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Apology Letter in Response to Customer Complaint

Last Updated On September 19, 2018 By Letter Writing Leave a Comment

An Apology Letter in Response to Customer Complaint is written when a customer complains 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 repeating from time to time and correcting them we need to write apology letters. The customer’s faith in the firm is restored if a perfect response is given. This way, they are able to put aside the issue and understand the fact that companies make mistakes, just like people do.

Whether it is your salesperson, receptionist, or a senior member of the team, asking an apology to the customer for the bad experience if any is essential for any successful business. Every employee is an agent of your company and your brand. 

A bad service experience will inevitably hurt the bottom line and lead to customer depletion. Writing apology letters are always better than asking for the apology via calls or text messages. So, if you ever receive a complaint from your customer do not hesitate to write back an apology letter.

Apology Letter in Response to Customer Complaint Writing Tips

  • 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. If you need additional help or more examples, check out some of the sample letters below.

From,

__________
__________
__________
__________

Date: ______ (Date on Which the Letter is Written)

To,

__________
__________
__________
__________

Subject: Apology Letter in Response to Customer Complaint

Dear _________ (Sir or Madam),

I, _______________ (Your Name and Designation), on behalf of, ____________ (Name of the Company), sincerely apologize to you. We have received a notice from you that you purchased a medicine made by our company, which was expired. 

We, hereby, inform you that this was accidental and the packet of the expired medicine went along with the unexpired packets. I understand that if you would have consumed the medicine, the result could have been fatal. Therefore, we always advise our customers to, kindly, check the date of expiry before consuming any of the products.

We are agreeable to pay you the fine amount mentioned by you in your notice. However, the act being accidental, we request you to not to take the matter to the consumer court. I hope that you will accept our apology and kindly act in our favor.

Hoping to hear something positive from you.

Thanking you.

Yours truly,

_______________ (Name and Signature)

Sample Letter

The following is a Sample of an Apology Letter in Response to Customer Complaint.

From,

George Smith

Mediworld Pvt. Ltd.,

198 High Holborn,

London

WC1V 7BD

December 19, 2016

To,

Susan Morgan

171 Victoria Street,

London

SW1E 5NN

Subject: Apology Letter in Response to Customer Complaint

Dear Sir,

I, the Executive Manager of Mediworld Pvt. Ltd., apologize to you on behalf of the entire staff for delivering the expired food product two days back. I realized my mistake this morning after receiving your complaint letter and, hence, I am writing this apology letter to you. You had ordered the product two days ago, on December 17, 2016, and while delivering it, we, somehow, did not notice the expiry date of the product.

I know that it is our mistake and its consumption would have caused you severe problems. Therefore, we deeply apologize for our mistake and promise to never deliver expired food products in the future. Also, we suggest that you 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 made in the future.

Thanking you.

Yours truly,

George Smith,

Executive Manager

Email Format

The following is an email format for an Apology Letter in response to Customer Complaint.

To: name@email.com

From: name@email.com

From,

Sarah Jones

Pharma Support Ltd.,

198 High Holborn,

London

WC1V 7BD

December 19, 2016

To,

Susan Morgan

171 Victoria Street,

London

SW1E 5NN

SUBJECT: Apology Letter in Response to Customer Complaint

Dear Ma’am,

I, the Senior Manager of Pharma Support Ltd., on behalf of the entire staff, sincerely apologize to you. We have received a notice from you that you purchased a medicine made by our company, which was expired. We, at this moment, inform you that this was accidental and the packet of the expired medicine went along with the unexpired packets. 

I understand that if you had consumed the medicine, the result could have been fatal. Therefore, we always advise our customers to, kindly, check the date of expiry before consuming any of the products. We are agreeable to pay you the fine amount mentioned by you in your notice.

However, the act being accidental, we request you to not to take the matter to the consumer court. I hope you will accept our apology and kindly act in our favor.

Hoping to hear something positive from you.

Thanking you.

Yours truly,

Sarah Jones,

Senior Manager,

Pharma Support Ltd.

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