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Letters of apology to customers

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Letters of apology to customers
February 18, 2019 Anniversary Wishes 2 comments

Learn how to write a professional apology letter or an email message or a note to your boss, customer or client. Letter of apology is an acceptance of mistake or.

You screwed up. Now it’s time to own it. Knowing how to apologize is a crucial life and career skill. But when you write an apology letter, creating a permanent record of an event and your response to it, it’s all the more important that you get it right.

Why is writing an apology letter so hard?

Apologizing is an art form few of us seem to master. We don’t want to admit our mistakes because we think that making mistakes reflects badly on our character. But the truth is, not apologizing, or making a feeble non-apology, is often worse.

There are a few reasons you may struggle with apologies:

  • You assume that making mistakes means you’re a bad person. When you feel ashamed, you have a hard time recognizing that one goof doesn’t reflect on your character as a whole.
  • You get defensive. No one wants to feel ashamed. But a defense is not an apology.
  • You worry that you’ll have to own all the responsibility, or that you’ll open the floodgate for more accusations. It could happen, sure. But not apologizing builds resentment over time, and that’s toxic to personal and workplace environments.

Here’s a tip: Want to make sure your writing always looks great? Grammarly can save you from misspellings, grammatical and punctuation mistakes, and other writing issues on all your favorite websites.

The good news is that when you put your apology in writing, you have the luxury of polishing and editing your thoughts so that they say precisely what you mean to convey.

The Elements of a Good Apology Letter

Sorry does seem to be the hardest word, but if you can master these steps in the apology process, you’re sure to make a good impression. These guidelines apply whether you’re apologizing for a personal error, or you’re writing an apology on behalf of a team or business.

  • Say you’re sorry. Not, “I’m sorry, but . . .” Just plain ol’ “I’m sorry.”
  • Own the mistake. It’s important to show the wronged person that you’re willing to take responsibility for your actions.
  • Describe what happened. The wronged person needs to know that you understand what happened and why it was hurtful to them. Make sure you remain focused on your role rather than deflecting the blame.
  • Have a plan. Let the wronged person know how you intend to fix the situation.
  • Admit you were wrong. It takes a big person to own up to being wrong. But you’ve already reminded yourself that you’re a big person. You’ve got this.
  • Ask for forgiveness. A little vulnerability goes a long way toward proving that you mean what you say.

—If You Want to Know How to Apologize, First Do This…

It’s as easy (and as hard) as that. No minimizing, no shifting blame, no defenses. Now, let’s take a look at some apology letter examples that follow this format.

Apology Letter Examples

Before you begin writing, there are a few pointers to keep in mind. First, keep your letter brief and to the point. Don’t ramble on about what happened—distill it to the essentials. Don’t exaggerate, either. There’s no need to fall on your sword. But do keep your language respectful, sincere, and professional.

The Third-Party Apology

If you supervise an employee who made a mistake and find yourself apologizing to a customer or client, it’s important that you take responsibility without dumping all the blame on the employee. After all, what your employees do reflects your leadership.

The Personal Apology Letter

Sometimes, you have to own up to something you did that hurt or inconvenienced another person. We’ve all been there. Keep it simple. Don’t make excuses. Show that you’re trying to improve.

The Mass Apology

It’s horrifying to think about, but sometimes you end up upsetting a group of people rather than just one person. As with all apology letters, It’s important not to say, “I’m sorry if anyone felt offended.” (That’s like saying, “It’s too bad some of you don’t know how to handle my personality.”) Instead, say, “I’m sorry that I offended anyone.”

Here are 10 examples of the most powerful corporate apologies His open letter to customers did the trick, and people appreciated that he.

How to Write a Letter of Apology

letters of apology to customers

The apology letter to customer includes the brief description of the complaint he had submitted regarding the low quality of products. The valued customers are difficult to find out. One should always take care to explain the reasons of why this unintended  mistake had happened if the company representatives are very serious to not loss such clients. The CEO can write Formal Apology Letters to customer and should say sorry sincerely.

