Perfect Apology Tool Kit

Apology for Bad Customer Service

Dear [Customer's Name],

I am writing to offer my sincerest apologies on behalf of [Your Company Name] for the recent shortcomings you encountered with our customer service department.

We understand that on [Date], you experienced a less-than-satisfactory level of service when you [Describe the specific situation or interaction]. We realize that we fell short of the standards you rightly expect, and for that, we are truly sorry.

Our team has reviewed your interaction with [Your Company Name] and discovered that the level of service extended to you did not align with the high standards we strive to uphold, and as a result, caused you inconvenience and frustration.

We deeply regret it and take full responsibility for the deficiencies in our service that led to your dissatisfaction.

As an organization committed to excellence in customer service, it is evident that we failed to meet your expectations during this particular interaction. We apologize again for any inconvenience and frustration you experienced as a result of our inadequate service.

We recognize the value of your time and patronage, and it is with genuine remorse that we acknowledge our failure to provide the caliber of service you rightly anticipate and deserve.

Rest assured that we are fully committed to instituting measures that ensure this lapse is an isolated incident and not reflective of our usual standards.

To demonstrate our commitment to making amends, we would like to extend [specific compensation or resolution, such as a discount on your next purchase or a complimentary service]. We hope that this goodwill gesture will underscore our genuine desire to rectify the situation and rebuild your trust.

Please know that we value your feedback and take it seriously. Your experience does not reflect the standards we set for ourselves, and we are actively working to improve our customer service.

Thank you for bringing this matter to our attention, and we appreciate your understanding as we endeavor to address our shortcomings.

If there is anything more we can do to rectify this situation or if you have further concerns, please do not hesitate to contact us.


[Your Name]
[Your Title]
[Your Contact Information]

Want more? Our main site has several business apology letters ⇗ including one that apologizes for bad service ⇗. These templates come with notes and tips that offer explanations and guidance for each statement to be included in an apology letter.

Or, stay here in the Tool Kit and check out our Full Directory of Apology Letters.