sample apology letter to customer for poor service template

Sample apology letter to customer for poor service

An apology letter is basically a letter or email in which you accept your mistake and make a sincere apology for the forgiveness of your wrongdoings. Download

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Apology Letters
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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. 

How do you apologize to an unsatisfied customer?

Follow these tips for writing an apology letter to customers if they provide you with some critical feedback on the service they received. 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.
  • 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. 

Customer service apology statements:

This sample service apology is useful if you have to deal with mistakes made in the service your company provided. Here is attached a sample of how you can write an apology letter to your customer:

Dear Buyer,

We would like to offer our deepest apologies for the trouble you had to experience with {{company name}}. This situation is not ordinary, and these incidents are not typical of us. We are very serious when it comes to our client’s satisfaction and have a zero-tolerance policy in this respect. We appreciate that you understand that mistakes sometimes happen despite the numerous checks and measures. We are very sorry that this happened to you, but rest assured it won’t happen again.

After studying the matter, we found out that this error was the result of {{explain the root cause of the issue}}. This is clearly a mistake on our end. and we take responsibility for it. Due to this unintentional error and as a token of appreciation to you as our client, we are going to {{state your resolution to the mistake}}. This is the least that we can do to compensate for the inconvenience caused. We do hope this resolution fulfills your expectations and helps clear any deformed image you might have had about our products, services, or customer service.

To make things even better, we have taken some measures to ensure that this error and similar mistakes do not happen again in the future. It is due to you that we have realized this, and we thank you for sharing your experience with us. We prefer to learn and improve under better conditions but sometimes this is just not possible.

One more time we apologize for this error and we hope to keep you as part of our valued customer base for a very long time. Please, do not hesitate to share your thoughts and feedback with us at any time. We are here for you.

Yours sincerely,

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

The content is for informational purposes only, you should not construe any such information or other material as legal, tax, investment, financial, or other advice. Nothing contained this site constitutes a solicitation, recommendation, endorsement, or offer by Bizzlibrary or any third party service provider to buy or sell any securities or other financial instruments in this or in any other jurisdiction in which such solicitation or offer would be unlawful under the securities laws of such jurisdiction.


jo rahman(2/7/2023)

good letter

chandu naik (3/16/2022)

I was looking at this letter for one hour but finally, I got it now am delighted that's why I am giving 5 star

Jeremy K(11/25/2020)

We had a situation in our shop, and this letter became in handy.

Theda Andersen(11/25/2020) - AUS

easy file :)

Author. Content was provided by:

Harper Williams

Harper is a freelance senior template document and content creator at Bizzlibrary with over 4 years of experience in content creation and developing forms and kits. Harper's previous experience in sales consulting enables him to create value for companies that need help with improving their sales target and optimizing their department. Harper is from Montgomery Alabama and has previously worked at Regions Financial Corporation. He has a major in Communication & Information Sciences (CIS) from the University of Alabama in Tuscaloosa.

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