Also they should promise that such an inconvenience would never happen again. At a company, it is intended to satisfy the requirements of customers in any of the ways. For the company owners, the reputes of the company matters a lot. This is why, the apology letter and Personal Apology Letters to customer has to be written at any cost.

Apology Letter to a Customer

The apology letter to a customer template consists of an apology letter to apologize for an error made by you or your company. The apology is made for the inconvenience suffered by the customer. This letter is well formatted and can be easily edited if desired.

Apology Letter to Customer Complaint

The apology letter to a customer complaint template is very easy to download. It features an apology letter written concerned to a complaint. This helps in delivering your complaint to the person intended without making your complaint harsh in any way.

Business Apology Letter to Customer

The business apology letter to customer template features the letter specially formatted for a business apology. It helps in making an apology in the most sincere and formal way. It states the reason of the apology being made and an assurance of not repeating it again.

Customer Service Apology Letter

The customer service apology letter template provides you with a letter apologizing for an error or the delay in service. It also states the reason of delayed or bad service along with promise to make things better as soon as possible.

Example Apology Letter to a Customer

Sample Customer Service Apology Letter

PDF Apology Letter to a Customer

Download Apology Letter to a Customer


Why Is the Apology Letter to Customer Template Needed?

The apology letter to customer template is needed for apologizing for a mistake done on your part. Mistakes are universal; everyone makes them without any intention but it can also result into losing a prominent customer so an effective apology letter is required to rectify the mistake or at least to heartily apologize for it.

The format of an apology letter to customer is different from the normal letter formats, it is needed to be formal and should depict that you are actually affected by their inconvenience. These Sincere Apology Letters helps you in doing that.

When Is the Apology Letter to Customer Template Needed?

The apology letter to customer template is needed at the time of apologizing to the customer for the inconvenience made to them by your mistake. You can apologize to them by writing an apology letter effectively. This template helps you in writing that effective apology letter.

These Apology Letters written with the help of the given templates ensures you don’t lose customers and helps you gaining their trust back. These templates are already formatted and pick up the words carefully to e written in the letter in order to make it appear like a sincere attempt of apologizing to the customer.

Benefits of the Apology Letter to Customer Template

The apology letter to customer template has several benefits like it helps to write an apology letter to the customer hassle free which further helps in regaining the trust of your customers. These templates are already formatted and carefully pick up the word so as to make an effective apology to your customer.

It helps you in taking the full responsibility for the inconvenience suffered by your customer and to rectify the mistake by apologizing or by providing any gift or concession for the next time they purchase or arrive. It is most beneficial in maintaining the strong bond you and your customer.

The apology letter to customer template is available on the internet and can easily be downloaded. It comes in various options to choose the one that best satisfies your purpose and needs. You can also edit them hassle free if you need to add, delete or change anything in it.

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FREE Sample Apology Letters

letters of apology to customers

Nowadays, it is not only through personal interaction that an apology may be stated. People opt to create a professional apology letter to show genuineness in conveying their sincere apologies. Formal apology letters may be written due to different kinds of instances and transactions. You may also see Sample Letters.

It will be a lot easier for you to make an letters of apology if you already have a guide to follow. To help you create an appropriate and well-curated apology letter, we have collected a number of apology letter templates that you may use as references. Select the template that can help you relay your apologies based on the situation.

Apology Letter Dissatisfied with Quality of Product Template


File Format

  • Google Docs
  • MS Word
  • Pages

Size: A4, US


Restaurant Apology Letter Template


File Format

  • Google Docs
  • MS Word
  • Pages

Size: A4, US


Restaurant Apology Letter for Delayed Response Template


File Format

  • Google Docs
  • MS Word
  • Pages

Size: A4, US


Free Apology Letter to Teacher

Formal Apology Letter to Teacher

Apology Letter to Teacher from Student

Apology Letter to Teacher for Cheating

Apology Letter to Teacher for Misbehaviour

Formal Apology Letters

Sample Apology Letter for Missed Interview

Hotel Apology Letters

Standard Hotel Apology

Hotel Manager Apology

Hotel Apology Letter to Guest

Student Apology Letters

Student Behavior Apology

Apology for School Student

Complaint Apology Letters

Apology for Customer Complaint

Food Complaint Apology

Why Is an Apology Letter Written?

