apology customer service statement support template

Apology Customer service statement Support

How to write an effective apology letter to the customer? What can I say instead of sorry customer service? Check out these empathy statements customer service

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Free Download
FORMAT:
bizzlibrary template file type image
CATEGORY:
Apology Letters
DEPARTMENT:
Support
LANGUAGE:
English
TYPE & SIZE:
.docx (0.01 MB)

Overview

An Apology letter simply contains an apology for a mistake or damage you have done to someone. This apology letter may either be written to a customer or company owner which faced trouble because of you. We all deal sometimes in our lives with bad days, and sometimes unluckily may hurt someone from our words or misunderstanding. To stay loyal and sincere, it is our responsibility to apologize and compensate for the loss we have made. In this context, we will guide you on how you can write an effective apology letter. Make sure to stick with us.

How to write an effective apology letter to the customer?

If you committed a mistake, you are responsible to mend that. Dealing with customers sometimes may turn bad. To keep the name of your brand, you must compensate and apologize for the mistake. Here are mentioned some guideline to follow while writing an apology letter:

  1. Use a proper template to make your letter look like an official and professional letter.
  2. Be genuine. If you committed a mistake, then own it. Do not pass it to someone else or make somebody else responsible for the trouble you caused to your customer. 
  3. Write about the purpose of the letter in the first section of the letter. Here explain what happened and why you are writing this apology letter.
  4. Explain the scenario that led you or your worker to commit that mistake. Be real and never pass the mistake to somebody else. this looks extremely unprofessional
  5. Ask for a sincere apology for the loss you have made to the customer. Stay genuine and loyal to keep that customer still yours. 
  6. Make amendments to the loss of customer by offering/him her some reward or even a refund of the loss. Compensation is necessary to keep it balanced. 
  7. Lightly and genuinely ask them to visit your brand or company once again, mention that the same mistake will not be repeated. 

Sample apology letter to the customer:

Here is attached a sample letter for your comfort. In case you had to go through an unpleasant time with your customer, you can use this apology letter for the compensation:

Dear Sir/Madam {{Name}},

I have received your complaint letter and I'm both shocked and disturbed. I'm really not used to writing apology letters to our customers; usually, it's only "I'm glad you're happy" letters. But mistakes happen sometimes despite all the safeguards in place. In the event of such rare and unfortunate situations, we can only apologize and try to offer a suitable resolution. As a result, we've decided to {{refund your money, give you a replacement, etc…}}. I really hope this solution meets your expectations and corrects any deformed image of us.

To prevent such errors in the future, we are going to implement further safeguards and introduce additional checks. It's our ultimate goal that all of our customers go through an exceptionally gratifying experience. We will do whatever it takes to achieve that.

I want to thank you personally for sending your letter and enlighten us about the flaws in our system. I would like to apologize once more and hope to have you as a customer for many years to come.

Yours sincerely,

Download this customer apology letter for free. This letter is ready to be forwarded after making some required edits as per your situation and needs. If you find this letter helpful, then please do not forget to leave us a good review. Head towards our website for some useful letters. 



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Reviews

Kristian Avila - AUS

Thanks for the tips in your file.


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