How to write a business apology letter
Writing a business apology letter will show the injured party you not only realize you were wrong but you also value the relationship. It's important you accept responsibility for what happened. The sooner you write an apology business letter after an infraction the better. Acting quickly can make the difference between saving or ending a business relationship. Usually, if you acknowledge you've made an error in judgment, a mistake or were wrong in some fashion and express your regret sincerely, the person receiving the letter will forgive the infraction and continue to do business with you. However, sometimes it takes more than words, and an apology letter must be accompanied by appropriate restitution to repair your business relationship.
Business Apology Letter Writing Tips
The following quick tips will come in handy when writing your own letter:
Type the apology - Use a common, easy-to-read font such as Times Roman or Arial, and if not sending an e-mail, always use good quality, white paper.
Incorporateyour apology at the beginning of your letter.
Clarifythe problem when you apologize to a customer or to a business partner.
Offer an explanation to the problem.
Outlinewhat action you plan to take to rectify the problem.
Sign the letter by hand with black ink if not sending an e-mail.
THE MOST COMMON APOLOGY LETTERS INCLUDE:
letter of regaining customer’s confidence
apologizing for an out-of-stock product
apologizing to a customer for an overcharge
letter apologizing for service delay
apology for product defect
apology for missing an appointment with a customer
apology for late delivery
apology for cancellation of order
apology for poor service
apology for damaged product
apology for a billing error
apology for shipping error
apology for missed deadline
apology for late payment
to value the relationship[tu ˈvæljuː ðə rɪˈleɪʃnʃɪp] - értékel egy kapcsolatot
to accept responsibility [tə əkˈsept rɪˌspɒnsəˈbɪlɪti] - vállalja a felelősséget
the sooner the better [ðə ˈsuːnə ðə ˈbetə] - minél hamarabb, annál job
to acknowledge [tə əkˈnɒlɪdʒ] - elismer
judgment [ˈdʒʌdʒmənt] - ítélet, vélemény
to regret [tu rɪˈɡret] - sajnál
sincerely [sɪnˈsɪəli] - őszintén
infraction [ɪnˈfrækʃn̩] - megszegés, áthágás
appropriate [əˈprəʊpriət] - megfelelő
restitution [ˌrestɪˈtjuːʃn̩] - helyreállítás, kárpótlás
font [fɒnt] - betűtípus
to incorporate [tə ɪnˈkɔːpəreɪt] - egyesít, magába foglal
to clarify [tu ˈklærɪfaɪ] - tisztáz
explanation [ˌekspləˈneɪʃn̩] - magyarázat
to outline [tə ˈaʊtlaɪn] - körvonalaz, vázol
to rectify [tu ˈrektɪfaɪ] - helyesbít, helyrehoz
ink [ɪŋk] - tinta
to regain confidence [tu rɪˈɡeɪn ˈkɒnfɪdəns] - visszaszerzi a bizalmat
out-of-stock [aʊt ɒv stɒk] - nincs készleten
to overcharge [tə ˌəʊvəˈtʃɑːdʒ] - túlszámláz
delay [dɪˈleɪ] - késedelem
defect [dɪˈfekt] - hiányosság
delivery [dɪˈlɪvəri] - szállítás
billing error [ˈbɪlɪŋ ˈerə] - számlázási hiba
shipping error [ˈʃɪpɪŋ ˈerə] - szállítási hiba
deadline [ˈdedlaɪn] - határidő
Dear Mrs Murphy,
Further to your email of the 11th July 2011 regarding your order (ref no. ID3857). First of all, please allow me to apologize for Miss Kovács not responding to your email. I can confirm that she has been on sick leave for a week. And although this explains the issue, it does not justify it. It transpires that there was a miscommunication in his department and the person who should have been taking care of this issue, did not. I have already taken all the necessary measures to ensure that this does not happen again in the future. Thank you for bringing this matter to my attention.
With regards to the issue of your order, I have taken personal charge of it. Let me apologize for the late delivery. Regarding the damaged books, I can confirm the following.
It is normal policy here that we do not accept liability for problems with books if we are not notified within 7 working days of delivery. And due to the fact that you did not notify us until after 15 working days of the delivery, the Customer Service Department followed procedure. But as we view you as a valuable customer, rest assured that I will sort out this issue as a matter of urgency. I have already spoken to the manager of the company, and he will confirm tomorrow when we can send the replaced books to you. I will update you by the end of tomorrow at the latest. Could you please confirm if this is adequate?
I do hope that this situation has not damaged your confidence in working with us.
Once again, please accept our apologies for any inconvenience caused.
If you have any questions, do not hesitate to contact me on mobile.
Miss Beata Kiss
Books 4 You Sales Director