Apology Letters for Poor Service

Dear {Recipient},

Thank you for contacting us regarding {issue}. We're very sorry that the {item/service} you received did not meet your expectations. We understand your disappointment and apologize for any inconvenience this has caused.

At {company name}, our customers' happiness is our number one priority. Thus, we {have gone ahead and shipped out a replacement/would like to offer you a X-month free subscription/something else} in order to make it up to you.

Again, thank you for bringing this issue to our attention. We are always looking for ways to improve our service, and your feedback is crucial to that process. Please don't hesitate to reach out to us again should you have additional concerns. Thank you.

Best regards,

{Your Name}

Dear [Name],

I am writing to apologize for the disappointing experience you had with our [product/service]. I understand that you expected a better outcome and I am sorry that we failed to meet your expectations.

At [Company], we strive to provide excellent customer service and we take customer feedback seriously. We take pride in our [product/service] and it is our goal to ensure that our customers are satisfied with the results. Unfortunately, in your case, we did not meet that goal.

I want to assure you that we are taking steps to ensure that this does not happen again. We have reviewed our processes and procedures and have identified areas where we can improve. We are also training our staff to better understand the needs of our customers and how to better serve them.

I understand that this experience has been frustrating and I want to apologize for the inconvenience it has caused. We value you as a customer and we want to make sure that you are satisfied with our [product/service]. To that end, we are offering you a [discount/refund/etc.] as a gesture of goodwill.

Again, I apologize for the disappointing experience you had with our [product/service]. We take customer feedback seriously and we are committed to providing the best possible service. Please do not hesitate to contact us if you have any further questions or concerns.

Sincerely,

[Your Name]