When you are writing a letter to apologize for a quality issues that others had to face because of your poor services or a poor product then make sure to frame it in an organized way, giving all the details and information and writing it carefully with the appropriate words and sentences.
If you want then you can have a look at this effective sample letter, written by me, as using it as a reference, you will be able to frame yours smoothly.
Letter Template: 1
Apology Letter for Quality Issue
[Name of the sender]
[Designation of the respective person]
To,
[Name of addressee]
Subject: Letter to Apologize for A Quality Issue
Respected sir/madam,
This letter is to inform [mention the name of the person] from [mention the name of the company or the organization to which you are writing this letter] that our company didn’t mean to provide you bad service.
We apologize for the quality issue that you faced because of our service. The services got delivered to you without our knowledge. We also don’t know the proper reason behind it.
We apologize for the inconvenience you and your guest faced because of our service. We will soon get back to you with a proper reason behind it.
We will look into this matter and will try to resolve this matter as soon as possible. Lastly, we would like to apologize for this inconvenience due to our service quality issue.
We know your guest have faced problem due to our service, we promise you very soon will make it up to you. Till then, please accept our apology. We hope this will not harm our business relationship.
You can reach our management department for further queries at [mention phone number] or directly through an email [mention email address].
Thanking you
Yours faithfully
[Name of the sender]
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Letter Template: 2
Apology Letter for Quality Issues and Inconvenience
[Name of the sender]
[Designation of the respective person]
[Name of the company]
[Contact details of the sender]
To,
[Name of the recipient]
[Designation of the recipient]
[Name of the company]
Subject: letter to apologize for a quality issue
Respected sir/madam,
The purpose of this note is to inform [write the name of the person] from [write the name of the company] that our company had no intention to provide you with bad quality products.
We sincerely apologize for the quality issue and problems you faced because of our service. The products got delivered to you without our prior knowledge. We also are unaware of the actual reason behind it.
We are sorry for the inconvenience you had to face because of our poor service. We will soon come to you with the actual cause behind this problem.
Our company (Mention details) will look into this matter and will try to resolve this problem as soon as possible. Lastly, we would like to apologize once again for this inconvenience due to the quality issues of our service.
We know you had to face some serious problems due to our service; we assure you that we will make it up to you very soon. Till that time, please accept our apology. We hope this will not harm the business relationship between us.
For further queries, please feel free to reach our management department at [mention phone number] or directly through an email [mention email address].
Thanking you,
Yours faithfully
[Name of the sender]
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Letter Template: 3
Apology Letter for Bad Quality Products and Poor Service
[Name of the sender]
[Designation of the respective person]
[Name of the company]
[Contact details of the sender]
To,
[Name of the recipient]
[Designation of the recipient]
[Name of the company]
Subject: Letter to Apologize for A Quality Issue
Respected sir/madam,
We are writing this letter to inform [mention the name of the person] from [write the name of the company] that our company (Mention the name of the company) had no idea that you had been provided with bad quality products.
We regret the quality issue and problems you faced because of our negligence and poor service. The products got deliver to you without informing us.
We also are finding out about the actual reason behind it. We sincerely apologize for the inconvenience you and your company had to face because of our poor service. We will soon contact you after getting the actual cause of this problem.
Our company will investigate this matter and will try to resolve this problem very soon. Lastly, once again, we are very sorry for this inconvenience due to the issues related to the quality of our service.
We know you and your staffs had to face some serious difficulties due to our service, we can make sure that we will make amends for the mistake very soon. Till that day, please accept our sincere apology. We hope this will not be able to harm the business relationship between us.
For further queries or other information, you are welcome to reach our management department at [write phone number] or directly through an email [write email address].
Thanking you,
Yours faithfully
[Write Name of the sender]
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Letter Template: 4
Apology Letter for Poor Food Quality
[Name of the sender]
[Designation of the respective person]
To,
[Name of addressee]
Subject: Apology Letter for Poor Food Quality
Respected sir/madam,
This letter is to inform [mention the name of the person] from [mention the name of the company or the organization to which you are writing this letter] that our company didn’t mean to provide you bad food service for your event.