The creation of an apology letter should be guided by a letter template that is both formal and genuine. If you have wronged a person or a group, it is very important for you to be professional, but you should also remember that you should make the other end of the transaction feel that what you are saying is coming from the heart and not just for stating an empty apology.

Writing an apology may be due to different instances where an entity needs to apologize for a particular purpose or an event that occurred in an unexpected manner. A few reasons why an apology letter is written are as follows:

  1. An apology letter may be written by a business entity who has provided a product that is either defective or damaged.
  2. Creating an apology letters may also be due to incomplete packages that are sent to clients whether it is the fault of the courier or the business the client was dealing with.
  3. Businesses can create an apology letter to their clients for errors in billing, quotation, job order or invoices.
  4. An individual can send an apology letter for late payments, especially if an entity has given an additional number of days to prolong the deadline.
  5. Students can create an apology letter if they missed a project or assignment deadline.
  6. Shops, especially those who have online pages, can create an apology letter if they have delayed the shipping of products to their clients.
  7. Those who are involved in partnerships and other bonds may also create an apology letter if they have broken the trust or agreement in a business letter.
  8. There are some businesses that provide an apology letter if they have recorded the wrong information of a client that resulted to inaccurate transactions.
  9. You can write an apology letter if you have conducted an offensive, improper or inaccurate behavior that affected the processes of an entity.
  10. Companies also send apology letters to their clients if poor customer service has been given during the transaction where a client is involved.
  11. Apology letters can be created by a client who has missed a scheduled appointment, especially if there was no advance appointment cancellation made.

There are still a lot of reasons why apology letters are created and sent. May it be a kind of business or personal letter, make sure that you will create an apology letter that contains all the information regarding the reason/s you are apologizing.

Business Apology Letters

Business Apology Letter to Client

Company Apology Letters

Company Mistake Apology Letter

Insurance Company Apology

Official Apology Letters

Business Apology Letter Sample

Official Formal Apology

How to Create an Effective Apology Letter

Whether you already received a complaint letter or you already know that you need to apologize without getting the specified letter, you need to make sure that you can provide a reply or a new letter to the person to whom you owe an apology with. A few steps that you may follow in creating an effective apology letter are as follows:

  1. Start creating your apology letter by first identifying its purpose. As any formal letter samples will show you, indicating the reason first and foremost will immediately inform the reader of what they are to expect when they read it in its entirety. Make sure to list down the reasons why the letter needs to be created and what the apology is all about.
  2. Create a brief idea about the mistake that you committed or any other items that you feel sorry about. Since the receiver is already aware that the letter is for you to send your apologies, the next step is for him/her to hear the mistake from you. This will set the mood and will let the letter receiver understand why the apology letter is needed.
  3. Once you have already given an idea of the mistake, specify facts that are involved during the incident. State the reasons why the incident occurred as well the mistakes and/or altercations (if any) that took place. More so, discuss the chronological occurrences of the incidents that transpired so it will be easier for the letter receiver to remember the transaction. Following the formal letter format, you must not give any more detail than is necessary. Only stick to what is relevant to your message.
  4. Always own up all the wrong things that you have done. You need to let the receiver of the letter feel that you understand that they were either hurt or disappointed. Acknowledge how they feel and let them know that you understand if they have a negative reaction about what you did. This will help you to reconnect with them in a positive manner and to prove your point that it is not your intention to hurt or disappoint them.
  5. If possible, offer a solution about the problem. It can be very helpful if you can provide something that can make up to the damage that has already been done. This is more appropriate and applicable to business transactions, especially those concerns about the products that are either broken, incomplete, or poor in comparison to the promised quality. You may also see Business Letter Templates.
  6. Do not end the letter just by apologizing. It will be best if you will be clear about the professional relationship that you would like to continue with the receiver of the letter. State your desire for better interactions in the future and the hope that the letter receiver will still trust you even after what has already happened.

