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Apology Letter To Customer

How to write an apology letter to a customer for poor service provided

[City], [State] [Zip Code]

April 15, 2024

[First Name] [Last Name]
[City], [State] [Zip Code]

Subject: Apology

Dear [Mr. / Ms.] [Last Name]:

Thank you for telling us about the problem that you had with our business and the poor service that we provided to you. We try to provide the best service possible to all of our customers, so it is very important for me to know when we don't meet expectations.

I certainly understand how disappointing this must have been for you. I am sorry that we provided poor service, there is no excuse for this. I would like to offer you the enclosed gift card in the amount of $[00.00]. Your business with us is important and we hope that you will continue to use our services.

To ensure that this is not a problem again, our manager will be conducting a re-training session with all staff immediately. This training will review our policies that were not followed to make sure that this does not happen again. I will also be communicating in writing to all staff, reiterating the high standards and values that our company was founded on and continues to hold.

Thank you again for your time and bringing this matter to my attention. Please do not hesitate to contact me at anytime.


[First Name] [Last Name]
[Title / Position]

Enclosure: Gift Card for $[00.00]

Free Download

Apology Letter

Your First Name

Name of Business

Type of Business

Email Address

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Template & Tips When Apologizing

Brainstorming - What Can I Do

Offer a gift card for future service or products

Give a refund and let the customer return the product

7 Reasons To Apologize

(1) Bad service
(2) Delay with delivery
(3) Defective product
(4) Overcharge
(5) Rude behavior
(6) Long wait
(7) Wrong product

What To Include In Your Apology

Promptly and clearly demonstrate to the customer that you understand the grievance and have already taken action and made changes that displays that your company will do things differently.

Step By Step Template

  1. Take responsibility
  2. Empathize
  3. Apology
  4. Offer to make things right
  5. Promise to make changes
  6. Closing

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