The bad food got delivered to you without our knowledge. Some of our employees mistakenly, without their notice in a hurry, have done it. We apologize for the inconvenience you and your guest faced because of our service.
We will look into this matter and do our best to resolve this as soon as possible. Lastly, we would like to apologize for this inconvenience; please accept our apology. We hope this will not harm our business deal.
You can reach our management department for further queries at [mention phone number] or directly through an email [mention email address].
Thanking you
Yours faithfully
[Name of the sender]
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Letter Template: 5
Apology Letter for Bad Food Service at Your Event
[Name of the sender]
[Designation of the person]
[Name of the institution]
[Date]
To,
[Name of the recipient]
[Designation of the recipient]
[Name of the institution]
Subject: Letter to Apologize for Bad Food
Respected sir/madam,
The purpose of this letter is to inform [mention the name of the person] of the institution [mention the name of the company or the organization to which you are writing this letter] that our company (Mention details) didn’t have the intention to provide you bad food service for your event on the day of (mention the date). The bad food had been delivered to you without our prior knowledge.
Some of our new employees have done it mistakenly. We deeply apologize for this grave mistake and the inconvenience you and your guest had to face because of our poor service.
We will look into this matter and try our best to solve this as soon as possible. Lastly, we would like to ask for your forgiveness for this inconvenience. Please accept our sincerest apology. We hope this matter will not harm our future business deals.
For further queries or information, you are welcome to reach our management department at [mention phone number] or directly through an email [mention email address].
Thanking you,
Yours faithfully,
[Name of the sender]
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Letter Template: 6
Apology Letter for Poor Food Quality
[Name of the sender]
[Designation of the person]
[Name of the institution]
[Address of the person]
[Date]
To,
[Name of the recipient]
[Designation of the recipient]
[Name of the institution]
Subject: Letter to Apologize for Bad Food
Respected sir/madam,
I am writing this letter on behalf of our company (Mention details) to inform [mention the name and designation of the person] of the institution [mention the name of the company or the organization to which you are writing this letter] that we didn’t have the intention to provide you bad food for your special occasion on the day (mention the date).
We had no prior knowledge about this delivery of bad food from our company. Some of our new employees were responsible for this mistake.
We regret and deeply apologize for this grave mistake from our end. We also feel sorry for the inconvenience you and your staff had to face because of our neglectful behavior.
We will carefully look into this matter and try to solve this situation as soon as possible. Lastly, we would like to ask for your forgiveness for this inconvenience and assure you that this will not repeat again in the future.
Please accept our sincerest apology. We hope this matter will not harm our good business relationship.
For any additional information, you are always welcome to reach our management department at [mention phone number] or directly through an email [mention email address].
Thank you very much for your support; like always,
Yours faithfully,
[Name of the sender]
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Letter Template: 7
Apology Letter for Poor Service
Hello Sir
This is John from the office of ICICI bank and we regret the inconvenience caused to you in the last few weeks due to the unavailability of your designated relationship manager.
We wholeheartedly apologize for the same want to make sure that nothing of this sort happens in the future and hence we are assigning a deputy relationship manager to you who will be assisting you in absence of the main RM.
Currently due to the ongoing protest against the reforms that the government has brought, half of our employees are protesting against it as it will adversely affect our working hours and we will not be able to do so.
Hence ur bank with the union has stood in it the protest. We want to request our customers to keep patience and help us overcome this very tough situation for us.
We are glad that we have a customer base who has stood by our side and understood the problems and given us an opportunity to serve them in the past, and we expect the same support in the future. Kindly contact us for any further issues, we would be happy to help you.
Regards
Customer care team
ICICI Bank
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Letter Template: 8
Apology Letter for Poor Service
Respected Customer,
First of all, thank you for reaching out through Twitter. We are sorry that you had to face issues with our mobile application.
