Apology Letter to Customer for Poor Service (Samples)

Here are some apology letter to customer for poor service. These are probably the most effective sample letters you will see on the internet.

It will happen eventually. Something will go wrong, errors will occur, and customers will be dissatisfied. When this happens, the correct thing to do is own up to the error and apologize to those who have been harmed. In fact, a genuine apology is more successful than compensation alone in restoring service. The most effective and least expensive approach to improve a terrible customer experience is to apologize.

The best apologies all have the same format. The best apologies were sympathetic, precise, and offered an explanation, according to a 2016 study on effective apologies. The more comprehensive the apologies, the better! 

Knowing what you’re apologizing for is the first step in making a good customer service apology. Everyone on the receiving end of an apology wants to be understood first and foremost. 

Put yourself in the shoes of the client and consider how the problem impacted them. Was it a lengthy process? Did they make a profit? Is it possible that they’ve lost faith in your product? By being explicit about the situation, you can show your customer that you grasp the full scope of the problem. 

An apology is only effective if the original issue is resolved. It, like all emotional phrases, loses its meaning as it is repeated. An apology is only effective if the initial issue is resolved. It, like other emotional expressions, loses its meaning as it is repeated.  

Offer compensation in terms for appreciating their patience and your repentance. 

Followings are some samples of how you can write a apology letter to your customers for the inconvenience which is caused to them by your services. Let’s get into it: 

Apology Letter to Customer for Poor Service: Sample 01 


Malissa Tom, 

House #1234, St #32, North Avenue, 


Subject: Apology letter to customer for poor service. 

Dear Ma’am, 

I would want to apologize on behalf of Almas for the bad experience you had with our customer support team. I appreciate that our staff was ineffective in resolving your problem and did not give the level of service that you have come to expect. 

We take great satisfaction in providing our all every day to give quick and pleasant service to every customer who calls, but we missed the mark in this case. And we do our best to train all of our employees on how to properly handle customer concerns, however yours was not addressed appropriately. We sincerely apologize for this. 

I’d want to express my appreciation for bringing this matter to our knowledge. We are constantly working to enhance our customer service, and your input is important to that effort. If this or any issue happens in the future, please do not fear to contact me directly. 

We will focus on making sure that this scenario does not occur again in the future. We are really sorry once again for the inconvenience.

Sincere Regards, 

James Louis, 

Customer Service, 



Apology Letter to Customer for Poor Service: Sample 02 


Lisa Tandon, 

House #345, St #09, South side, 


Subject: Apology letter to customer for poor service 

Respected Madam, 

Thank you for getting in touch with us about your defective pair of shoes. We really regret that it did not came up to you as per your expectations. We apologize as well for any problem this has given you. 

Before being supplied to customers, our items go through a series of product testing procedures. Unfortunately, this one slipped from us and did not came up as per our expectations. 

We have sent you a new pair of shoes to make up for the mistake, which should arrive in 2-5 days. We have also provided a pre-labeled box in which you may return the defective item after receiving the replacement. 

To compensate for the inconvenience, we will send you a $25 voucher for your next purchase. We regret that your initial purchase did not meet your expectations, but we look forward to providing you with a better experience in the future. 

Thank you again for bringing this issue to our knowledge, and please do not hesitate to get in touch with me personally if you have any additional issues. Extremely sorry again for all the inconvenience. 

Best wishes from the team of Melody Shoes, and have a nice day!

Best Regards, 

Thomas Mathew, 

Customer care team, 

Melody Shoes, 


Apology Letter to Customer for Poor Service (Samples)

Apology Letter to Customer for Poor Service: Sample 03 


Catherine Gray, 

House #1289, St #76, Main Market, 


Subject: Apology letter to customer for poor service. 

Respected customer, 

First, I would like to thank you for contacting us via Twitter. We are deeply sorry that you were unable to use our mobile application due to technical difficulties. As you are probably aware, we are now working on our application. There was an attempt to hack the application days ago, and since then, the development and data security teams have been working on it, with several updates to prevent data breaches being applied on a regular basis. 

Though I fully understand that this has caused you inconvenience, we would like to assist you on a more personal level, thus one of our customer service team will contact you on your personal phone number. Please inform them of your requirements so that we can resolve the problem as soon as possible. 

We are deeply sorry for any inconvenience this has caused. 

Please bear with us for the next two days, and we assure you that nothing like this will happen again. Thank you for your continued support. I would want to hear your request on the phone. 

We ensure you that such incidents will not occur again, and that we will provide you with the finest possible service. Please accept our token of regret as we are really sorry for the inconvenience.

Have a nice day! 

Best Regards, 

John Clark, 

Customer care service, 

Techno Applications Maniac, 


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