Professional Apology Letters

Professional Business Apology

Format for Missed Interview

Restaurant Apology Letters

Restaurant Manager Apology

Restaurant Complaint Apology

Teacher Apology Letters

Apology Letter to Substitute Teacher

Child Apology to Teacher

Apology Letters to Friend

Sincere Apology to Friend

Customer Apology Letters

Customer Service Apology

Sample Customer Complaint Apology

Kinds of Apology Letters

Though there are a lot of kinds of apology letters, they can be grouped into two categories. These categories are as follows:

Business/Corporate Apology Letters

A business or corporate apology letter is a kind of formal letter example that is written by the following entities:

  1. A company who would like to apologize to their clients which are mostly related to poor customer service or the low quality of the products and/or services being offered by the business
  2. An employee who would like to send an apology to the company management because of particular actions that he/she has shown in a particular time period
  3. A business who would like to apologize to another business due to a variety of transactions that may have affected the operations of the other business entity to whom the apology letter is for

Friendly/Personal Apology Letters

Aside from a business or corporate apology letter, you can also create a friendly or personal apology letter. An apology letter written in this manner can be due to the following:

  1. A person who would like to say sorry to a friend whom he/she has betrayed
  2. A child who would like to apologize to his/her parents, siblings or relatives
  3. A student who would like to state an apology to his/her teacher or classmates

Classifying the apology letter that you will create based on these categories will help guide you on how to properly construct the formal letter format, content and layout of the letter that you will send to another entity.

Guidelines in Creating an Apology Letter

A few guidelines that you may apply in creating an apology letter include the following:

  1. Be precise of the reason on why you want to apologize. It is important for you to not confuse the letter receiver or mislead him/her about what you truly wanted to say.
  2. It will be great to end your discussion by showing that you are responsible for the things that has occurred. More so, it will help if you provide no excuses. A person who was offended or disappointed can accept the apology even more if they know that you are aware of the results of the things that you have created or executed and that you blame nobody else.
  3. Do not promise anything that you cannot deliver as you do not want to write another apology letter. Make sure that you can provide the things that you will state so that you can rebuild the trust and confidence on you of the entity whom you are transacting with.
  4. Be aware of the selection of words that you will use in the letter and make sure that they all sound genuine yet still professional. It is very important for you to not create assumptions and other items that may just worsen the situation.

Disagreements between parties cannot always be avoided. Whether or not such incidents require a formal apology depends on the scale of the argument, the matter at hand, and the parties involved. It is imperative, however, that such disagreements should be settled as professionally and as amicably as possible. So if writing a letter of apology is necessary, then by all means, use the letters that we have made available for you. You may also see Formal Letter Templates in Word.

Eventually something will go wrong and customers will be upset. At the end of this post, we've included an annotated apology letter sample.

How to Write an Apology Letter for Making a Mistake at Work

letters of apology to customers

How to write an Apology Letter or an Email Message?

An apology letter is a way through which you express regret for the past actions. Apology letter is a written statement of acceptance of fault or mistake and to apologize to someone for the mistakes done in the past. An apology letter is written to rectify the broken relationships and trust between two people. Apologizing is considered to be a courageous act hence not easy at all; in fact it is an art and intelligence as well. It is not easy to apologize for the mistakes due to ego problems. In some cases a person can apologize personally due to certain reasons or personal issues.


First of all, it is important to analyze that what kind of apology letter it is. Whether it is a business apology letter or a normal simple formal apology letter. The letter format will be different in both the cases.


  • An apology letter or an email message can be written by admitting mistakes and writing for accepting that the mistake or wrong doing committed in the past. One has to be very cautious and keep the following important points into the consideration while writing an apology letter or an email message to anyone:State clearly what this letter is all about
  • Write and describe clearly about the mistake committed
  • Acknowledge that how much you have hurt the other person and show your regret on the act.
  • Be grateful to the other person and convey how much the other person has done for you in the past and what value the person carry in your life/ business.
  • Do not hesitate to admit your responsibility for the mistake openly
  • Offering what best you can do or provide a tentative solution which may be helpful
  • Write at the end about the lesson you got out of this and commit a cautious, vigilant and careful performance in the future.


