Dear {Customer Name}
Please accept this letter as our formal letter of apology for the inconvenience {issue} has caused you.
We assure you that this issue is not a common problem. Through our internal review process, we believe the cause was due to {key staff changes, recent internal system update, office relocation, etc…}.
To ensure that this will not be a repeat occurrence, we believe that {creating company wide training sessions, installing new back-up systems, creating an internal auditing team, etc…} over the next few months will prevent this from happening again.
{If additional action is necessary:}
At {Company Name}, we have a great appreciation for our customers. Please accept {3 months worth of service, a free upgrade, etc…} as a gift and “thank you” for being such a loyal customer.
If you have any questions or comments regarding this matter, please feel free to discuss it with me at {email, phone#, website, etc…}.
Yours in service,
{Company Representative}
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Index of letter of apology templates
