MAA KALI RESTAURANT — Restaurant in Assam

Not So, you messed up. Whether you had an off day and delivered a subpar customer experience (CX), the product didn’t ship on time, or a billing error occurred, a sincere apology can be the olive branch that jump-starts customer loyalty. You don’t need to overthink it—we’ve got you covered with 25 customer apology letter templates so you can swiftly say “I’m sorry” and start delivering a solution.

More in this guide:

How to write a customer apology letter

25 customer apology letter templates and examples

Frequently asked questions

Simplify saying you’re sorry

How to write a customer apology letter

Writing an effective apology letter involves a balance of customer empathy, timeliness, accountability, and actionable solutions. Each situation is unique, so it’s important to tailor your apology to the specific circumstances and customer needs. Here are some dos and don’ts to consider while creating a customer apology letter.



What to do in a customer apology letter

Follow these tips to craft the right messaging for your customer apology letter.

Respond quickly

Personalize the letter

Acknowledge the issue

Be sincere

Explain what happened

Take responsibility

Offer solutions

Discuss preventive actions

Encourage feedback

Follow up

What not to do in a customer apology letter

Knowing what to do in a customer apology letter is only half the battle—it’s just as important to understand what you shouldn’t do. Here are key elements to avoid in your customer apology letter so you can continue building customer relations.

Don’t blame the customer

Don’t make excuses

Don’t provide generic responses

Don’t over-promise

Don’t offer technical explanations

Don’t extend a half-hearted or insincere apology

Don’t overlook discussing preventive measures

Don’t disregard the opportunity for feedback

Don’t forget to follow up after the apology

25 customer apology letter templates and examples



Download 25 customer apology letter templates

Start smoothing things over sooner with our free customer apology letter templates. Get all 25 templates and customize them to each unique situation for that extra personal touch.

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Finding the right words to apologize doesn’t need to be difficult—let us help. Download all 25 free customer apology email templates to remedy any situation and satisfy your customers.

Personal apology letter

Mass apology letter

Angry or dissatisfied customer apology letter

Apology letter for poor customer service

Apology letter for communication errors

Apology letter for billing or pricing errors

Apology letter for defective products

Apology letter from manager for escalated issue

Late or delayed delivery apology letter

Apology letter for ineffectively handling complaints

Apology letter for service outages or downtime

Apology letter for issues with refunds or returns

Apology letter for out-of-stock items

Apology letter for negative interactions with employees

Apology letter for canceled service or appointment

Apology letter for customer inconvenience

Apology letter to address mistakes

Apology letter for unresolved issues

Apology letter for recurring issues

Apology letter for security issues

Apology letter for unmet product or service expectations

Apology letter for providing incorrect information

Apology letter from the CEO or ownership

Apology letter for undelivered email

Apology letter follow-up

Personal apology letter

Writing a personal apology letter to a customer is an opportunity to connect one-on-one. A tailored apology that demonstrates genuine concern and accountability will foster a sense of empathy and understanding.

Subject: My sincere apology

Dear [Customer‘s Name],

I hope this letter finds you well. I am writing to offer my deepest apologies for [briefly describe the issue or reason why an apology is needed].

I deeply regret [describe what you did] and understand the impact it has had on you. I value our [relationship/connection] and am committed to making things right.

Here’s what I’m doing to ensure [scenario] doesn’t...