Apology letter from company to customer for complaint on goods

One of the qualities of being a good company is to serve the customers in the best possible ways including providing great quality products or services, good logistics - making sure deliveries are made on time, good maintenance services in a timely manner, addressing the customer grievances adequately, etc.

When a customer complains about the product either because of receiving damaged product or wrong products or products missing, etc., then the company will have to provide the customers with the replacements or right products as ordered.

But this effort from the company side is just not enough to satisfy a disappointed customer. Something more needs to be done by the company viz. providing a complimentary gift along with the originally ordered products, sending an apology letter to the customer, in some cases extra monetary compensations are also given.

An apology letter must be carefully drafted so that nowhere in it the customer is blamed for the damage of goods or other issues, which might obviously hurt his feelings and he may take the matter to court or other legal forums for additional compensation.

FORMAT

Date: ...............

To

(Name of the Customer)

(Full Address)

(Tel. No.)

(Email id)

Sub.: Apology for delivery of damaged goods

Ref: Your letter of complaint dated ..............

Dear Sir/Madam,

We are in receipt of your complaint letter dated ............ wherein you have mentioned about the goods, you had earlier ordered by bill no. ........... dated ........, were received in defective form which was delivered on (date). We deeply regret the inconvenience that it must have caused to you. We are sincerely apologizing for the same.

You would appreciate despite of all the efforts made by our company in making sure the deliveries of goods are made in good condition to the customers, sometimes inevitably the goods get damaged in transit. Though these are very rare cases and one of them was unfortunately in your case.

In order to make it up to you, we are again sending the goods you had ordered through one of the reputed logistic companies for reaching you at the earliest possible. We have also taken the liberty to send you some complimentary gifts along with it. Hope they are acceptable to you.

We once again apologize for the trouble. We promise to be even more careful in handling our logistics.

Looking forward to stay connected with you. Have a nice day!

Yours faithfully,

For (Name of the Company),

  signature

(Name of the Officer)

(Designation)

Apology Message by Letter / Email to Boss for Poor Performance

The performance of an employee of an organization may get poor or even get worse for a lot of reasons, viz. family issues, financial burden, mental disturbances, etc.

Not matter how justified the reason is - an organization always expects the employee to work up to the assigned performance level. Any failure in that leads to poor performance of that organization itself.

Hence, chances are that if the poor-performing-employees do not start giving better results then they may have to face retrenchment from the company.

In addition to putting more effort to perform better, the poor-performing-employee should also try to show his commitment towards work through other mediums.

One of such ways is to come forward and at least apologize to the superiors at work for being a poor performer and showcase his commitment level for better performance.

The following letter format could be useful. Modify it appropriately as per your circumstances. If you want to write an email then just use the body part of the letter.

FORMAT

Date: ...............

To

(Name of the Boss / Superior Officer)

(Designation)

(Name of the Organization)

Sub: Apology note for my poor performance at work

Dear Sir,

I would like to sincerely apologize for not being able to perform up to the expected level at work during the last couple of months. I understand it is essential that I should perform best at work not only for the progress of our company but also to ensure continuity of my job in the company.

Though I too believe that making excuses for poor performance isn't very professional, but still I would appreciate if you consider my genuine reasons behind such performance. I had been going through some family issues during the last couple of months which was majorly impacting my mental state and hence affecting my performance at work. Still I had tried to give in my best efforts at work during this period, but the targets were not achieved. I, therefore, wanted to truly apologize to you and the company for not being very resourceful during the said period.

I am now committed to perform better and achieve the targets no matter what the circumstances are. Although I am happy to mention that my family issues are more or less sorted out now and I don't expect to be troubled for that in the near future. My focus at work will be more concentrated and agile, as I so believe.

I hope you will accept my apology and give me another chance to prove my worth in the company.

Thank you for your understanding! I do highly appreciate your constant support during these difficult times. I assure you I won't let you down.

Yours sincerely,

   signature

(Name of the Employee)

Apology Letter to Supplier for Late Payment of Invoice (Sample)

Making delayed payment of invoices to your vendor (or supplier or client or any other parties) is a bad business practice. If you want to succeed in business, then you should put best efforts to pay the dues on time to the parties. Only in extraordinary circumstances or where there are some disputes on payment amount, the payment can be made in a later date after everything is settled.

In case there is any delay in payment of bill amount to the supplier, then you should write an apology letter (in advance, if possible) wherein you have to explain the cause of delay and seek his forgiveness for the delay so caused and give commitments to make a payment on a certain day.

Apology letters to the party can be written under three scenarios:

1) Apology letter before the due date of payment when you are expecting a delay in payment;

2) Apology letter after the due date of payment is crossed but before actual payment is made;

3) Apology letter after the due date of payment is crossed and after actual payment is made.

The formats for all these letters are almost the same. You can use the following format and make necessary modifications in it as it suits your case.

FORMAT

Date: ...............

Ref: .................

To

(Name of the Officer)

(Designation)

(Name of the Business)

(Address)

(Contact No.)

Sub: Apology for delay in making payment

Ref: Invoice No. ................. dated ..............

Dear Mr. ..................,

At the outset let me apologize for delay from our side in making payment towards the invoice no. ......... dated for the supply of .............. We are deeply sorry for this delay and we apologize for any inconvenience that may have been caused to your organization for this delay.

While I would not like to take any ingenuine excuses to cover up the delay, but I would really appreciate if you would kindly understand our situation and excuse us for this late payment. We were expecting a few large payments from our big clients, from which we were going to make payment to you as soon as the monies were to be received. Unfortunately, there are some inadvertent delays from our clients' side too for which some of the payments are not yet received. We're in touch with those clients and hopefully they will be making payment in the next few days.

In order to make payments to you at the earliest, we are also in touch with our bankers and they may allow us extended overdraft facility by the end of this week. If that comes through, we will make payments to you immediately upon receipt of bank approval.

Let me reassure you that we are committed to make payments to you as soon as the funds are realized. Until then, I would request you to kindly bear with us. Our deepest apologies once again please for the delay.

Thanking you for your understanding and cooperation in this regard.

Yours sincerely,

For ....................... Limited

   (signature)

(Name of the Employee/ businessman)

(Name of the Organisation /business)