As a businessman, if you come across bad service to one of your regular customer, what corrective measure, you can take to assuage his/her feelings? In order to check the incidence blowing out of proportion, where you might loose your valuable customer or face a claim from the customer, you should write an Apology Letter for Bad service.
Apology letters are written by a service provider or a businessman for the bad service provided to the customer. As customers are backbone of the business or service provider, it is always necessary that customers should get prompt Apology Letter for their complaints of the Bad service. Such course of action bode well for the future cordial relationship with the buyer. It is wise for the businessman or company to understand that, the retention of customer is most important for the business and its reputation. Getting customers takes days & months but, loosing them needs just a bad service and they switch over to another buyer.
These reasons make it necessary that, the complaints of the customers should be handled properly and due Apology Letter should be mailed to them for any bad service by your employee or product. Though, it is understood that, the bad service may not be intentional but assuaging the feeling of the customer with proper Apology Letter is demand of a cordial business relationship.
Few points are needed to be remembered while writing Apology Letter for Bad service.
With correct Apology Letter, you can pass on the message to the individual that, he/she is the valued customer of the company and you value his continued relationship.
Below given Apology Letter for Bad service will help you in writing your own letter to redress the feeling of the customer:
Apology Letter for Bad service
[Company Name]________________________
[Street Address]_________________________
City_______________
State____________
ZIP Code___________
_____________Date (dd/mm/year)
Ref: _____________________________(Subject -Customer Complaint)
dated__________________.
[Recipient Name]__________________________
[Street Address]___________________________
City______________
State_______________
ZIP Code_______________
Dear_____________________[Recipient Name]:
We apologize for the bad service you experienced while shopping in our ________________ (store/ company/business name), at _______________(location). It was thoughtful of you to inform us about the incidence promptly and brought it to our notice, which provided us a chance to locate the concerned employee and demand an explanation for his undesirable behavior.
We will also like to bring it to your kid attention that, all our employees are well trained in dealing with the customers and to provide them most efficient services. The concerned employee should have sorted out the problem on the floor only, avoiding unnecessary inconvenience caused to you. We assure you, such problem will not arise again and our employees will be extra careful while dealing with our valued customers.
Meanwhile, you can avail the ___________ (name of product) with 5% discount as desired by you.
We are really sorry for your bad experience with us and hope, you will give us a chance to offer you a level of service desired by you. You can contact me at __________ (telephone no) for any assistance.
Sincerely,
[Your Name]_________________
[Title]____________________