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  You are Here: Home :: Business Apologies :: Sample Business Apology Letter  

A Sample Business Apology Letter

This sample business apology letter includes all of the do’s and don’ts of effective business apology letter writing and is based on the situation described in Business Apologies 101 — Timing An Apology where defective goods were shipped by "Vendor B" to "Company A".

Apology Dots

Dear "Company A",

We are very sorry that the shipment of goods (Purchase Order No.) that you received on (Specific Date) was defective. We understand your disappointment and appreciate the inconvenience this must have caused your organization and the logistics problems that ensued.*

There is no question that the product we shipped did not meet the very high standards our customers have come to expect and should continue to demand.

In our effort to improve the overall quality of our products, we used a new composite material for your order. We have since returned to the original recipe and can assure you that we are in the process of completing more thorough testing and development.

I can promise you that the highest quality standards will be met in the future because protecting our reputation for delivering the best product on the market is a key priority for us. Again, I apologize for our mistake and regret any inconvenience caused as a result.

We have already brought in additional staff to expedite the production of a replacement order and guarantee its delivery by the end of this week. We have also asked our shippers to pick up the defective product prior to delivery of the new shipment, in order to free up your warehouse space.*

We look forward to continuing the mutually beneficial relationship that our two companies have shared over the last two years.

If there is anything else that we can do to minimize your inconvenience in regard to this matter, please don’t hesitate to contact us.


"Vendor B"

*Note how all of the repercussions in this sample business apology letter have been addressed.

Apology Dots

This sample business apology letter includes all the elements of a perfect business apology. It describes the situation with specific detail, it acknowledges the inconvenience caused, takes responsibility without making excuses, and assures the recipient that it won’t happen again.

"Vendor B" understands what they are apologizing for and the best way to extend the apology.

For a detailed analysis of this letter see Business Apology Letter Example: The Analysis.

This sample business apology letter has been crafted so that you can easily modify and tailor it to your situation. So bookmark this page for future reference, you never know when you might need it!

Learn more about Business Apology Letters.

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Business Apologies from a sample business apology letter.


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