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Apology Letter in Response to Customer Complaint

This kind of apology letter is written when a customer companions regarding a product or material to the shop or departmental store. An apology letter is therefore given by the store to the customer on receiving the complaint from him or her. Mistakes keep happening from time to time and to rectify it we need to write apology letters. Writing apology letters are always better than asking for apology via call or text message. So if you ever receive a complaint from your customer do not hesitate to write an apology letter.

  • The subject should be clear
  • Do not make spelling mistakes
  • The letter should be grammatically correct
  • Ask for an apology and promise to never commit the same mistake again
  • Keep the language of the letter formal and at the same time polite
  • Address the customer while writing the letter

Apology Letter in Response to Customer Complaint Template

Use our free Apology Letter in Response to Customer Complaint to help you get started. Simply download the .doc or pdf file and customize it. If you need additional help or more examples check out some of the sample letters below.

 

From,

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Date: _____ (Date on Which Letter is Written)

To,

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Subject: Apology letter in response to customer complaint

Dear _____(Sir or Madam),

I _______________(What is your name and designation?) on behalf of my company ____________ (What is the name of your company?) sincerely apologize to you. We have received a notice from you that you purchased an expired medicine made by our company. We hereby inform you that this was unintentional and the packet of expired medicine went along with the unexpired packets. I know that if you would have consumed the medicine the result could have been dangerous. Therefore we always advise that please see the date of expiry before consuming any of the products. We are ready to pay the fine amount mentioned by you in your notice. However, we request you not to take the matter to consumer court. I hope you will accept our apology and kindly act in our favor. Hope to hear something positive from you.

 

Thanking You

Yours truly,

 

Name and Signature

 

Download Template (Doc and PDF)

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Apology Letter in Response to Customer Complaint Sample, Email and Example/Format

Sample

From,

__________
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Date: _____ (Date on Which Letter is Written)

To,

__________
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__________

Subject:  Apology letter in response to customer complaint

Dear Sir,

I the executive manager of XYZ store apologize on behalf of all the staffs to you for delivering expired food product two days back. I realized my mistake this morning after receiving your complaint letter and hence writing this apology letter to you. You had ordered for the product two days back and while delivering it, we somehow did not notice the expiry date of the product.

I know it is our mistake and its consumption would have caused you severe problems. We deeply apologize for our mistake and promise to never deliver expired food products in future. Also we suggest you to check the expiry date of the product before opening the seal. Once again we apologize to you and you can trust us as will see to it that such mistakes are not committed in the future.

Contact no:

Email id:

Thanking You

Yours truly,

 

Name and Signature

 

Email Format

Apology letter can be written against complaint. If anyone make a complaint for anything then the same person needs to apologies for the complaint made. The apology can be verbal or written in this case but if the complaint is formal apology should be in a way of writing. This kind of apology letter address to the person who has made a complaint with his named and address mentioned on it. It should state the reason for which the complaint has made and apology for the same.

Dear, Mr. Jackie

I Mr. Derek E. Dalrymple-Customer Relation Manager on behalf of my company Hindustan Unilever Pvt. Ltd sincerely apologies to you. As we receive a notice from your side that you had purchase an expired medicine of our company. We hereby inform you that this was unintentional and the packet of expired medicine was undoubtedly gone along with the unexpired packets. I know if you would have been consume the medicine the result would be dangerous therefore we always advice that please see the date of expiry before consuming any of the products. We are ready to pay to the fine amount mentioned by you in your notice. But we request to you that please don’t take the matter to the consumer court. I hope you will accept our apology and kindly act in favor of us. Hope to hear the needful from your side.

Mr. Derek E. Dalrymple
Customer Relation Manager-Hindustan Unilever Pvt. Ltd
3364 Short Street
Austin, TX 78701

 

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