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)

Change of Office Address Intimation Letter to Clients Customers

Informing the customers about change of office address could happen in two ways:

1) either to inform them after all activities on the shifting of office is completed; or

2) before the actual relocation of office but after the final decision on shifting is taken.

If you are quite sure about the shifting after the decision is taken and if some actions have already been initiated viz. giving advance security deposit amount on the leased office, then it would be advisable to intimate the customers and other parties also in advance so that after the date of shifting they would not come to the old office at all.


Otherwise if you are intimating about the change after the actual shifting of office, then by the time they receive the intimation, some customers might have come and returned from the old office. It would cause them unwanted inconvenience which wouldn't look good on your business reputation.

You can use the following format after filling in the necessary information in it. Modify/add any more info as you may feel appropriate.

FORMAT

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

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

To

(Name of the Customer)

(Full Postal Address)

Sub: Change of address of our office at .............(locality)

Dear Sir/Madam,

Greetings! Hope you are doing well.

We would like to inform you that our XYZ branch office which was/is situated at .......(full address) until (date), has been/would be relocated on (date) to the following new address:

...................

......................

...........................

Kind request to please update the above mentioned new address of our XYZ branch office in your records for all communication purposes.

We regret any inconvenience that it may have caused to you.

We look forward to meeting you at our new office and serve you better in our services.

Kindly get in touch with our executive Mr. ............... at tel. no. ..........., email ................... for any kind of queries in this matter.

Have a nice day/evening!

Thanking you for your cooperation!

Yours faithfully,

  (signature)

(Name of the Officer/Partner/Proprietor)

(Designation)

(Name of the Company/Business/Firm)