An apology letter is written by a customer to express regret for canceling an event, order, subscription, service, or contract. The customer can have various reasons to cancel an order, but they should be cordial enough to apologize to the company from which they ordered since it can turn into a financial loss for that company. Thus, the customer is issued a formal letter to apologize for the cancellation, along with the reason for the cancellation and details of the order.
Purpose of writing an apology letter
An apology letter is a multi-purpose, highly effective letter, enabling the customer to maintain respect and fulfill the due process. Cancelation of an order already placed requires a process to be fulfilled since it has to be cleared from the company’s system and needs to stop the delivery. If the payment has already been made, it also serves as a request letter for a refund. Most importantly, you do not want to leave with a reputation, of not being able to reorder in the future, therefore it saves reputation as well.
Reasons for order cancelation
There is always scope for human errors or natural emergencies, which may lead to situations where one must cancel an order. Some of such reasons which may require an order cancellation are as follows:
- Urgent traveling plans
- Financial or personal emergency
- Change of mind
- To reorder the item on sale
- Health or security concerns
- Natural disasters in the area
A sample apology letter for the cancelation of the order by the customer is given below:
Sample Apology letter
Subject: Apology Letter for Cancellation of Order [Order Number]
To whom it may concern,
I hope this letter finds you well. I am writing to express my regret over the cancellation of my order [order number].
It is informed with sincere apologies that I have to cancel my order [order number], placed on [date of order]. I purchased 6 curtains from your home linen collection, with order IDs 678, 987, 098, 345,546, 190, and 632, respectively. Your similar items went on sale the very next day I ordered them. Therefore, I apologize for canceling the previous order, and I would like to proceed with a new order at a discounted price.
I had already paid $8000/—for the curtains through my credit card [card number] on [date of payment]. Since your company’s policy is that items other than sales can be exchanged, I would like to exchange them for sale items. Please settle down my payment in that account. I hope you can refund the leftover amount to my account.
Looking forward to your response. Thank you for your consideration.
[Customer’s Name]
File: Word (.docx) 2007+ and iPad
Size 18 Kb
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