In business, sometimes things go wrong. It may be related to your customers, employees or clients. You need to maintain a peaceful relationship with all three of them. It is very important for the goodwill and reputation of your company that your customers, clients, and employees are happy working with you. If you know you went wrong somewhere, don’t take much time and quickly accept your fault, apologizing for the same.
Mistakes are common and are committed by everyone in every field. But the quality to quickly realize your mistake and apologize is very important and makes your company stand out from the rest.
Your clients are also your customers, so you should ensure that they are happy with your service. The ultimate aim of a company must be in keeping their customers happy. Handle their complaints sincerely and seriously and give them proper feedback. This will help you improve your customer loyalty and win their trust. By writing a letter of Apology for a mistake you committed is an opportunity to make the customers know that you care about them and might well be a good chance to impress your clients.
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Letter Of Apology To Client Writing Tips
- Say sorry and apologize sincerely.
- Summarize the problem, explain it appropriately using the right words.
- Emphasize more on the solution and let them know that their suggestions are welcome.
- Address your clients directly, giving it a personal touch.
- Express your apologies, ask them to respond back with any suggestions.
- Make sure you make your client feel that you completely understand their situation.
- Let them know what your further plans are and also list down few solutions the company has thought of.
- Tell the client to choose from those options or suggest a new one.
- Say thank you at the end and treat them as if they are the king.
- After completing, read the letter, understand it and make sure you would have liked it yourself if you were the client.
Letter Of Apology To Client Template
Use our free Letter of Apology to Client to help you get started.
Date: _____ (Date on Which Letter is Written)
Subject: Apology letter
Dear _____(Sir or Madam),
I regret and strongly apologize for _______ (What was the Reason for Apology). I understand that this might have caused you a lot of inconveniences and I assure you that you will _________(offer a positive promise for the next time you interact with them).
We are people who have been on the market for years, and we just want to inform you that such things do not happen often. Please bear with us, and I am sure you will still maintain the business relationship with us and continue taking orders from us.
Please get in touch with us regarding future orders and also if you require any kind of help you can approach us.
Name and Signature
Date: _____ (Date on Which Letter is Written)
We deeply thank you for informing about the problem that has occurred regarding the invoice that was caused because of the mistake from our side. We understand that you received the wrong invoice which included the incorrect amount of bill. I have looked into this matter and have discussed it with the accounts department. After all the investigation, I learned that it was a typographical error which led to creating the problems.
We are sorry for sending you out the wrong bill amount which must have caused you grave inconvenience. I agree that we failed at living up to the standards we had promised, and we deeply apologize for that.
As a result of your complaint, the training has been reviewed by our accounts department. Also, we will surely send you out a new invoice with the exact bill amount. Don’t hesitate to revert to us anytime. You can contact us on __________ or on our email id.
Customer Service Manager
The following is the Email format that has to be followed while writing a letter of apology to clients.
SUBJECT: A letter of apology.
I regret and strongly apologize for the delay in delivering the goods that you ordered to your office. Since you have ordered the items for the first time from our office, it was very difficult for the delivery boys to locate your address and they ended up at a different office. Amongst all this confusion, the delivery was delayed, and they came back to the office. By then, the time was past 10.00 pm, so I ordered to send the delivery the next day. I understand that this might have caused you a lot of inconveniences and I assure you that you will get the next order on time.
We are people who have been on the market for years and just want to inform you that such things do not happen often. Please bear with us, and I am sure that you will still maintain the business relationship with us and take orders from us.
Please get in touch with us regarding future orders and also if you would require any kind of help you can approach us.