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Apology Letter to Customer for Error

As we serve our customer’s mistakes, do occur in various procedures that form part of the business. If these matters are not correctly addressed, they can result in loss of customers and poor relationships. As a responsible company/business, you must take the initiative to promote customer satisfaction. Writing an apology letter to customer for error is an excellent way of maintaining a good relationship with your customers and growing your business.

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If you have never done this before, you may experience difficulties in the format and the words to use. Sample apology letter to customer for error will make your work easier.

Letter Format

  • Use words that express sympathy and regret.
  • Apologize for the error and acknowledge responsibility for the mistake Offer a practical solution to the customer.
  • Thank your customer.

Apology letter to customer for error

Company logo

To

……………

……………

……………

 

(DATE)

 

Dear sir/madam,

 

Re: (subject)

We acknowledge receipt of your complaint on (state the exact error and the date), kindly accept our apologies. This is a rare occurrence in our company, and we take full responsibility for the error.

At (COMPANY NAME), we uphold high standards of service to all our customers. We took the complaint with the seriousness it deserves, and we investigated your case and noted how the error occurred (state how the error occurred in a few words).

We have made the necessary corrections to the error, and you can view the attached (state the documents), with the correct information.

Besides, we have put the following measures to ensure that the error is not repeated in future (enumerate the measures).

Thank you for being our trusted customer, and we promise that the same mistake will not occur.

Yours faithfully,

(Signature)

(Name and designation)

Apology Email Format

  • Be clear and specific in your mail.
  • Avoid excuses for the error.
  • State the solutions for the error.
  • Appreciate their feedback and loyalty.

Apology Email to a customer for error

(Name of customer),This email is in response to an error in your (state the document/type of error). We sincerely apologize for the error.

At (COMPANY NAME), we are committed to excellent customer service. We have done a critical look at your concerns and noted the said error. This is not the norm in the company, and we promise that it will never happen in again.

We have made the necessary corrections and send the correct (state what you have sent). Besides we have put strict measures to avoid such occurrences in the future.

Thank you for supporting our business and being among our best customers. We value this relationship and promise to do our best to make it better.

Best regards,

(Name)

(Designation)

(Company)

Below are some common sample apology letters to a customer for errors. Use of sample when writing apology letters to customers for errors makes your work easier.

Apology Letter to Customer for Billing Error

This letter is written to apologize for billing errors raised by a customer. It should include measures of what was done to correct the error. It should follow the format of a formal letter.

Sample apology letter to customer for a billing error

(Date)

To

……………

……………

……………

 

Dear sir/madam,

 

Ref: Apology for a billing error

 

We take this opportunity to apologize for a billing error for this your water bill for the past month. Thank you for alerting us about the error.

After thorough scrutiny of the bill, we realized that the bill had an error. Kindly receive our apologies.

Find the amended bill that is attached to this letter. We promise that this will not happen in the future.

Thank you for understanding and continue with the patronage.

Sincerely,

(Signature)

(Name)

(Designation/Company)

Apology Letter to Customer for Shipping Error

The letter is written to apologize for shipping a customer’s products to the wrong destination. It must address what happened and the corrective measures taken.

Sample apology letter to customer for shipping error

(Date)

To

………….

………….

………….

 

Dear/madam,

Re: Apology for shipping error

We would like to pass our sincere regrets and apology for a shipping error for your order (state the order number). This was not an intentional error, and it rarely occurs in our company. We take full responsibility for any inconveniences caused.

Your goods have been shipped to the right address. We promise that this will not be repeated in the future. We have put necessary actions to prevent re-occurrence of the same in days to come.

Thank you for your understanding and being our valued customer.

Yours,

(Signature)

(Name)

(Designation)

(Company)

Apology Letter to Customer for Accounting Error

Small accounting mistakes can ruin your relationship with your customer. This letter is written to apologize for the errors. It also offers a solution for the mistakes.

Sample apology letter to customer for an accounting error

(Date)

To

………….

………….

………….

 

Ref: Apology for an accounting error

 

Dear sir/madam,

We write in response to your complaint dated (indicate the dates) concerning an accounting error from our side.