As you must be aware that we are currently working on our application, there was an attempt to hack the application in the last week, and since then, the development and information security team have been working on the application, and numerous patches to defeat data breach has been applied now and then.
Though I completely understand that this has caused you inconvenience and we would like to help you on a very personal level and hence one of our customer care executives will reach out to you on your personal contact number.
Kindly brief them about the requirements that you have so that we solve the issue at the earliest.
We are very sorry and we apologize for the inconvenience caused. Kindly bear with us for the next two days, and we promise that nothing of this sort will be repeated.
Thank you for being a loyal customer. Wishing to hear your request on call.
Regards
Neil
Customer care executive
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Letter Template: 9
Apology Letter for Poor Service
Hello Sir,
Thank you for reaching us out through our call center.
As you must be aware that the calls are recorded for the purpose of training and quality purposes we came across your case where the issue was not resolved even after the call had been online for more than 15 minutes.
We have noted that the executive assigned to you didn’t give you a satisfactory reply, and hence you had to hang upon him.
Though all of the executives are well trained and g through a rigorous process of training, this has occurred, and hence we would like to extend an opportunity to you for getting the issue resolved through one of our experienced teammates.
We have taken note of the person who was previously handling your case, and we will make sure that he learns how to tackle such situations so that in the future, things like this doesn’t happen.
Till then we are sending you two coupons of Starbucks from ur side, kindly accept them to stay a loyal customer for us.
Looking forward to assisting you better in the future.
Apologies& Regards
Team Customer care
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Letter Template: 10
Apology Letter for Poor Service
Hello Sir,
This is the customer care team of Vodafone!
We came across your multiple issues registered in our grievance section regarding the network issue in your area.
Though our aim is to provide the best network, we understand that there might be some patches in the city where we are still not able to reach. We are continuously in action, and we aim to reach the whole city and nation by the end of the year.
This issue of your will be resolved in the next one week, we would just request you to please send us the locality where you are facing this issue so that we send a team of technicians there to test the network as soon as possible.
We as network providers understand the importance of networks and are always striving for the best results. Kindly allow us to serve you better.
Again, looking forward to your address so that we reach the locality as soon as possible.
Regards
Julia
Customer care executive
Vodafone
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Letter Template: 11
Apology Letter for Poor Service
Hello Samuel,
Thank you for reaching out to our customer care team of XYZ food delivery.
We are really sorry for the inconvenience caused by the food that was delivered to you last night. As per our records, you have complained about incomplete order. You had ordered two sandwiches and one cold coffee and have received only one sandwich and coffee.
We understand that your requirements were not fulfilled and hence we would like to assure you that we are looking into the matter and whose mistake was it. Till then, we would like to credit your wallet with $20.
You can order anything in that from any place in the city, or if you want the sandwich which you ordered last night, we can repay it by ordering the same for you now.
We assure you that things like this will not be repeated and we would serve you in the best possible way. Kindly accept our token of apology. Looking forward to serving you the best food from across the city.
Regards
Team XYZ
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Template: 12
Sample Apology Letter to Customer for Poor Service
(Mention your name)
(Mention your address)
(Mention your contact information)
(Date)
(Mention name of the Recipient)
(Mention address of the Recipient)
(Contact Information of the Recipient)
Sub: Letter to Apologize for Poor Customer Service
Dear (Name of the Recipient)
I really apologize on behalf of our organization (mention the details) for the poor customer service provided by us regarding your problem of (mention the details of the problem).
I sincerely apologize for the inconvenience it has caused you and your family. The main reason for the poor service of customer service is (mention the problem in detail).
While I take full responsibility for the mishap, I am assuring you that this mistake will not repeat itself again in the future. I feel regret for the problems you and your family members had to encounter for the mistake of my workers.
I have included the clarification in detail with this apology letter.
