One of the hardest things to do in life is to apologize. Committing mistakes is part of life, but some people find it difficult to admit their wrongdoings or mistakes. If you cannot do it in person, then writing an apology letter can help in proving your sincerity.
It is wise on your part to write an apology letter as soon as possible after the incident only then it will be effective. Acting smart can make the difference between saving or ending a business relationship. Everyone makes a mistake but making an error in the corporate world can be very costly and may even lose you, clients, therefore business apology letters are very crucial. These letters are written keeping in mind that a customer is always right. The wording, tone, and style of the letter should reflect how sorry you are and encourage the client to forgive you. Use one of the sample letters provided here as a guide.
Business Apology Letter Writing Tips
- Pretend you are the customer and imagine what he or she went through. This will ensure the right tone is set in the letter.
- Do not make excuses. Take full responsibility for the mistake.
- Share the steps that will be taken to ensure the same mistake is not made in the future.
- Offer the customer something (either in cash or kind) to make up for this error and to accommodate what he or she experienced.
- Close the letter respectfully and mention you would like to continue to work with them.
Business Apology Letter Template
Use our free Business Apology Letter to help you get started.
From, (Sender’s name and address)
Date: _____ (Date on Which Letter is Written)
Subject: Business apology
Dear _____(Sir or Madam),
We have received your complaint letter dated ___________ (What is the date of the letter?). You have mentioned the non receipt of the consignment of the material that we posted a week back. I assure you that the material was packed and sent on the required date without any delay. I have personally checked with our Mail and Packaging department. They have shown me the details of the delivery.
However, since you have not received it so far, I shall take up the matter with the courier company. Rest assured that your consignment will reach you within a week.
I take this opportunity to apologize for the delay. I shall personally look into the matter. I request you to kindly intimate us the moment you receive the material.
Once again, our sincere apologies.
Name and Signature
Indocorp Pvt. Ltd.,
Subject: Business apology letter
It is a lot of concern and regret; we received your (letter, e-mail, phone call, etc.) outlining the matter you had with our service.
Firstly, on behalf of (the company/person), I prefer to, in person apologize for your embarrassment. We settle for full responsibility for the error, and I assure you that the area unit is taking the required steps to stop it from happening within the future. Many thanks for helping us to get this problem to our attention.
We worth our customers and request you to please be happy to still offer feedback concerning our services. If you’ve got any more queries or would love to debate this matter further, please be happy to contact at my personal number (provide contact details). We look forward to continuing serving you as a valued client.
Thank you for your priceless support,
The following is an email format to be followed for a business apology letter.
Subject: Business Apology
Dear Mr. Hadley,
We receive your complaint letter dated 12th June. You have mentioned the nonreceipt of the consignment of the products that we had sent out a week back. I can assure you that the products we packed properly and sent out on the same date (enclosed is the receipt of transportation). Also. Will get back to you as soon as I receive any detailed transportation information from the company.
However since you have not received it so far, I shall take up the matter with the courier company. Rest assured that your consignment will reach you within a week.
I take this opportunity to apologize for the delay. I shall personally look into the matter. I request you to intimate me the moment you receive your material kindly.
Once again our sincere apologies,