Apology Letter for Customer

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Everyone wants to buy a product which has a better specification and has a good customer support service which is a rising demand for the present generation. So, first of all, it is necessary to know that what is customer support service and why it is needed?

“Customer service is the provision of service to customers before, during and after a purchase”. The Customer service is provided by making a phone call, by e-mail and by text message. It is one of the important priority that an organization gives to its customers which allow them to ask about the product description its handling and also to make a complaint about the product after purchasing. Regarding technology products such as mobile phones, televisions, computers, software products or other electronic or mechanical goods, it is termed Technical support. Customer service has also become an important factor for an organization to stand in the market. A company with excellent customer service is more likely to get repeat business from customers.

Feedback Strategy

Many organizations have implemented feedback loops that allow them to capture feedback at the point of experience. It allows companies to improve their customer service before the customer defects. This helps the organization to get publicity as the consumers will likely to tell two or three other people about their experience.

But in some cases, the customers are not satisfied with the services or the organization is not able to provide proper assistance to their consumers due to many reasons which exist by organization side( like key staff changes, recent internal update, office relocation, etc…). This may affect the organization performance due to negative feedback and affect the trust among the people which make negative publicity of the organization in the market. So it is necessary for an organization to keep its trust among the people and this can be done by making an apology to the consumer by sending an apology letter to them.

How to Write an Apology Letter

An Apology letter should contain the cause of unsatisfaction and must ensure them that this unsatisfaction will not cause again by mentioning some remedial steps.

If there is a need to provide further assistance to the consumer then the organization should give some attractive services like free product maintenance, free upgradations, etc… This will help the organization to retain its trust among the consumers.

Sample of an Apology Letter

A sample of an apology letter is written below:

Dear {Customer Name}

Please accept our sincere apologies for the inconvenience you may have experienced in respect to {the issue}.

The main aim of {Organisation Name} is to provide customer satisfaction. Unfortunately, we did not meet your expectations. We have taken a review of the situation and the cause of unsatisfaction arises due to {cause of unsatisfaction}.

We have taken certain steps to ensure that this will not happen again by {remedial steps}.

{If further assistance is necessary:}
Because of this serious oversight, we are going to provide you with {attaractive services that will be provided to the consumer}.

We deeply value your relationship with {Organisation  Name} and are committed to providing you with the highest level of service. If you have any further questions or comments regarding this matter, please feel free to discuss it with us at {email, phone#, website, etc…}.

Yours in service,
{Organisation Representative}

Download Apology Letter in Word Format here:


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