Make an Effective Apology with a Carefully Worded Business Letter

Business Letter

Business Letter

Business Letter

Business Letter

Business Letter

Good business relationships are crucial for a company to keep up. Everyone knows that mistakes happen. Accidents happen. Problems come up. When you or an employee causes a problem with a customer, a supplier, or a vendor, it is important to take steps to rectify the situation and to make sure the relationship stays strong. An apology letter is part of the rectification process.

Business Letter

Business Letter

Business Letter

Business Letter

Business Letter

How do you create a business letter that offers a sincere apology that will help support the business relationship?

First, get your information straight before you write the letter. Make sure you have all the facts about the situation. Who did what, when they did it, and what happened as a result. Also, make sure you know how you want to make amends for the situation. What steps are you going to take to make sure it won’t happen again?

Business Letter

Business Letter

Business Letter

Business Letter

Business Letter

Begin crafting the letter in the style of a formal business letter. This is not the time for a casual one. Make sure you address it to the right person. Some problems happened due to shipping, delivery, or order problems. Those letters should go to the contact person of the company. If it was a more personal infraction, then the letter is addressed to the wronged person directly.

The letter’s first line, after the salutation, should be the apology. It should address the problem directly. “We are sorry that your order of 1 July was not shipped on time” is one example. You should apologize for the problem and the inconvenience it caused the other party.

Business Letter

Business Letter

Business Letter

Business Letter

Business Letter

The second paragraph should detail how you want to rectify the situation. You might offer a discount on their next order or give them free shipping for a time. The third paragraph should emphasize that you do not want this to happen again. Briefly mention how you have addressed the problem internally.

The closing paragraph is as important as the opening one. Talk about how you look forward to working with them in the future. Ask if there is anything else you can do to help the situation. Then add a formal closing and sign your signature.

Business Letter

Business Letter

Business Letter

Business Letter

Business Letter