Bad Customer Service Apology Letter
Service industries have to be very keen on the services they offer to their clients. The clients deserve the best service in exchange for the money they pay. Uncertain circumstances can result in poor services being offered to the clients.
Writing an apology as a result of bad service is very important. The best way is to write an apology as soon as you find out that a problem has occurred. Writing an apology letter even the customer didn’t complain can leave a lasting positive effect on the client and for the business.
Explain what the problem was, why did it happen and when did it happen. Try not to make any excuses for the mistake done as it will upset the client further. Include a reassurance that such mistakes will not take place in the future.
Offer some sort of compensation. Be proactive and make sure that the client relationship is maintained. The language of the letter should be short & simple.
1-
I am [name], owner of the restaurant [restaurant name] and I am writing this letter to apologize for the inconvenience you faced at our restaurant on [date]. I understand that you had ordered our special Moroccan Steak in medium rare but when the order arrived it was fully done and you had to send it back and wait for it to be remade. This caused an unnecessary delay and spoiled the experience for you.
We really pride ourselves on our customer service and it is a matter of great concern and humiliation for us that you did not enjoy your dinner. We have investigated the matter and the guilty party has been reprimanded. We want to assure you that you would never face any such thing in the future.
Our customer satisfaction comes before everything else and we believe in giving the customers a memorable and relaxing experience.
As a token of our regret over this incident, we would like to offer you a gift card worth [amount], you can avail this to enjoy a free dinner at our restaurant any time within the next six months. Looking forward to serving you better next time,
Yours sincerely,
2-
I am the owner of the [salon name] and I am writing to apologize for the bad service you received at our parlor on [date]. I have come to know that you wanted your hair to be dyed in a particular shade of Ash Gold but our hair expert could not give you your desired shade. We deeply regret the stress and the inconvenience you faced.
We have discussed the matter in detail with our hair expert and we have figured out why we could not give you the desired shade. We want to invite you back to the parlor and give us one more chance to have a go at it. This time I would be personally present and ensure that you are satisfied. Our customers come first to us and their satisfaction is our goal.
Looking forward to serving you again,
Yours sincerely.
3-
Dear Sir/Madam,
Thank you for writing to us and bringing up the matter to our eyes. With sincere regret, we want to tell you that we feel very embarrassed that we were not able to provide you with the service you were looking forward to.
The situation was very uncertain and it is very rare to come through such situations. We have taken your feedback very seriously. You have faced an inconvenience due to our products/services and we would take every step to improve our services. We take full responsibility for our mistake and we would want to make sure that it will not happen again.
We value our customers a lot and we would like to retain you as our customer. Please accept our apology and we would like to thank you for understanding us.
Regards
[Manager Name]
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