Business Apology Letter to Customer

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Sample Template Example of Business Apology Letter to Customer in Word / Doc / Pdf Free Download


APOLOGY LETTER TO CUSTOMER FOR DAMAGED MATERIAL & PRODUCT RETURN: CREDIT ISSUED, NO RETURN FEE

[DATE, ex. Wednesday, June 11, 2016]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

If you are not satisfied, we have not done our job properly.  I’m sorry that you are not pleased with [STATE PRODUCT(S) our Magnaflux compressor] (invoice #[INVOICE NUMBER]).  I will immediately issue you a credit in the amount of $[AMOUNT], to be used against your next bill.

As you may know, we usually charge a [X]% [restocking / return etc.] fee to cover the costs we incur to restock and repackage the product; however, I want to keep you satisfied.  I have waived this fee for you.

{ADDRESS THE REASON FOR THE RETURN AND TOUT ANOTHER PRODUCT, IF APPLICABLE, ex. I understand that operating temperature is a key concern for you.  May I take this opportunity, Mr. Smith, to suggest our R3B model?  This model will interface with your existing machinery and operate at far lower temperatures.  I will be pleased to discuss the R3B’s features with you at your request.}

Please call me at XXX-XXXX if I can serve you in any way.

Sincerely,


[YOUR NAME, ex. Jill Jones]

Apology Letter to Customer for wrong Billing

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Sample Template Example of Apology Letter to Customer for wrong Billing in Word / Doc / Pdf Free Download


APOLOGY EMAIL TO CUSTOMER FOR MISTAKE / INCORRECT INFORMATION / BILLING ERROR: CHARGED TOO MUCH, CUSTOMER HAS NOT NOTICED

[DATE, ex. Wednesday, June 11, 2016]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

Since we value your business greatly, I have been inspecting our invoices to ensure that we have made no errors.  Unfortunately, however, I have uncovered an error on invoice #[STATE INVOICE NUMBER].  Please accept my apologies for over-billing you by $[AMOUNT].

I will immediately nullify that invoice ( [STATE INVOICE NUMBER, ex. #A423F] ) and issue you a correct one, as follows:

[LIST NEW INVOICE DETAILS, ex.
            5 Magnaflux compressors @ $4,000                    $20,000
            Tax @ 5%                                                            1,000
            Total                                                                 $21,000]

Let me assure you that I will personally inspect our invoices to you in the future to ensure that there will be no further errors.  Feel free to contact me at XXX-XXXX if there are any other issues you wish me to address.

Sincerely,


[YOUR NAME, ex. Jill Jones]

Apology Letter in Response to Customer Complaint

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Sample Template Example of Apology Letter in Response to Customer Complaint in Word / Doc / Pdf Free Download


APOLOGY TO CUSTOMER FOR BILLING ERROR: CHARGED TOO MUCH, CUSTOMER COMPLAINED

[DATE, ex. Wednesday, June 11, 2016]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

Thank you for your [STATE FORM OF COMMUNICATION, ex. telephone call yesterday], which prompted me to check our records.  You are absolutely correct.

In error, we have over-billed you by $[AMOUNT] on invoice #[ INVOICE NUMBER].  [STATE NATURE OF ERROR, ex. Instead of charging you for the four units you ordered and were shipped to you, we charged you for five.]  Please accept my apologies.

I have immediately nullified the incorrect invoice ([INVOICE NUMBER, ex. #A423F]) and issued you a new one as follows:

[LIST NEW INVOICE DETAILS, ex.
            4 Magnaflux compressors @ $5,000                    $20,000
            Tax @ 5%                                                            1,000
            Total                                                                 $21,000]

Let me assure you that I will personally inspect our invoices to you in the future to ensure that there will be no further errors.  {STATE INCENTIVE, IN ANY, ex. Since I feel embarrassed over the matter, I will offer you a 5% discount on your next order.}  Feel free to contact me at XXX-XXXX if there are any other issues you wish me to address.