for Mistake
Sub: Mistake in allotment of room at hotel
We confirm that you have booked a 4-star room in our hotel for two days on 23rd and 24th of this month. But, due to the technical issue in our system, you are allotted a 4-star room but actually, no 4-star room is available.
We are sorry for such fault but as you know it was a technical issue. We are ready to offer you a 3-star room with along with a discount on the food bill as compensation.
We assure you the best in the future and apologize for the issue.
Rico Hotel and Resorts
Apology Letter to Customer for Error
Sub: Error in the message system
As a manager of UKC bank, I am extremely sorry for the inconvenience. As you have received a message for deduction of balance in your account but it was just an error of server system and actually no balance was deducted from the account.
We apologize for such error and we have updated our portal to solve such issues and you can use our banking system without worrying.
Sample Letter of Apology to Customer for Bad Service
Sub: Regret for bad service
We are so sorry about the bad service of your mobile at our outlet. We have inspected the matter with outlet manager and it was a mistake by one of the employees. We have put the employee back to training and we would like to compensate you with a free service.
We apologize for the mistake and surely we will take care in future. Thanks for your feedback.
H01 Mobiles Ltd
Apology Letter to Customer for Defective Product
Brand green circle
East new London
Sub: Apology for defective product
We regret to you on delivery of a defective product. You ordered a new fan on our online portal but it's been defective due to quality analysis issue. However, we offer you to change the product with a new fan or else we can provide you refund if you want.
We are so sorry for it and we assure you the best service in the future.
Feel free to write back to us.
Letter of Apology to Unsatisfied Customer
Sub: Apology for the issue
As per, your complain you are visiting our medical store outlet in Rosewood county but it's not opening on time and you have to wait for it. We regret the inconvenience and we have gone throw the matter and the reason for not opening of the medical store on time is the shortage of staff.
We have decided to start home delivery services for Rosewood in order to assure the medical support of our outlet. You can write back to us for any further feedbacks.
Zonal Manager (West Zone)
Health support Pvt Ltd
Apology Letter to Customer for Delay in Response
Old Trafford District
Sub: Regret for the delay in response
It is to inform you that we have received your application to get your bank statement but due to cyclone warning by government, we had shut down our online services for two days.
So we were unable to provide you a response for a bank statement and we regret the inconvenience caused to you.
We have sent your bank statement by email and you may use our reliable banking in the future.
Apology Letter to Customer for Poor Service in Hotel
Sub: Apology for poor service in the hotel
You stayed at our Dream house hotel and you have complained about poor service at the hotel. You have faced electricity fluctuations in your room at night stay and we extremely regret the inconvenience caused to you.
Please note that we have repaired and rechecked all electric devices in the hotel and no customer would ever face such problems. We would like to compensate you with a 5 % discount on room rent on your next visit to our hotel.
Miss Stezha Rope
Apology Email to Customer
Sub: Regret for the inconvenience
As per your complain you visited our outlet in Kingston town and one of our staff members rudely talked to you. First of all, we are very sorry for such behavior and we have decided to remove the employee from services. We assure you the best service and support in the future.
Our success lies in your satisfaction.
Manager (South Zone)
Zen Mobile company
Apology Letter Template to Customer in PDF and Word Format
Apology Letter Template to Customer in PDF Format
Apology Letter Template to Customer in Word Format
Please remember that while writing this type of letter please be polite and do not forget to justify the reason behind inconvenience. Try to retain the customer by providing assurance of good service in the future.