GUIDELINES

  1. Acknowledge your mistake and apologize for it.
  2. Express regret, apologize again and assure the customer that it will not happen again.
  3. Make an offer to reduce inconvenience felt by the customer.
  4. Say sorry again and express a desire to retain them as a customer and thank them.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

We would like to apologize for the interruption in viewership that you have been experiencing since Monday evening. We understand that you were disconnected despite having paid your monthly subscription for this month.

First of all, let me express my deepest regret for the mistake and I sincerely apologize for any inconvenience this has caused. It was a mistake from our side, and we take full responsibility for it. We have taken stringent measures regarding this issue, and we would like to assure you that no such incident will ever occur in the near future.

We at XYZ Ltd value our customers, and our main priority is to ensure that our customers are satisfied. In view of this, we offer you six months free subscription to your package so as to regain your confidence in us.

Once again, please accept our sincere apologies for the inconvenienced caused. We value you, and it is our desire to retain you as a customer in the coming years. Thank you for your understanding.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Sorry for the inconvenience letter.

Further things to consider when writing sorry letters to customers

Further things to consider when writing sorry letters to customers

Sorry Letters

I'm sorry letters are letters you write to regretfully acknowledge a mistake, offensive behavior, or failure. Such letters are also written to comfort others at a time of disappointment or grief. I'm sorry letters should be sincere to make sure that the message is effective and that it doesn't cause more hurt. Although sometimes saying I'm sorry in person may convey more sincerity, there are other times when a written 'I'm sorry' might be the preferred method or otherwise your only option. It could be a personal or business I'm sorry letter, but either way you need to acknowledge the recipient's hurt feelings.

Excellent I'm sorry letters are brief and usually carry the intended message clearly. Start by mentioning what your letter is about. State exactly and descriptively, what you are sorry for, without adding unnecessary details. Acknowledge that you know how much the recipient is hurting. Express your gratitude and mention other achievements the recipient has had in the past to show that you really appreciate him/her and you are sorry for what he/she is going through. Offer suggestions that will make the situation better. Say sorry again at the end of the letter and close positively.

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.

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