Apology email to customer templates are available here for your use. These templates will help you write and send a professional apology email to your customers. Being a business owner or a representative of a business organization, it is important to seek an apology from customers whenever a mistake is made. The professional way of seeking an official apology from your customer is by writing an apology email. Let’s know briefly what a customer apology email is, its importance, and how to write a perfect one.
What is a Customer Apology Email?
A customer apology email or an apology email to a customer is an email message that is written to a customer in case some mishap happened or the customer had a bad experience. Examples of bad experiences could be that the customer might get a damaged product from your company or they experienced poor service from your business. Moreover, anything that might lead to customer dissatisfaction will require you to write an apology email.
Importance of Writing an Apology Email to Customer
Mistakes do happen, both in personal and professional lives. However, apologizing for your mistake is something that must be done at the earliest. Customers are the backbone of the success of a business. When you have satisfied customers, you have their loyalty to your brand. Contrary to that, if you have unsatisfied customers, your business can never grow.
Along with providing high-quality products and services, you also need to have great customer support service for your customers. Sometimes the mistakes happen unintentionally which makes your customers angry. However, in such cases, professionalism demands that you should immediately seek an apology from your customer. This can be done via a phone call or a message but doing so by writing an email can have the following benefits:
- Writing an apology email depicts your true professionalism.
- The email message indicates to your customer that you are actually taking things seriously. It further indicates that you are eager to resolve the issues or problems of your customer at the earliest.
- It is one of the best ways to make happy an exhausted, unsatisfied, or angry customer.
- By writing an apology email, you not only say ‘sorry’ to your angry customers but also let them know what steps are being taken to resolve their issues.
- When you communicate with your customers about your plan or strategy to address their problems and resolve their issues, it increases your worth and they stay intact with you, thus increasing brand loyalty.
Sample Apology Email to Customer for Bad Experience
Subject: Sincerest Apologies
Dear Mr. / Mrs. [Last Name of the Customer],
Being our customer, your satisfaction is our first and foremost priority. However, we came to know that you are not completely satisfied with your latest purchase of [mention Product Name] from our company. For this, we are extremely sorry and would like to request you to accept our sincerest apologies.
Our company has always tried its best to make and design products that are in line with our customer’s needs and satisfaction. In order to turn your bad experience into a pleasant one, we would like to offer you a full refund or replace the product with a more suitable one for half of the product’s original price.
Whatever option is better for you, just let me know by replying to this email. Again, accept our sincerest apologies. I hope you will remain our loyal customer for the years to come. Thanks a lot!
Sincerely,
[Sender Name]
[Sender Designation]
Apology Email to Customer for Bad Experience Template
Apology Email to Customer for Delay in Service Sample
Subject: We are Sorry!
Dear Mr. / Mrs. [Last Name of the Customer],
I am writing this email to apologize to you since you had to experience a delay in our services. Actually, our complaint system was shut down from [mention Date] to [mention Date]. This shutdown was caused due to the quarterly repairs and maintenance of the system. This was the reason that we could not take your complaint.
I am extremely sorry for this inconvenience and would like to request you that please submit your complaint now using our Customer Care Portal on our company’s official website. We will record your complaint and try to resolve it as soon as possible.
Sincerely,
[Sender Name]
[Sender Designation]
Apology Email to Customer for Delay in Service Template
Apology Email to Customer for Poor Service Sample
Subject: We Truly Apologize for the Poor Service!
Dear Mr. / Mrs. [Last Name of the Customer],
It has come to my attention that your interaction with our Customer Support was less than satisfactory. On behalf of the company, I truly apologize to you for the poor service that you had to experience. Unfortunately, you came across one of the customer representatives who just joined the company recently and did not know how to properly handle a customer.
When I inquired about the whole matter, I came to know that the courier service company was responsible for the late delivery of your product, [Name of the Product]. It was their negligence and poor service that caused the unfortunate delay in delivery of your shipment.
In order to make things up to you, I am personally taking care of this matter. Your product will be delivered to you within the next 24 hours. Moreover, we also offer you a 75% discount on your next order. Please accept our true apologies and the said offer as compensation for your patience. Thanks!
Sincerely,
[Sender Name]
[Sender Designation]
Apology Email to Customer for Poor Service Template
How to Write a Perfect Apology Email to Customers
The customer apology email samples, given here on this page, will be quite useful for you. If you ever want to write an apology email to your customer, these templates can be used as a guide for writing a perfect apology email to customers. These templates can be easily downloaded, edited, and used as per your requirement. However, if you want to know how to write an apology email to the customer yourself, then the given below simple tips will help you in writing a perfect one:
- The subject line is the very first thing that any email receiver checks when he/she receives an email. So, it is important that the subject line of your email must be direct and professional, thus indicating the reason for writing such an email. Some subject line ideas for a perfect apology email to customers might be:
- Sincerest Apologies
- We’ll make it up to you
- Please accept our apology
- Sorry for the inconvenience
- We are sorry
- We truly apologize for the mistake
- As it is an official email, use formal salutations and greetings.
- Begin writing the main body of the email by expressing your regret and reason for writing the email i.e., you are writing the apology email to the customer for his/her bad experience, delay in service, poor service, delivery of the damaged product, etc.
- Keep the tone of your email formal and professional. Stay direct and to the point and avoid including any unnecessary details or information.
- Make sure to express your regret in such a personal manner so your customer can understand that you are actually ashamed and care about resolving their problem. Seeking an apology just for the sake of it or simply saying a shallow ‘sorry’ will not be enough and will not sound genuine at all.
- Let the customer know what steps you are taking or will take to resolve their issue. Propose the best possible solutions and ask for their opinions as well. This way they will feel more connected to you and doing so will likely lower the impact of the problem faced earlier by the customer.
- Don’t forget to provide the reader with your contact details so that they can easily reach out to you.
- End the email with a professional closing.
- Proofread your apology email before finally sending it to the customer.