It proves that the company truly views the client as a priority. Poor or inadequate service can damage a company's reputation both off- and on-line, particularly through social media where the reach extends far beyond a customer's immediate circle. The apology is meant to make amends with the clients for poor service provided. File type: DOC | PDF. This apology letter sample gets right to the point. Also, picking the keywords that clearly reveal the customer’s expectations from an email helps to determine how to respond. Unsatisfied Customer Response Letter. According to the White House Office of Consumer Affairs, the process of finding a new customer is 6 to 7 times more expensive than retaining an existing customer. Hence, the letter is often remorseful with an assurance of improved service in the future. As a business owner or manager, there are many times when you need to say "no" to customers, employees, vendors and even the public. Word 2003 (.docx) Adobe Reader (.pdf) Template Details. An apology letter to customer for poor service is a letter written in reply to a complaint from a customer for bad service rendered. File size: 14.48 KB Search. View Details All Versions. An apology letter is, therefore, given by the store to the customer on receiving the complaint from him or her. File page: 1. An apology letter to the customer is a normal procedure used by customer service department to calm down discontented customers and try to hold on to their business. This makes happy customers happier, angry customer calm, and ensures good relations with your co-workers and boss(es). It is important to know how to write refusal letters for a job or refund as well as warranty claim rejection letters while softening the sting of the "no" response. The company effectively apologizes and explains the reason behind it. Writing an apology letter for bad service should be standard procedure for any company. Apology Letter For Bad Service. Apology letter is important because it shows that you have owned your mistake and you are willing to let the affected customer know this. Whether the customer was affected or not by the error, a clear solution in the form of a price reduction coupon is offered to honour a discount that was promised. That enough shows the company puts the interest of the end-user at heart. An Apology Letter in Response to Customer Complaint is written when a customer complains regarding a product or material to the shop or departmental store. In this apology letter, Katie renounced responsibility of the billing error, and revealed a lack of expertise in her company’s system by asking Megan to respond with sensitive information that was not needed to complete the refund (Check our tips in case you need to say no to a refund request from customers.) Unsatisfied Customer Response Letter. 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