There is various kind of apology letter or email message can be written such as Professional and Personal.  In Each situation the above listed points can be used to make an effective letter but a soft and pleading language is the important key of this kind of letter or email messages.  


Professional apology letter or Email message


At the time of writing any professional apology email or letter where an organization involve and writes an apology letter to its Vendor or to its customer, or to its business partner then in such cases a company’s letterhead should be used to write this kind of letter. And if you are writing a professional apology email then or an official email address should be used. The content of the apology email message writing should be polite and it must be addressed to the person concerned in the organization detailing the reasons and regretting upon the loss of time and money


The apology should be asked humbly and should also be ensuring that the same incident shall not be repeated again in the future.  Please refer to our free to use sample templates for writing a professional apology email messages and for writing apology letter to client or to customer. 


Anyone can write an apology letter to anyone who wishes to say sorry and express his / her regret.  For Example a student writes for seeking an apology from his Teacher or Principal and can say sorry for his conduct and likewise an employee of company can also write to his apology letter to boss or senior for expressing regret upon any of the unpleasant incident / conduct.  There are multiple reasons for writing a professional apology letter or email messages such as misconduct or behavior, non compliance of rule and regulation, any nonsense activity or conduct in the office premises, excessive leaves, not completing the work in time etc.


Tips to write a professional apology email messages or letter 


  • Write for Seeking forgiveness
  • Accept his or her mistake without hesitation 
  • Highlight / Describe the situation or condition appropriately 
  • Provide possible solution for the mistake committed
  • Provide assurance to client that this mistake will not be repeated


Apology letter to boss


Many times an employee commits a mistake or behaves wrongly with their boss and thus they have to write an apology letter to boss and seek forgiveness. The apology letter should be sincere and heart touching. The apology email message should consist of the brief description of the incident that took place and apologize for the same. The language should be very humble and a person should sincerely request for forgiveness.


Apology letter to boss writing tips


•The letter should be short and simple

•In the letter it should be clearly mentioned why the letter is written

•Describe the event completely and apologize for the mistake

•Let the boss know that you are realizing your mistake and ready to face the consequences.


Pressional Apology email or a Letter of Apology to a customer or client


When something wrong is done to the customer or client it is mandatory to write an apology email message to customer or client. Many a time’s people are scared to write an apology letter to customer out of fear of admitting the wrong doing or losing the customer or client. A successful apology message can turn a negative experience or situation into a positive one. Refer to the Sample template given below.


Following points should be taken into consideration while writing apology email message to client


•Admit your wrong doings and say sorry for the same.

•Detailed explanation should be given as to what happened.

•Give a clear next step procedure.

•Customer feedback options should be given.

•Follow up with the customer.


Personal Apology letter or email 


Personal Apology letters or email messages are written where a person accept the mistake and regret for his or her behavior and feel sorry and wish to communicate this to someone very close such as mother, father, wife, brother, sister, friend, girlfriend colleagues or anybody who has value in his/her life. 


In this busy life, we all sometime get frustrated by meeting our personal needs and goals of our life and also get hyper and become rude in our behavior.  Therefore, sometime, we lose our temper and the right perspective and get influenced with the existing situation and behave rude and immaturely with our near ones and also even sometimes with our close surrounding people as well.



But later we think back on these situations and realize that have completely misinterpreted situations or the events and was actually wrong when we thought the other party was.  At the time of self realization, we understand the event better and wish to apologize for the act or mistake committed to that person, and you can only do that by writing a personal apology letter or email message.


Personal apology email or letter can help you in confessing your mistakes and make your close one know that you are very sorry for you what you did and regretting upon the incident. Personal apology should be written with honest feelings.


To Whom can we write the apology letter or an email?  


There is no specific guideline on who can get an apology letter. There can be times when employees write such letters to their seniors, or some other colleagues. By writing this letter you can show high degree of sincerity and professionalism on your part or there can be anyone who can write to anybody who is valuable.


Is writing an apology email or a letter is considered to be a sign of weakness? 


