Apology Letter for Poor Service: 5 Samples Templates

It is very much possible that while providing services to the customers you are not able to assist them properly and they get angry because of that. In that case, it is the responsibility of the organization or the customer care representative to write an apology letter for the same and gain the trust back of the client.

These apology letters need to be written formally, and they should be focusing on the customer more and how important are they to you. This letter should majorly convey your apology with a solution to the problem that they registered.

You can express your apology for offering poor service on behalf of your bank and you can clarify by informing me how this problem has actually occurred. You can also provide about how the solution will be offered.

You will explain how the absence of a relationship manager caused the problem, and so you are thinking of replacing them with a deputy relationship manager who will resolve the customer’s issue. Further, you must inform the customer care executive who will contact him. 

Letter Template: 1

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

apology letter for poor service

Letter Template: 2

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

apology letter for poor service

Letter Template: 3

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

apology letter for poor service

Letter Template: 4

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

apology letter for poor service

Letter Template: 5

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

apology letter for poor service

Template: 6

Running an organization or corporation, where you provide your services to customers, you see to it that they don’t face any kind of problems while they are using them but if because of your organization’s any particular member or thing they face issues, then make sure that you frame a nice and precise apology letter immediately.

If you want,, you can take help from this effective sample letter of mine as following it, you will be able to create yours conveniently.

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)

apology letter for poor service

Template: 7

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)

apology letter for poor service

Template: 8

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

apology letter for poor service

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