Apology letters are highly valued in the business world. Many businesses believe in apologizing for any inconvenience caused to their customers. These letters never let down the business; they strengthen the relationship between the customer and the business.
Sometimes, the business cannot deliver the product to its customer for a specified time. The customer may write a complaint letter to the company. The best way to rectify the mistake of delaying the product shipment is to write an apology letter.
An apology letter is written formally in businesses. It shows that you value the reader. The one thing you should always keep in mind when writing an apology letter is to write it on time.
Apologizing late or writing an apology letter with many mistakes can put you in trouble instead of sorting things out between you and your customers.
How to write an apology letter?
Format the letter well:
The format of the letter should be formal and professional. If you don’t know the correct format to structure your letter, search for one and then proceed.
Add proper subject:
The subject of the letter should be written in clear words. This enables the reader to know the purpose of writing the letter. It is one of the best approaches to writing any formal business letter.
Apology at the start:
Since it is a formal letter, you do not need to add unnecessary details. You can start the body of the letter with the apology statement immediately.
Admit your mistake:
Admitting your mistake is a very positive gesture that every customer likes. If you think you have wronged the customer by delaying material shipping for any reason, you should admit that. Also, assure the reader that you will not do that again, as you value your customers more than anything.
Sample Letters
#1
With extreme regret, we would like to confirm that we have received your letter stating that the materials have not been delivered yet. Thank you for sending us all the details regarding the order.
We have just touched base with our warehouse, and they can confirm that the order is still sitting in the warehouse and has yet to be dispatched. There has been a delay in the dispatch due to a technical glitch in our system. Please accept our sincere apologies. We are happy to pay any penalty or fine required.
MS Word File -112 KB Size
#2
This letter concerns order number E25. We are incredibly sorry for the delay in the delivery of the materials. We were flooded with unexpected orders this month, and we could not complete them all due to a shortage of resources. Our production runs have been slower than usual, resulting in late or no deliveries at all.
We have hired extra staff to compensate for this delay and are running additional production runs. We plan to make up for this dispatch in the next three days. We are sorry for the trouble caused.
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