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Sample apology letter to customer for delay in delivery

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How to write an apology letter to customer for late delivery? Tips for writing apology letters to customers. Sample Apology Letter to customer for delays


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Category: > Apology Letters



Overview

An apology letter is basically a text in the form of either a letter or some email in which you accept your mistake and make a sincere apology for the forgiveness of your wrongdoings. Apology letters make a huge effect on your position in the eye of the one who you are seeking forgiveness. In case you commit some mistake, and the very first thing after you realize your blunder, you must write a letter where acceptance of your regret and compensation is necessary. A person who apologizes is always an asset to an organization. 

Tips for writing apology letters to customers:

Below are mentioned some important tips which you can use while writing an apology letter:

  • Stay sincere: One of the most necessary tips to remember while writing an apology letter to stay real and present original emotions. You need to place yourself in the customer's position and think about what he must be feeling at your mistake. Then you need to write accordingly for the apology.
  • Correct timing. It is best to apologize as fast as you can, but no need to be impulsive. You need to prepare what to say.
  • Stay concise: Most of the time, people keep apologizing in long paragraphs which is not necessary. You need to stay precise and concise. Since one paragraph is enough for an apology. If you think that you are sincere, and your letter is also genuine then your apology must not take more than two paragraphs. 
  • Stay selfless: While writing an apology letter, one of the main concerns you must consider is to stay selfless. This means not to blame your mistake on someone else. This could create a bad impact on you to the recipient. Staying real and accepting the mistake which you made is the top-notch point in writing an apology letter. 
  • Wisely chosen means of communication. There are many ways to apologize: you can apologize in person, over the phone, or write an apology letter. Having eye contact is a good thing since apologies are personal; however, if a person was deeply hurt, a letter might be a better way.
  • Explanation without excuses. After apologizing you can shortly explain why this happened but be careful not to start making excuses. This would be impolite. A quick explanation of what you will do not to let this happen again.
  • “The customer is always right” principle. Whenever you need to apologize to the customer or business partner, you need to think about this principle. Most of the time it is better to accept all the blame. 

Sample Apology Letter to customer for delayed service:

In this busy world, sometimes issues might occur while talking about a purchase. This fault can also be due to delayed shipment to the customer. in such cases, in order to have a good impact, we need to accept the mistake and send a proper professionally written letter. A sample is also necessary for understanding purposes. Here is attached a sample of how you can write an apology letter to your customer. 

Dear {{Buyer Name}},

It is with great regret that I received your complaint regarding the delay in connecting your service and it surprises me that such an unfortunate incident has happened to one of our valued customers. I can’t describe to you how sorry and shocked I am to know about this. {{Company name}} owes you its deepest apologies. We take pride in our customer satisfaction and these mistakes are not in line with our philosophy.

A lot of time has been invested to determine the root cause of this error and my team and I reached the conclusion that this was mainly the result of {{state the cause of the error}}. Of course, none of this is your fault and we take full responsibility for this error. As a result, and as a token of our acceptance of this mistake, we will {{Give Compensations}}. We hope this is enough to solve the issue and clear any remaining inconvenience.

Also, as part of our continuous strive for perfection, we are implementing a few checks and measures to ensure mistakes like these do not occur again. You deserve the best and we will make sure that you will get it with us.

Thank you for raising this matter and giving us an opportunity to perform even better.

If you have any questions or doubts, please do not hesitate to contact us at any time.

Yours sincerely,

You can download this letter for free from our website. This letter is ready to edit after a few edits and hurray! You are ready to use it.


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Reviews

Kaleigh Wilson - GBR

Thanks for sharing this template Bizzlibrary.

Ken Dorsey - DEU

Helpful!