No. Saying Sorry or expressing regret is never a weakness of any human being.  Rather it is a sign of moral strength of an individual or the company to build up a close rapport with its customer in the long run. 


How to make a Professional Apology Email or a letter impressive ? 


Whether you are writing a formal or informal apology letter, one should use apology the first priority in the first line of the sentence.  You can then in second line can describe the event and you act upon it. Because this letter requires explanation this need not be a little long one but it should also be a short and precise as well. You can close it by asking for forgiveness once again and also let the receiver know that he values a lot and what he means as a person or as a client to you or to your business.


Find Free to download various Apology email Sample Template letter, messages format & for quick use and better understanding.



Professional Apology Email
Official Email Sample Format

About this Apology Email :  This Sample template is very useful for those who are working professional or in a Higher Studies and in case of writing an apology letter to your Senior and seeking an apology on the act of delay in submitting the project report or any kind of report or assignment given by your senior.  This kind of letter should be written with utmost care with using very polite and requesting language. This letter should be treated as sample email template only.

Receiver’s Official Email address

Subject:  Apology for delay in submission of Project Report

Greetings of the Day!

Dear Sir,

I am extremely sorry for not able to meet the deadline for submitting the project report.

As committed, the entire Project Report was to be completed by June 10, 2019, which I am failing to meet-up. I am taking this very seriously and working day and night on the project and hope to complete and submit the Project Report latest by June 30, 2019. 

In this apology email, I ensure to do all my possible efforts to make this project a success. I am once again thankful for the opportunity provided to me to work on this project. I am once again thankful for your patience and support.

With apologies

Thanks and Regards

Your Name & Designation

Company Name 

Contact Details 

Professional Apology Letter to Boss 

About this Sample Format:  The below is a professional apology Sample template which is written in a situation where an sub-ordinate seeking an Apology from his / her own boss on the mistake or blunder done by him /her and resulted heavy on company’s reputation and goodwill.  This is very useful for those who are working professionals and land up to a similar situation and seeking apology due to their carelessness act. This kind of letter should be written by using very polite language and showing regret on the incident.  In an organization this apology email should be sent by using the official email address and should be sent on Boss official mail id.   This below apology email content can also be used in form of a letter as well. This should be treated as sample template only.

Sample Apology Letter Template



Receiver’s Name     

Company Name    

Complete Address.

City & Pin Code           

Sub : Seeking Apology

Dear Sir,

The purpose of this letter is to apologize for the mistake committed by me. I had sent incorrect documents to the client. I am sorry for the mistake and understand how much inconvenience and loss my mistake must have caused to the company. 

I understand my apologies will not erase my mistake, still I am writing this letter to apologize for my mistake caused due to my carelessness. Kindly forgive me for this and ensure I shall be very careful in the future.

Thanks & Regards,

Name of the employee

Apology Email to Colleague

About this Email Sample Template: This email message is written in a situation where an office colleague does a mistake and mis-behaved as well and now realizing after the blunder happened.  The person deleted two very important files from his colleague computer which leaded a Loss / delayed submitting quotation and company has taken very strict action on him. The person writes an email to his colleague accepting his mistake and seek apology and regret on the punishment imposed upon because of him. This apology email sample template can use for the similar situation. Need not to say that the language of this email or letter should be polite apologizing with showing regret, using individual business email address makes this official and legal. Please treat this as sample template for example only.

New Email Message

To : ( Mention Receivers Email ID)

Subject:  Regret for the Mistake, seek your apology

                   (You can write subject as appropriate you think)

Dear (address with the name)

I sincerely apologize for my mistake for deleting two most valuable files for filing the important tender.  I just want to mention here that I had no such intention but all this happened due to my carelessness and I deeply regret for this blunder. I completely take the onus for this incident which not only created problem for this company but also make your reputation bad in the eyes of the management due to which you have been punished also.

I once again regret for all this mess and seek your apology and ensure that I will be very careful at my work and never commit such errors or mistake. I spoke to the manager and confessed and explained that this is my mistake not yours and requested him for withdrawal of the strict action taken against you.

I hope this will help and hope to work together again.


