- Sometimes companies come across billing and invoice errors. They are not huge blunders. So they can be corrected. Apologize for the mistake in your letter. Words like "error" and "oversight" help in projecting these matters as minor issues. Highlight the actions you have taken to fix the error. A detailed apology can please the customer.
- Accept your mistake to satisfy the customer. Give the impression that the customer is right.
- Explain the error if it's alright with you.
- Tell the reader in detail what are you going to do about the problem.
- Apologize for the inconvenience.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We thank you for letting us know about the faulty meter reading for which we had charged you. We sent an inspector, and he said that you were right. The 1st reading was not correct. The amount that you should be billed is $100. Please send the original bill for this mistake. We have adjusted the meter and fixed the issue in our records
I am sorry for the error and the problems it might have caused you.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample apology letter about faulty meter reading charges.
Further things to consider when writing apology letters to clients
Apology letters are letters written to express regret towards a past occurrence or action. Simply put, apology letters are a way of putting down in words how you feel about a negative action and trying to make a positive impact on it. A great apology letter can repair your reputation and strengthen your connections. It might be that you have wronged a client or a customer, a professional situation in the workplace has not turned out as you expected, or you have done something terrible to your friend. You want to say sorry about these situations and salvage your relationship, so an apology letter is the greatest way to do this.
Apology letters should be written and sent immediately after the mistake has happened to show that you truly value your relationship with the other person. Begin the letter by stating how sorry you are, admit that you made a mistake, and take responsibility. Try to solve the issue and give suggestions on how you are going to do this. Assure the other party that the incident will not happen again in the future. Apologize again to the end and close the letter with a positive note.
Letters to Clients
Letters to clients are letters a person or organization writes to other people and/or organizations that benefit from the senders' products or professional services. These could be welcome letters to welcome the clients to the organization, introduction letters to introduce a product or service to the clients, or thank-you letters to appreciate clients for their continued support. They could also be response letters to respond to clients' queries or inform letters to notify the clients of important matters like discounts on products and services, relocation of offices, etc. Basically, a letter to a client can be just about anything, as long as whatever you are communicating is business-related.
Letters to clients are business letters, and therefore, they should be formal and professional. Start the letter with a proper salutation. Clearly state the purpose of your letter. If a client is required to take a certain urgent action, make sure to specify exactly what he/she is supposed to do. Be brief and straightforward and avoid adding irrelevant details. Close the letter by warmly inviting the recipient to respond or to take the necessary action. Sign the letter and provide your contact details. Print the letter on the company's letterhead.