Apology Letter - Goods / Products Delivery

The document titled 'Apology Letter - Goods / Products Delivery' is an important communication tool used to apologize for difficulties experienced with a product that was supplied to a customer. The purpose of this letter is to express regret for the inconvenience caused and to offer a solution to rectify the situation.

 

The entire document consists of a header section, a body section, and a closing section. The header section includes the sender's contact information, such as the company name, address, telephone number, and email address. The recipient's information, including their name and address, is also provided. The current date is mentioned as well. The body section of the document contains the actual apology and explanation for the product issues. It acknowledges the customer's complaint and expresses sympathy for their problem. The sender assures the recipient that their products are usually inspected before being sold, but some products in the latest batch may have escaped examination. The sender rejects the suggestion of taking back all the unsold stock but offers to replace any faulty products and provides a special discount of 5% as compensation for the inconvenience. The closing section includes a polite closing statement, the sender's name and job title, and an invitation for the recipient to contact them for further questions.

 

Each section of the document serves a specific purpose. The header section ensures that both parties' contact information is clearly stated for future reference. The body section provides a detailed explanation of the issue, expresses empathy, and offers a solution. The closing section concludes the letter professionally and leaves the recipient with a contact option for further communication.

 

Overall, this document is crucial in maintaining good customer relations and resolving issues promptly and satisfactorily.

How to use this document?

1. Provide contact information: Fill in the sender's company name, address, telephone number, and email address in the appropriate fields. Also, enter the recipient's name and address.

2. Acknowledge the problem: Express sympathy for the difficulties experienced by the recipient with the supplied product. Mention the order number to establish a reference.

3. Explain quality control process: Assure the recipient that all products usually undergo inspection before being sold. However, acknowledge that some products in the latest batch may have escaped examination.

4. Reject stock return suggestion: Politely decline the suggestion of taking back all the unsold stock from the batch. Emphasize that the number of faulty products is unlikely to be significant.

5. Offer replacement and discount: Promise to replace any unsatisfactory products and provide a special discount of 5% as compensation for the inconvenience caused.

6. Polite closing: Conclude the letter with a polite closing statement, including the sender's name and job title.

7. Contact invitation: Provide the sender's contact phone number and encourage the recipient to call for any further questions or concerns.

Follow these steps to effectively use the 'Apology Letter - Goods / Products Delivery' document and address the issue at hand.