Employee Name

Business Apology Letter
Sample Template

About this Letter: This is an apology letter, which is written in a situation where a company supplies goods to its customers and somehow delivery of the goods got late due to strike. The company representative writes an apology letter or email to apologize for delay in goods supply and ensure for delivery of the goods soon. This Sample is very useful for those who are in similar situation. The letter has to be written in a polite language and should be sent using official email ID or company letter head. The below mentioned letter should be treated as sample Format only.


Receiver’s Name     
Company Name    
Complete Address.
City & Pin Code   

Sub : Apology Letter for the Late Supply of Goods

Dear (name of the person),

We regret to inform you that the delivery of the goods that had to reach you by (mention the date) will be delayed because of the strike by the transport union in our State.

We understand that this may contribute to a big loss for your organization to meet up the further timeline. But, we plea that you credence our services that we deeply regret and we want to maintain a good relationship with your company. We are still putting all our hard efforts to deliver your goods as soon as possible.

We further, ensure you that the delivery of your goods to reach you latest by (mention the date) by anyhow. Request you to please understand the situation and co-operate with us. We are committed for our relationship with your esteemed organization and assure you for the best of our services in the future as well.

With apologies,

Yours Sincerely,

Sender’s Name & Designation,
Organization Name 

How to write an Apology Email or letter to a regular Corporate customer on the service complaints.

About this Apology Email ;  The below sample template is more appropriate for an Hospitality Industry Business, wherein a regular cororate customer registered compliant about the service issues faced during their stay in the hotel.  Hotel keep this client into their elite custmoer list and have a very serious concern about their regular business with them. Considering the value and duties, the hotel writes an apology email or a letter accepting the mistake and request for apology and also ensure that this kind of service issue will never come in the future.   This sample template is just for an example as how to write an official and a professional apology email.  Incase of Email an Official email Should be used and when you are writing a letter it should be Written on Company's Letterhead. 

Sample Template

For Letter use Letterhead

For Email Compose a New email message

Mr / Ms. Customer Name          
Company Name & Address 
City State, Pincode  

  Receiver's  Official Email Address :

  Email Subject :  Regret & Apology

Dear (Use Last Name),

On behalf of the ( Hotel or Company Name), I seek your apology for not giving the Services of the usual norms and Standard of our Hotel. We deeply regret for the discomfort and inconvenience caused to you during your stay.  But at the same time, I would like to draw your attention on all your previous experiences which had always been very satisfactory and also request  you to please do not mind this as you are one of our very old and elite customer. 

We apologize for this time and as a gesture of good will offfer you an two days Free stay in our Super Delux Suite includes all your foods. The offer Coupon andother documents are attached herewith.

I hope you will accept this and will surely overlook this last incident / mistake and will continue your old and strong business partnership with your company.

Thanks and Regards

Manager Name

with his official Signature

Apology Letter for a Defective Product
Sample Format or template 

About this Letter: The below is an apology letter written in a situation where a company has delivered a defective product to its customer. The company representative writes this Apology email or letter to apologize for the defective product delivery and regret for the inconvenience. This sample template is very useful at the time of seeking an apology for the mistakes done. Need not mention here that the language used in this type of letter should be very polite and sent either from an official email id or company’s letterhead is to be used at the time of sending an apology letter to the Customer. This letter format should be treated as sample template only.


To ;

Customer Name

Complete Address


Sub: Apology letter for delivering a defective product

Dear Sir or Madam,

We are extremely sorry that the washing machine you bought from us did not function as expected. We usually double check the machine before delivering it to any of our customer so that it should functions correctly. 

We are extremely sorry and sincerely regret for the inconvenience caused because of this incident and suggest you to simply return the washing machine to our nearest outlet to receive replacement or a refund as you wish. 

We again apologize for the trouble caused to you.

WATCH THE VIDEO ON THEME: How to write Apology Letters - Letter Writing in English - Writing Letters For Kids

Here are 10 examples of the most powerful corporate apologies His open letter to customers did the trick, and people appreciated that he.

letters of apology to customers
Written by Akizragore
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