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apology letter to customer

Sample Customer Complaint Apology Letter

by emily on December 24, 2011

23rd August 2010,

Mr. Jacobs,

45, Adolf street,


Dear Jacobs,

We would like to bring it to your notice that we have received your concern you have shown towards your order. We would like to apologize for the delay caused in the shipment, which was totally unexpected and totally unnoticeable.

We understand that you must have faced difficulty for the delay, but we assure you that the goods will be delivered by the end of this week. Please pardon us and bear with us for this time and we would ensure no such mistakes occur again.

You are our valuable customers, and your feedback is always welcomed. We are once again sorry for the inconvenience caused to you.

Yours Sincerely,



Innovations Inc.

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Friendly Apology For Late Payment

by emily on July 6, 2012



Would you believe that we simply abhor writing letters such as this one? And we are sure that you also certainly won’t enjoy hearing from us under these conditions.

I am, of course, referring to the fact that your account has fallen very far behind from the amount outstanding.

We want you to remain a customer of ours, to continue to buy our merchandise, and to know when we are planning an outstanding sale.

What do you say? Can we hear from you today?

We are so anxious that we even placed a stamp on the envelope for your remittance.

In case you are unable to send us the payment, please give me a call at the above telephone number. Thank you. Best Regards.

 Friendly Apology For Late Payment

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Apology After Cancellation of Order

by emily on May 30, 2012



This is in relation to receipt of your letter of dated (date) wherein you set forth your reasons for canceling your purchase order no. #

I would like to apologize for the misunderstanding caused between us which took matter to the cancellation. I have taken this matter up with management in order to ensure that a problem of this nature does not happen again. I would like to assure you that necessary actions have been taken and we’ll try our best, that such mistakes are not repeated again.

As you are one of our valued and esteemed customers, your satisfaction is one of our primary concerns. Please accept our apology for the inconvenience caused.

 Apology After Cancellation of Order

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Apology to Customer For Accounting Error

by emily on May 23, 2012



Thank you for your recent correspondence regarding your account number ____________. We were able to track down the mistake and have credited your account accordingly. A report to this effect has also been sent to our credit reporting organization and we assure you that similar errors won’t be repeated again.

As of this date, your account balance is $_____________.

You are our valued client and we really apologize for any inconvenience this mix-up may have caused to you. If we may be of further assistance please contact this office at your convenience.


Apology to Customer For Accounting Error

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Sample Business Apology Letter

by emily on December 24, 2011

Business Apology Letter


Managing Director
International Softwares
28th December, 2006.
Dear Sir,
This is in the reference to your stay at Hotel Sea View. I apologize for the treatment given to you. You are one of our esteemed and valuable customer. I would like to sincerely apologize for the trouble caused to you because of the inappropriate hospitality given to you.

I would again like you to invite to our Hotel for a free two days stay. Please accept and forgive us. I am sure you won’t regret your stay. Hope we continue the same relations as we earlier had.

We look forward to meeting you at the hotel again.
Thanking You,
Rajiv Singh

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Sample Loss of Order Apology Letter

by emily on December 24, 2011

20th July 2010

Mr. Sam Olive


Atoms Pvt. Ltd.


Dear Sir,

On behalf of Global Enterprises we regret to inform you the loss of agreed purchase order. Our systems do reflect the order was placed on 28-6-2010 and the shipment on 20-7-2010. We are left with extremely low levels on the inventory of the item that you ordered due to which we were unable to process your order on schedule.

We sincerely apologize for cancelling the order and causing inconvenience to your company. You are our esteemed and valuable customer and causing dissatisfaction to you is utmost regretted. We have noted this matter and a sincere action is taken with all the departments, so that such mistakes are not repeated.

Once again sorry for all the trouble your company went through. We assure you our best services and in making a long term association with your company.


K.L. James,
Customer Service Manager,
Global Enterprises.

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Sample Stock Item Apology Letter

by emily on December 24, 2011

20th July 2010,

Mr. James Austen,

Global Products.

Dear Sir,

This is in the reference to your order placed, dated July 15th for 12 X 36 Designer Linoleum Floor- Mat. We would like to inform you that your order was placed in the waiting list immediately but due to very high demand of this product, we are currently out of stock.

You are our valuable customer, and we would not like you to wait, but we have checked with all our stores, and we won’t be able to progress to the billing and delivery department before 18th August. We are running very low with the inventory of the item you have ordered.

On behalf of M/s Crafts n Art, I would like to apologize for the inconvenience caused to you and your company. We are sending you our updated catalog, where you can look for more products, which might interest you. You can order immediately.

I assure you to give your company full cooperation, and best services. We are looking forward to serving you in the future as well.


Prakash, Associate, Order Tracking and Logistics,
M/s Crafts n Art

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by emily on July 25, 2012

Apology to Customer for Error in Billing: Charged Too Much, Customer Has Not Noticed


[DATE, ex. Tuesday, February 21, 2012]



Bob Travolta

Larson & Co,

123 Lane, Area 456,

City, State, Pin Code]


Dear [NAME, ex. Bob Travolta],


We highly value your business, and I myself look after our invoices to make sure that there is no error. However, I regret to inform that we have encountered an error on invoice #[MENTION INVOICE NUMBER].  I would like to send my apologies for over-billing you by $[AMOUNT].


This is to inform you that I will immediately invalidate that invoice ([STATE INVOICE NUMBER, ex. #IN123]) and issue you a fresh and correct one, The invoice is as follows:



5 desktops @ $4,000                        $20,000

Tax @ 5%                                                          1,000

Total Amount                                                 $21,000]


I assure you that I from future I will personally check our invoices send to you. We will make sure no further errors occur from our end. For any doubts or clarification please do not hesitate to contact me at XXX-XXXX.


Thanking you,

Yours truly,


[YOUR NAME, ex. Joan Smith]


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