Apology Letter by Supplier for Order Cancelation

Apology Letter by Supplier for Order Cancelation

Letters Kate

An apology letter for the order cancelation is written by the company or supplier to the customer to apologize for the cancelation of the order they placed with the company. This type of letter requires proper reasoning by the company to explain to the customer their situation, and it also helps in maintaining good relationships with customers, as no company wants to lose their customers for one cancelation only. Thus, an apology letter should be the company’s foremost priority in case of order cancelation.

Reasons for order cancelation by the company

Every company or supplier’s chase for customers and orders is never-ending, but the company can face issues when they have to cancel the order. Some of the major reasons from the company’s side for order cancelation are as follows:

  • The item ran out of stock
  • The manufacturing unit had to be shut down
  • The courier delivery system is disturbed
  • There is a religious, social, or political emergency in the area
  • Any ban from the government or law enforcement agencies

Key points of a good apology letter

The key to a good apology is consideration and polite reasoning. To maintain a good reputation among customers, the suppliers or companies should abide by the following principles when canceling an order

  • Expression of Guilt: Let the customers know that canceling their order was not even among your last options but had to be adopted somehow, for which you feel regretful.
  • Be responsible: Express responsibility by providing solutions to problems that may arise with order cancellation, e.g., refunding payment.
  • Explain reasons: Briefly explain the reasons why you had to cancel their order and try to be satisfied with it.
  • Apologize: Most importantly, a statement of direct apology should be mentioned in the letter to ask for customer forgiveness.
  • Future Assurance: Remember! You do not want to lose your customers, so do not forget to mention that you will not repeat the mistake in the future and that they should feel secure ordering from you in the future.

Sample Letter

[Customer’s Credentials]
[Customer’s Address]
[Date of Letter

Subject: Apology Letter for Cancellation of Order

Dear [Salutation], [Customer Name],

I hope this letter finds you in good health. We deeply apologize for canceling your order [order number].

With due respect, we will be unable to deliver your order [order number] due to a technical glitch. Due to the COVID-19 situation, the area of our manufacturing unit has been sealed. Due to the ban, our staff cannot reach the unit, which has been closed temporarily.

Considering the security of our workers, we have decided to cancel all orders, including yours. Your order payment will be refunded to your account within 5 working days. We completely understand the inconvenience this may have caused you, but we promise you this will not happen again.

We request you to understand our situation. Looking forward to hearing from you for another order in future.

Regards,

[Representative credentials],

[Job position]
[Company Name]
[Company Address]


File: Word (.docx) 2007+ and iPad
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