Laptop - Letters Etiquette

Apology Letter to a Customer

Apology Letter to a Customer
Writing a letter of apology is an extremely difficult but very important task. The reputation of a business or company and the future association with a client or customer is dependent on being able to respond to customer complaints with an appropriate customer apology letter that resolves all the issues that have been raised. Mistakes happen in business, turn a negative situation into a positive one by exceeding your customer's expectations with a fast response and a satisfactory conclusion to the problem.

Apology Letter to a Customer
An Apology Letter to a Customer is important and requires a formal format using the correct wording and etiquette. Generally you will not know the recipient personally so the format of an apology letter to a Customer is written in a formal style, applying the correct protocol and etiquette.

Letter Format

 

Sample Apology Letter to a Customer Format
The sample format, wording and writing etiquette is all you need to enable you to write a professional Apology Letter to a Customer and diffuse a difficult situation by using the correct format and wording etiquette for an apology letter. The sample format provides a good example of how to write an apology letter to a Customer that includes the proper way to start and close these types of letters and the proper salutation. The following link provides access to a short, but highly effective, free training presentation on letter writing:

Some things to consider when writing a customer apology letter
Some important things to consider when writing a customer apology letter are:

Put yourself in the customer’s shoes – how would you feel in a similar situation?
Always acknowledge the feelings of the customer before you address the issues
Take the positive approach: Emphasise what you CAN do and Minimise what you CAN’T do
Try to provide a reason for what occurred
Don’t blame computers, procedures, systems or staff!
Concentrate on what the customer wants and how you can help
Take Accountability – Get the Complaint resolved
Escalate the problem, if you cannot help the Customer
Avoid the dangers of personalising, internalising or denying!
Impress that you care

How to write an apology Letter to a Customer - Format & Template
The following example provides the format and template with suggested wording designed to show you how to write an apology Letter to a Customer.

 

How to write an apology Letter to a Customer - Format & Template

Apology Letter to a Customer FormatSample Apology Wording and Etiquette

Letter Heading / Company logo

Address Details
Tel. Details
Fax Details
Email Address

Reference Number:
Date

Customer Address Details

Dear xxxx,

                  Re:

First Paragraph

Second and Subsequent Paragraphs

Closing Paragraph

Yours sincerely,

John Brown

First Sample Paragraph
I was most concerned to receive your letter dated _____________ regarding__________

Main Body Sample Paragraph
Respond to each issue raised in this part of your letter...

Apologise when appropriate...
Show empathy - I appreciate how frustrating…

Emphasise what you have done or can do...

The company aims to consistently deliver a professional service to our customers and I would like to state that on this occasion the level of service you received was  unacceptable.

Closing Sample Paragraphs
Create the correct lasting impression – the last thing you say, will be the first thing the customer remembers

Thank you for bringing this matter to my attention and I sincerely hope that that you will have no further cause for any complaint in relation to our service.

I apologise for the annoyance/inconvenience that this may have caused to you. The company is actively working to improve service levels and your feedback has proved to be invaluable.

Sample Apology Format & LayoutSample Apology Wording Etiquette
 

How to write an apology Letter to a Customer - Watch the Video!
We have provided a short video on how to write an apology Letter to a Customer containing a simple step-by-step guide to writing letters using a professional format, etiquette and wording.

 

How to write an apology Letter to a Customer Video

 

How to write an apology Letter to a Customer

Confronted with a task? Need to write an apology Letter to a Customer? Not sure where to start? Our Samples and Examples Help! Writing letters can sometimes be difficult or tricky. Our video sample provides a good example of how to write an apology Letter to a Customer and is designed to provide some inspiration to approaching this task. Save yourself some time and look at the video example with the correct format and layout to use when writing an apology Letter to a Customer.

Writing Letters

Examples of writing letters

 

Laptop - Letters Etiquette

Apology Letter to a Customer

Format, Etiquette, Samples and Examples
Improve your writing skills with format examples
Professional format and wording
Apology Letter to a Customer format for office and home use
Standard Format and wording etiquette
Heading and Address format
Salutation & Closing - how to start and end
Video example and sample of how to write an apology Letter to a Customer
 

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How to write an apology Letter to a Customer

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