- This letter should be written soon after the incident. It sometimes makes sense to take up the responsibility of an offense even if you are not the offender. For instance, you may be the offender's manager. Your letter would matter even if the offender writes a letter apologizing for the damage.
- Start with a direct apology to your offense.
- Express your gratitude for the reader's concern. Also, acknowledge the inconvenience caused to the reader.
- Mention the measures you have taken to rectify the error. You may choose to offer some compensation or restitution if necessary.
- End on a positive note.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
From the side of Jinn Corporation, I want to apologize for the ill treatment meted to you from one of the support representatives of our organization. Our support staff is instructed to mitigate the problem, not add to it. When something like this happens, we sincerely want to know the cause behind it. We thank you for letting us know about this one. The responsible operator is facing a probation period and has been made to have a special relations and communication class. Jinn Corporation wants to provide proper treatment to the customers. Please find some discount coupons that are put inside this envelope as a way of expressing our apology.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Apology sample letter for ill-treatment by someone else.
Further things to consider when writing apology letters to customers
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 Customers
Letters to customers are letters written by businesses to people or organizations who buy goods and services from these businesses. These letters can be addressed to specific customers or to all customers, depending on the issue. If you own a business, there are many times you may find it necessary to write to your customers. For example, you may want to send apology letters for billing errors, collection letters to those who owe you money, follow-up letters after initial customers' visits, marketing letters to promote conference events, etc. Constantly writing to your customers is essential as it makes the customers feel valued and strengthens the company-customer relationship.
All letters to customers are formal. Therefore you should maintain a professional tone. Address the customer by his/her name instead of "Dear valued customer". Thank the person for being your customer. Convey your message clearly and concisely without mixing information. Separate important information and label it with subheadings. Avoid putting off the customer with detailed terms and conditions. Instead, put these on a different page. Tell the recipient how to contact you and how to stop receiving letters. Conclude with a positive remark. Write your name and hand sign the letter.