Customer Services Apology Letter

Every service provider is liable for a Service Level Agreement. When a service provider fails to maintain the reasonable standard of service, a service apology letter can be used to express regret over the inability to perform well.

The best customer apology letter is one which is received before actual failure or error sets to begin. A customer apology letter should:

  • Free of any technical or business jargon
  • Content of the letter should be straight forward
  • Express feeling of regret over the inconvenience caused due to the issue
  • The letter should indicate that such events are not common and they occur rarely
  • If the letter is sent after the error has occurred, the occurrence should be explained briefly
  • The letter should end with a rectification as a solution to the issue occurred

Customer Services Apology Letter

[Your Name]


[Letter Date]


[Recipients Name]



[Subject: Subject of Letter] -Optional-


Dear [Recipient’s Name],

We have come to know of an issue faced by you in the last few days. Please accept our apologies for the inconvenience you faced because of our conduct and poor service.

Customer service is not only our norm but also our highest priority. We regret that we were not able to meet your expectations. We reviewed the situation to analyze the causes of inconvenience. We would always strive for perfection. So, we have taken steps to rectify this situation and make sure that this situation never happens again.

As a sign of regret and apology, we would want to present you with [discounted prices, upgraded services]. We understand that our customers deserve the best and we deeply value your relationship with our company. Please accept our sincere apology and feel free to discuss any further concerns regarding this issue.

Yours in service,


[Your Name]

[Senders Title] -Optional-


Download Details:


Customer Service Apology LetterCustomer Services Apology Letter

Size: 23 KB Word .doc File 2003 & later

Size: 196 KB PDF File

[personal use only: Not for Resale & Distribution]

Umar Ilyas

Hi, everyone. I am a high school teacher by profession and I have always seen people need help in terms of writing formal or professional documents. My goal is to help the public by providing user-friendly, high-quality formal, professional and official letter samples. By doing so, I hope to help people save their time, work quickly and efficiently and improve word processing and documentation in their education, career, and personal life. Hope my effort will help you a lot. I am always available to answer your questions. For any queries or suggestions please contact or write to me at the email address given at contact us page. I will be very happy to see your response to improve my effort. Thank you!

You may also like...

Leave a Reply

Your email address will not be published. Required fields are marked *