Business writing letter of apology to client

Poor or inadequate service can damage a company's reputation both off- and on-line, particularly through social media where the reach extends far beyond a customer's immediate circle. Whether it's your salesperson, receptionist, customer service representative or a senior member of the team, extending an apology to your customer for any bad experience is necessary for any successful business. Every employee is a representative of your company and your brand, and a bad service experience of any kind will inevitably hurt the bottom line and lead to customer erosion.

Business writing letter of apology to client

She even gave Catherine her personal contact information so that she could reach her directly in the future. Say sorry and express sincere regret. Be specific about what happened.

Give your customer your contact information for extra measure. Make excuses or shift blame. Leave the issue unresolved.

Apologizing for a Damaged or Defective Product or Service Research by Bain and Company shows that acquiring a new customer is anywhere between five and 25 times more expensive than retaining an existing one. When we are approached by a customer who is upset by a defective product or service, responding with a professional apology that offers the customer a hassle-free solution is an important part of ensuring customer retention.

Which of these two example apologies do you think did it better? I have refunded you for the inconvenience. If you would like to order a new one, please visit our website at www. She refunded him without further question and redirected him to the website, leaving him more likely to abandon his purchase given this annoying extra step.

She also left him without a solution as far as what to do with the damaged product. We are truly sorry that the item that you received did not function as promised.

business writing letter of apology to client

We understand your disappointment, and apologize for any inconvenience that this may have caused you. Before we ship any product, it undergoes several stages of quality checks.

It is our intention to provide only the highest quality items to our customers, and we regret that your product slipped past our quality measures. We have gone ahead and shipped you a new Light Up Holiday Picture Frame, which should arrive at your specified address in business days.

When you receive it, please return the defective frame in the enclosed box. Customer Service Representative This time, Janis provided the customer with a hassle-free replacement. After gauging how upset Zachary was about his defective purchase, she went the extra mile to show him that his satisfaction mattered by offering him a complimentary coupon.

Provide the customer with a hassle-free replacement. Gauge how upset the customer is — if needed, offer the customer a care token, such as a discount, to show that you care about their loyalty and satisfaction. Make the customer take extra steps on their own that you could easily help them with, such as reordering a product.

Apologizing for Delayed or Improper Shipping There are several scenarios in which a customer might receive an item that was shipped late or improperly. Maybe a snowstorm delayed shipment. Whatever the case, follow our next good apology example, and avoid the bad one. The item has yet to arrive from our provider and unfortunately still has not been shipped from our facilities.

Please check back in later with us to see if it has arrived.


Here, Edward failed to give Alice any sort of information about what caused the shipping delay and when her product would arrive.

By telling her to check back later, Edward created one unsatisfied customer who would find herself once again waiting in the dreaded queue for any answers. The demand for this popular item has exceeded our expectations, and our stock is depleted. However, we will receive a new shipment of fans next Friday, which we will expedite to our customers.

We understand that as a loyal customer, when you make a purchase you expect to receive your product in a timely manner. We know that we have let you down, and for that we are very sorry. Please advise us on whether you would like to cancel your order or have us ship the ceiling fan once it becomes available.

Apology Letter For Bad Service | The Perfect Apology

You can click here at any time for live shipping and service updates.Writing an apology letter for bad service should be standard procedure for any company.

Poor or inadequate service can damage a company's reputation both off- and on-line, particularly through social media where the reach extends far beyond a customer's immediate circle.

The business apology letter to customer template features the letter specially formatted for a business apology. It helps in making an apology in the most sincere and formal way. It states the reason of the apology being made and an assurance of not repeating it again.

Download this apology letter template — free! Formatted and ready to use with Microsoft Word, Google Docs, or any other word processor that can open file format.

The #1 benefit to writing out your mea culpa is that a letter of apology, sent via regular mail or email gives you the time to choose the right words and allows you to make sure that all the 'elements' that you need to include are in place.

I'm really not used to writing apology letters to our customers; usually it's only "I'm glad you're happy" letters.

Apology Letter To Customer. We value your business and wish to retain you as a customer for years to come. Apology Letter to Client.

Thank you for sharing your feedback with us. As I understood from you, our service was.

Sample Letter of Apology for Poor Service

Apology Letter to a Patient Because common business mistakes are made even within the healthcare industry. Letter of Apology: Late Payment Late payments happen for many reasons.

Get out that pen and apologize. Customer Service Apology Letter Customer service done right can turn a negative situation into increased customer loyalty.

Apology Letter to Client