GUIDELINES
- It's better to write an apology letter soon after a big mistake. If you can't take full responsibility, then you should not apologize. Don't put the blame on anyone else's shoulders, including your reader. You can win back the trust of a concerned customer by apologizing to him/her.
- Start your letter straight away with your apology.
- Explain what happened but don't excuse. Be brief at this point.
- Then tell about the actions you have taken (or you will take) to make things right.
- Tell the reader about your concern. At the same time, your letter should end with a positive statement.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I apologize for the mistake of sending you a wrong sized blazer. Such kinds of errors rarely occur, but they do happen sometimes. We just sent you a new piece to correct our mistake. Please send us the wrong blazer back as soon as you receive this new delivery. We have included packing material, and we will take care of the cost of the delivery.
I am also attaching a 30% reduction promo coupon so that you can buy at a cheaper price for us the next time.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter apologizing for an error in the product.
Further things to consider when writing apology letters to clients
Apology Letters
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.
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