It is important to know how to apologize to a customer via email because email is fast becoming one of the most effective ways of reaching and winning back dissatisfied customers.
Sample 1: Apologizing To a Customer
This is a general template for businesses and companies to use as a guide when tendering an apology to a customer who was dissatisfied with our products or services
Suggested Subject: Subject: We Sincerely Apologise for the Inconvenience
Dear Mr Stevens,
The situation you presented in your email was quite disheartening. We are so sorry you had to go through that. We will do our best to resolve it. Santana Furnishings has your best interests at heart.
In your email, you mentioned that the sofa you purchased three days ago at our Chicago store had multiple holes underneath, which you did not notice at the time of purchase.
Mr. Stevens, on behalf of the company, I sincerely apologize for the inconvenience you must have experienced because of this defect. We are so sorry. Our team from the local store will visit you by 3 pm tomorrow to resolve the issue.
Please let me know if there is anything else we can do.
Thank you.
Best Regards,
Leo Stark
Client Relations, Santana Furnishings
LLC808-585-0600
Sample 2: Apologizing To a Customer
This is another template that you can use to write a formal apology to your clients via email
Suggested Subject: We are so sorry about your experience
Dear Miss Edward,
Thank you for your email regarding the defect you noticed in our products.
We are sorry about this situation. To provide comprehensive detail on the nature of the defect in the robotic arms we supplied, our team of engineers will be at your factory this afternoon.
Your company and ours have had a good relationship over the years. This situation made us sad. We will do our very best to rectify it.
We apologize for this unfortunate situation again.
Thank you very much.
Regards,
Adam Smith
Quality Control,
Compact Technologies
252-004-0679
Sample 3: Apologizing To a Customer
Suggested subject: We sincerely apologize for the inconvenience
Dear Harry,
Your email regarding your unpleasant experience at our hotel has been noted. We were very sad when we read your email this morning regarding the poor customer service you received at our hotel during your stay two weeks ago.
We are so sorry that you had such a disappointing experience with us. Ocean View Suites seeks to give all our customers excellent customer service.
You noted, in particular, the attitude of the busboy stationed on the floor of your suite. We are pleased to inform you that he has been summoned and is presently answering a query from the management.
We sincerely apologize for the inappropriate behavior of one of our staff members and the general poor experience you had while at our hotel.
Meanwhile, we have just mailed you a $200 shopping coupon from the company to be used to purchase anything you want at Wal-Mart.
Please accept it as our way of saying we are sorry.
Thank you.
Warm regards,
Johnson Cooper
Managing Partner, Ocean View Suites
506-505-0611
Sample 4: Apologizing To a Customer
This email is sent by a business to a customer who has experienced a delay in the delivery of their order. The email expresses the company’s regret for the inconvenience and offers compensation to make up for the delay.
Suggested Subject: Apology for Delayed Delivery
Dear [Customer’s Name],
I am writing to apologize for the delay in delivering your order. We understand how frustrating it can be to wait for your purchase, and we sincerely apologize for the inconvenience caused.
We experienced unforeseen issues with our supply chain, which caused delays in processing and shipping your order. However, we have taken corrective measures to prevent such incidents from happening in the future.
To show our commitment to providing excellent customer service, we would like to offer you a [discount, free shipping, or other compensation] on your next order. Please let us know how we can make it up to you.
Thank you for your understanding, and we hope to have the opportunity to serve you better in the future.
Sincerely,
[Your Name]
Sample 5: Apologizing To a Customer
This email is sent by a business to a customer who has received inaccurate information from their customer service representative. The email expresses the company’s regret for the mistake, offers compensation, and assures the customer that corrective measures have been taken to prevent such incidents in the future.
Suggested Subject: Apology for Inaccurate Information
Dear [Customer’s Name],
I am writing to apologize for the inaccurate information that you received from our customer service representative. We take full responsibility for the misinformation provided, and we understand how frustrating it can be when you receive incorrect information.
We have investigated the matter and taken corrective measures to ensure that such incidents do not happen again. Our team has undergone additional training to improve our customer service standards.
To show our commitment to providing excellent customer service, we would like to offer you a [discount, free service, or other compensation] on your next purchase. Please let us know how we can make it up to you.
Thank you for bringing this to our attention, and we hope to have the opportunity to serve you better in the future.
Sincerely,
[Your Name]