Sample Apology Letter To Customer For Rude Employee

[Senders Name]
[Address line]
[State, ZIP Code][Letter Date]
[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

On the part of [Company Name], I sincerely apologize for the behavior of one of our employees at the trade fair. We advise our employees to stay away from consuming alcohol during their work hours as well as many hours before joining the job. We thank you for letting us know this untoward incident. We feel sorry that an employee of our firm was involved in something like this.

I assure you that the employee involved is facing a disciplinary treatment and is also being dealt with for substance abuse. Any similar incident in future will lead to termination of this employee.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] – Optional –
cc: [Name of copy recipient] – Optional –

Dear (Customer Name),

On behalf of [INSERT COMPANY NAME], I want to extend my sincerest apologies for the negative experience that you had with one of our customer service agent.

I realize that he/she was unhelpful in solving your issue, and that when you asked to speak with a manager, he/she hung up the phone instead of transferring your call. I understand your frustration at having not been properly directed to an on-duty supervisor, and your even greater frustration at having to wait on hold again, only for the call to drop almost half an hour later.

At [INSERT COMPANY NAME], we pride ourselves on giving our 100% every day to ensure that our customers’ needs are being met. I know that we have let you down, and for that we are very sorry.

We do our best to train each of our representatives on how to properly handle our customers’ issues, including how to escalate problems that they are unable to assist with. Your concern was not handled properly, and we are going to take steps to ensure that this situation does not repeat itself.

As of this day, we are going to require our customer service representatives to ask for a call-back number at the onset of each conversation in case the call drops. We will also be holding a mandatory review session to make sure our representatives are aware of the proper procedure for transferring calls.

I want to thank you for bringing this issue to our attention. We are always looking for ways to better our service, and your feedback is an invaluable part of that process.

Should you need help in the future, please do not hesitate to contact me directly, as I will be very happy to assist you personally with anything you need.

Sincerely,

(Your Name).
(Job Position)
(Phone Number)
(Email Address)

Dear {Name},

As manager of {business}, I wanted to reach out to you personally to apologize for the behavior of {staff member}. Their {actions/behavior} does not reflect our company’s values at all, and this employee is being dealt with appropriately. Instead of {what happened}, they should have {other action}.

By way of compensation, I’d like to extend the offer of {free or discounted service or item}. I know it doesn’t make up for how you were treated, but please accept this small gesture as a symbol of my regret.

I hope that this incident doesn’t keep you from giving us another chance. Please feel free to reach out to me if you need any further assistance. My direct line is {number}.

Sincerely,

{Name}

On behalf of (Company Name), I would like to express my deepest apologies for the rude treatment you received from one of our support operators. Our customer support service is designed to alleviate customer frustration, not add to it.

When a problem of this nature occurs, we want to know about it. Thank you for bringing it to our attention. The operator in question has been put on probation and has been sent to a special class on customer relations.

(Company Name) wants to deliver first class treatment to all its customers. Please accept the enclosed discount coupons as a token of our sincere apologies.

Dear [Mr./Ms./Mrs.] [last name of customer],

Thank you for your [correspondence, phone call] of [date of contact] regarding your account. I would like to profusely apologize for the treatment you received from our representative. This is not the type of service that [company] condones, and we have taken action regarding this instance.

We value all of our customers, and hope to be able to serve you in the future. We hope that you will allow us to show you the true customer service of [company], and to make up for this disappointing experience.

Thank you.

I want to apologize for the rude behavior of one of our employees yesterday. It was inexcusable for him/her to speak to you in an impatient way as you were making your purchase. I know it is upsetting when someone who should be serving you is disrespectful.

Our employee has been disciplined and will lose his/her job if this behavior ever happens again. We value you as one of our best customers and hope you will accept our sincere apology.