Logo Background

How To Write An Apology Letter To Customer

  • By | Comments Off

    Looking for sample apology letter? Communication is an important aspect between a business person and the customer. It is through this that the owner of the business is able to keep in touch with the customers to make sure that they are updated about issues in the business that might affect both.

    For instance, if a customer was charged an extra price for goods bought, the owner of the business should write to the customer to raise an apology for the inconvenience caused.

    However, when writing the letter, you need to make the customer understand in polite language that you are very sorry for the occurrence. You also need to give the customer an assurance that it will never happen again.

    To be able to compensate for the inconvenience caused, you can also suggest that the customer be refunded back the excess amount charged and a given percentage on top.

    The letter should bear the address of the customer and all the contact details. Below is an example of how to write the letter:

    Customer Apology Letter Format

    Steve Dwayne
    Head of Customer Relations
    ABC Wholesalers
    24567 Main Street
    New York City, NY

    27th April 2012

    Norah Jones
    23476 Silver Street
    New York City, NY

    Dear Norah,

    We appreciate the fact that you have always shopped with us, it has been so fulfilling. The same way, we expect you to be satisfied with our services.

    After going through our transactions for the business day of 15th April, 2012, we noticed that we had overcharged our customers due to a fault that occurred without cash machines.

    Due to this, we have reviewed the list of items that you bought from the store and realized that you were charged an extra $60.

    We have decided to refund back the money to all those who were affected by the fault including yourself. However, to be able to cater for the inconvenience that we caused you, we will refund back the money plus an extra 10%.

    Kindly contact us immediately on how best you need to get the money. We are very sorry for the occurrence and promise that it will not happen again.

    Yours Sincerely,
    Steve Dwayne

    » Insurance Coverage Appeal Letter