A Sample Business Apology Letter
This sample business apology
letter includes all of the dos and donts 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".
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
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
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 dont hesitate to contact us.
*Note how all of the
repercussions in this sample business apology letter have been
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 wont 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!
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business apology letter.