Apology Letter to Customer

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Customers are a vital part of business. If you do anything to make a customer angry, not only will you lose that customer, you may end up losing more in the future through word of mouth. Whenever there is a problem, an apology letter to customer will be greatly appreciated. It may help the customer to continue using your company’s products or services, depending on the situation. Regardless, it will at least help heal some of the problems and hopefully not cause as much damage.

Format and Content

Whenever you write to a customer, you should write formally and respectfully, regardless of your business type. The apology letter to customer format should include a section detailing the problem, especially if the customer has come to you with complaints. Then, it should demonstrate how you are working on fixing the problem. Finally, you should show how you will make sure it never happens again. Other content can include a desire for the customer to continue to patronize your company or even provide a product sample or offer for his or her distress.

Sample

In this apology letter to customer sample, a customer service manager is writing to a customer after a shipping error caused the wrong item to arrive. The customer had called to complain once the error was noticed. The first time the matter was discussed, it was not thoroughly resolved, making the customer further distressed. The manager is offering some additional services to help appease the customer after these problems.