Apology Letter Template to Customer – Format, Sample & Example

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. 

  1. First of all, say sorry to the customer.
  2. Please admit the mistake instead of arguing with the customer. 
  3. Mention clearly why did mistake happened and give a valid reason. 
  4. Provide a clear solution to the issue for the future. 
  5. Mention how you will implement the solution to improve services. 
  6. 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

To, 

Johnson Brace

ABC apartment

North Town

London -06B

Sub: Apology on the issue faced by you at our service center

Dear Johnson, 

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. 

Thanks,

Alex Barry

General manager (service center) 

Grey Motors Ltd

United Kingdom 

Apology Letter for Late Delivery

To,
Chris Robin
Star Road
Birmingham 

Sub: Apology for late delivery 

Dear sir,
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. 

Thanking you, 

Kim Korey

Branch manager
LG Televisions
Birmingham 

Sample Apology Letter to Customer for Poor Service

To,
Mary Brown
Lancashire west

Sub: Poor service at our club

Dear Mam,
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. 

Thanks,

Jerry James
Vice President
Funworld Clubs
London

Sample Apology Letter to Customer for Delay in Delivery

To,
Mike Nicey

Sub: Regret for the delay in delivery 

Dear Mike, 

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. 

Thanks 

Customer Service Manager

Letter of Apology to Customer for Mistake

To,
Jackson Carl

Sub: Mistake in allotment of room at hotel

Dear Carl, 

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. 

Thanks, 

Manager
Rico Hotel and Resorts

Apology Letter to Customer for Error

To,
King Brook

Sub: Error in the message system

Dear Brook,
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. 

Thanks, 

Jinnu Chang

Manager
UKC bank 

Sample Letter of Apology to Customer for Bad Service

To,
Maulin Patel

Sub: Regret for bad service

Dear Maulin, 

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. 

Thanks, 

BB Neilson
Zonal manager
H01 Mobiles Ltd

Apology Letter to Customer for Defective Product

To,
Jennifer Hopes
Brand green circle
East new London

Sub: Apology for defective product

Dear Jennifer,
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. 

Thanks,

Bairstow Rick

Letter of Apology to Unsatisfied Customer

To,
Lina walker
Rosewood County

Sub: Apology for the issue

Dear Lina,
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. 

Thanks, 

Toni Michael 

Zonal Manager (West Zone)
Health support Pvt Ltd

Apology Letter to Customer for Delay in Response

To,
Maisey Wood
Old Trafford District 

Sub: Regret for the delay in response 

Dear Maisey,
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. 

Thanks, 

Branch manager
LD Bank

Apology Letter to Customer for Poor Service in Hotel

To,
Rick Johnson
Blueway quarters

Sub: Apology for poor service in the hotel 

Dear Rick,
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. 

Thanks, 

Miss Stezha Rope

Manager

Apology Email to Customer

To: Albertstrauss@zmail.com

cc:zenmobile@kingstonbranch.com

Sub: Regret for the inconvenience 

Dear Albert, 

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. 

Thanks, 

Manager (South Zone) 

Zen Mobile company

Apology Letter Template to Customer in PDF and Word Format

Apology Letter To Customer

PDF Word

Apology Letter To Customer

PDF Word

Apology Letter To Customer

PDF Word

Apology Letter To Customer

PDF Word

Apology Letter Template to Customer in PDF Format

  1. PDF Template 1
  2. PDF Template 2
  3. PDF Template 3
  4. PDF Template 4

Apology Letter Template to Customer in Word Format

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

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. 

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