Friday, May 4, 2012

Apology Letter to a Customer

Dear {Customer Name}

We have thoroughly reviewed your {file, claim, complaint, etc…} and feel that we owe you our deepest apologies for the inconvenience that {the issue} has caused.

At {Company Name}, we are very serious about our customer’s satisfaction and we work hard to get to the bottom of any customer complaints. After analyzing the issue and conducting several internal reviews, we found that the issue originated from {key staff changes, recent internal system update, office relocation, etc…}.

This missed opportunity to give you an enjoyable experience with {Company Name} is something that we could never abide by. To ensure that this will never happen again, we are {creating company wide training sessions, installing new back-up systems, creating an internal auditing team, etc…}.
{If additional action is necessary:} 

Because we value your relationship with {Company Name}, we will provide you with {3 months worth of service, a free upgrade, etc…}. It is the least we could do for causing you any inconvenience.
If you have any questions or comments regarding this matter, please feel free to discuss it with me at {email, phone#, website, etc…}.

Yours in service,
{Company Representative}

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