Our accounting team was able to track the error and identified how the mistake occurred. We have corrected the error and credited your account with (indicate the amount USD….).

This makes your new account balance to be (USD…).

Thank you for alerting us about the error. We are committed to building a lasting business relationship with you as one of our best customers. Adequate corrective actions have been put in place to ensure that this doesn’t occur in future.

You can contact our accounts office if you require further clarification.

Thank you.

Yours faithfully,

(Signature)

(Name)

(Designation)

(Company)

Apology Letter to Customer for Human Error

Man is subject to errors. Human errors can create a conflict between a business and its customers. If these errors occur, the first step should be to write an apology to the customer, then correct the mistake. The aim is to maintain a healthy relationship with your customers.

Sample apology letter to customer / client for human error

(Date)

To

……………

……………

……………

 

Re: Apology for human error

 

We take this chance to convey our heartfelt apologies for a human error that occurred during the development of your software. This is a rare and unintentional error.

Our team discovered the error and made corrections. We take responsibility for any inconveniences caused. We have sent the correct version of the software along with this letter.

We treasure you as a trusted customer, and we hope that this will not occur in the future.

Kindly accept our apologies.

Sincerely,

(Signature)

(Name)

(Designation)

(Company)

Apology Letter to Customer for Customer Service Error

This letter addresses concerns raised by customer and solutions to these mistakes. The customer service team is the link between the business and its clients.

Sample apology letter to customer / client for customer service error

Company/ Business letterhead

(Date)

 

To

……………

……………

……………

 

Re: Apology for customer service error

 

Dear sir/madam,

We write to apologize for an error that was made by our customer service team while capturing your registration details.

As a company, we understand that this mistake can have serious consequences. The error was identified by the head of the department who made a call to you and made the necessary corrections.

We have instituted strict measures to ensure that this is not repeated in the future.

Thank you for your patience and understanding.

Yours,

(Signature)

(Name)

(Designation)

(Company)

Apology Letter to Customer for Typographical Error

Typo errors can lead to the wrong interpretation of the information you had intended to pass. If this occurs, write an apology letter to the customer and correct the error.

Sample apology letter to customer / client for typographical error

(Date)

To

………….

………….

…………..

 

Ref: Apology for typographical error

 

Dear (Customers name),

Kindly note that the letter you received yesterday had a typo error. We sincerely apologize for any confusion or inconvenience caused by the error.

Our latest discount on all our goods this month is 15%and, not 1.5% as earlier indicated in the letter. Utilize this chance and buy more products at a fair price.

Sorry for the confusion and remember that the discount will be valid for only one month.

Sincerely,

(Signature)

(Name)

(Designation)

(Company)

Apology Letter for Customer for Sending Wrong Product

This letter is written as an apology for sending the wrong product or information to a customer. The corrective measures taken should also be captured.

Sample apology letter to customer for sending wrong product / information

(Date)

To

……………

……………

……………

 

Re: Apology for sending the wrong product

 

Dear (Customers name),

We write to pass our apologies for sending the wrong product for your order (Indicate the order number). This rare occurrence and we take responsibility for any inconvenience caused by the error.

After informing us, our staff investigated the matter and realized we had sent the wrong product to you. We have dispatched the correct product alongside this letter.

At (Company name) we strive to offer the best services to our clients, and we have initiated corrective actions to make sure this does not recur.

Thank you for your continued support.

Yours,

(Signature)

(Name)

(Designation)

(Company)

Apology Letter to Customer for Wrong Email

The letter is aimed at apologizing to a customer for sending a wrong email to them. It should follow a formal format. Sending a customer wrong emails can be interpreted as a simple mistake, but it can send the wrong signals to the customer.

Sample apology letter to customer for the wrong email / information

(Date)

To

…………..

…………..

…………..

 

Ref: Apology for a wrong email

 

Dear (Customers name),

I write to apologize for an email you received on (state the dates), under the subject (Indicate the subject).

Kindly ignore the email. It was meant for another client. Sorry for the confusion created by the mail.

I hope that this will not be repeated in the future.

Thank you for your understanding.

Sincerely

(Signature)

(Name)

(Company)

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