I would appreciate this if you consider my problem and the circumstances which caused the previously mentioned problem.
I hope you will give us another chance to prove ourselves. If you have any problem with this, you can contact me at any time. Hope you will consider my request and oblige me. We hope to satisfy you with our services.
Thank you for your kindness and support for our institution like always,
Sincerely,
(Hand-written Signature)
(Date)
(Notary or witness if required)
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Template: 13
Apology Letter to Customer for Poor Service
(Mention your name)
(Mention your address)
(Mention your contact information)
(Date)
(Mention name of the Recipient)
(Mention address of the Recipient)
(Contact Information of the Recipient)
Sub: Letter to Apologize for Poor Customer Service
Dear (Name of the Recipient)
This letter is to apologize to you on behalf of our organization (mention the details) for the kind of poor customer service provided by us for your problem of (mention the details of the problem).
We sincerely apologize for the inconveniences you and your family have faced. As the main reason for our poor customer service is because of (mention the problem in detail). Due to this reason, I am taking full responsibility for this unfortunate incident.
We will look into this and be vigilant that this mistake should not be repeated; we also regret this kind of problem faced by you and your family due to our workers.
I have included all the clarification with the apology letter in detail here.
I hope you will understand our situation and give us one more chance to prove ourselves to you.
For any further queries, you can contact me at any time; I will be happy to help you. I hope understand this situation and oblige. We always wish to satisfy our customers with our services
Thank you support and kindness to our institution,
Sincerely,
(Hand-written Signature)
(Date)
(Notary or witness if required)
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Template: 14
Apology Letter to Customer for Poor Service
(Mention your name)
(Mention your address)
(Mention your contact information)
(Date)
(Mention name of the Recipient)
(Mention address of the Recipient)
(Contact Information of the Recipient)
Sub: Letter to Apologize for Poor Customer Service
Dear (Name of the Recipient)
I am writing this letter to apologize to you on behalf of my organization (mention the details) for the poor customer service provided to you by us regarding your problem (mention the details of the problem).
I regret the problem you and your family member faced due to our poor service. Thus, the main reason for our service was (mention the problem in detail).
Due to this reason, I take full responsibility for the mishap that happened, and I assure you this kind of poor service shall not be provided to any of our customers I once again apologize to you for the inconvenience you and your family had to face due to our workers.
I have also included the clarification in detail here with my apology letter.
I really hope that you will understand my situation and forgive us and also give us the chance to prove ourselves. You can contact us for any doubts and queries to me us, we will be more than happy to help you.
I hope you will accept my request and oblige. We hope to give the best service to our customers to satisfy our customers.
Thanks a lot for your support and kindness to our institution,
Sincerely,
(Hand-written Signature)
(Date)
(Notary or witness if required
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Letter Template: 15
Damage Product Apology Letter
[Name of sender]
[Designation of the respective person]
To,
[Name of addressee]
Subject: Letter to Apologize for Damaged Product
Respected sir/madam,
This letter is to inform [mention the name of the person] from [mention the name of the company or the organization to which you are writing this letter] that our company didn’t mean to provide you any damaged products. This damaged product got delivered to you without our knowledge.
Some of our employees mistakenly without their notice in a hurry have done it. We apologize for the inconvenience that you faced because of our company. We will soon try to get the matter solved and will resolve the problem as soon as possible.
We will look into this matter and will do our best to resolve this as soon as possible. Till then we hope this inconvenience will not create any issue in our business.
Lastly, we would like to apologize for this inconvenience, please accept our apology. We hope this will not harm our business deal.
For further queries, you can reach our management department at [mention phone number] or directly through an email [mention email address].
Thanking you
Yours faithfully
[Name of the sender]
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“Business, marketing, and blogging – these three words describe me the best. I am the founder of Burban Branding and Media, and a self-taught marketer with 10 years of experience. My passion lies in helping startups enhance their business through marketing, HR, leadership, and finance. I am on a mission to assist businesses in achieving their goals.”