Apology Letter for Poor Customer Service

Apology Letter for Poor Customer Service

Free

An apology to a customer after a bad service experience, acknowledging what went wrong and setting out what the business has done to fix it.

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Editable Word document2 pagesSimpleInstant download

Template for general reference only; not legal advice. Adapt it to your facts and have it checked by an advocate before use.

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What this draft covers

  • Acknowledgement of the customer’s experience
  • What went wrong, stated honestly
  • Action taken to resolve the issue
  • Steps taken to prevent a repeat
  • Direct contact for further help

When to use it

Use after a complaint about rude staff, unanswered calls, wrong information or an unresolved service request.

Format: Editable Word document (.docx), 2 pages.

Preview

[On the letterhead of the company]

[Date]

Ref.: [●]

To,

[Name of customer]

[Address / email]

Subject: Your experience with our customer service on [date]

Dear [Mr./Ms. Name],

Thank you for telling us about your experience with our [customer service team / store / helpline] on [date]. We are sorry that we did not [resolve your issue / treat you with the courtesy you deserve / give you correct information].

We have reviewed what happened. [Explain briefly.] [Your issue has now been resolved as follows: ●.]

We have also [spoken to the staff concerned / updated our procedures / arranged additional training] so that this does not happen again.

If you need any further help, please contact me directly at [phone / email]. We value your custom and hope for the opportunity to serve you better.

Yours sincerely,

For [Name of the company]

[Name]

[Designation]

[Phone / email]

Download the full draft free with an account.

How do I get the draft?

Once you pay (or, for free and included drafts, once you are logged in), the Word file is available immediately under My account, Downloads.

Can I edit it?

Yes. Every draft is an editable Word document. Fill in the blanks and adapt the clauses to your facts.

Does it need stamping or registration?

Many property and transfer documents attract stamp duty, and some must be registered. Check the stamp and registration requirements for your document and State, or ask your advocate.

Is this legal advice?

No. It is a template for reference. Have it checked by an advocate before you rely on it.

Can I share it?

Paid drafts are licensed for your own use. Free drafts may be shared freely.

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