Poor or inadequate service can damage a company’s reputation. Therefore, writing an apology letter for bad service should be standard procedure for any company.
Service providers such as banks, hotels, hospitals etc should be attentive to customers or patients with complaints and seek a timely and satisfactory resolution to the problem and also send personalized apology letters via email/fax/mail as part of the service recovery process.
Find below, sample Apology letters you can send to customers for poor service delivery.
Apology Letter for Bad / Poor Customer Service #1
[State, ZIP Code][Letter Date]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I sincerely apologize for the lousy customer service which you received the other day.
I assure you that this is not in any way a common occurrence in our company. What happened last Monday was a case of faulty planning and for that, I do apologize.
I hope for your understanding in this matter, and I hope that this does not deter you from doing further business with our company.
[Senders Title] -Optional-
[Enclosures: number] – Optional –
cc: [Name of copy recipient] – Optional –
Apology Letter for Bad / Poor Customer Service #2
Our salesperson has worked here only two weeks and was unaware of our policy on returned goods. We know the incident must have been very unpleasant for you.
The salesperson in question will receive special training during the next two weeks so he will be better prepared to serve all our customers.
We look forward to serving you in the coming months.
Apology Letter for Bad / Poor Service at Hotel #3
Please let me introduce, I am (your name) (your position) (hotel name) (city name). My guest service team has advised me of the service you received during your stay with us. For the first and foremost please take my sincerest apology for the less than satisfactory experience you have had so far with regards to being reporting maintenance issues but nothing was resolved.We always try to provide the best service to our guest and especially our regular guest like you. And on the occasion, we didn’t exceed our basic expectation. Our hotel has always taken pride in ensuring that our guests have the feeling of it being at home away from home. Our main aim being guest satisfaction and quality delivery. We do not take our guests and their wellbeing seriously and hope to meet our guest’s expectations and we have failed greatly on this occasion.
As a gesture of our sincere apology to you, we would like to offer you a platter and bottle of wine. We hope that you will afford us the opportunity to regain your trust in the duration of your stay and please do not hesitate to contact me.
(Your hotel name)
Apology Letter for Bad / Poor Service at Hotel #4
Sub: Apology Letter from Hotel Management
We are extremely sorry that you suffered a lot of distress due to the air conditioning system’s failure whilst staying in our hotel room. We are apologized for suffering inconvenience due to electricity and air conditioning system failure. (Describe actual problem and situation in brief).
Actually the electrician employed in our hotel had tried his best to fix the fault of the electric generator. But unfortunately, he could not fix it immediately.
Therefore we are expressing our heartfelt regret and sorry for this inconvenience suffered by you. We are refunding you half of your daily rent to compensate you.
Apology Letter for Bad / Poor Service at Hospital #5
Dear [Name of the patient],
It has come to my notice that the services offered to you from the hospital did not meet the standards we have stated. You experienced a
lot of delay at the lab as well as the pharmacy. I am so sorry about what you experienced.
I admit that this was wrong and short of what is expected from the hospital. I checked on the problem and it was caused by a slow system
on the computers, which are used for data entry. The system is now improved in all the departments of the hospital and I am certain that this mistake will not happen again in future.
Please accept my sincere apology on behalf of the hospital staff. We look forward to seeing you again in future and providing the best services to you. We value our clients and your views are much appreciated.
I thank you.