WRITING A COVER LETTER

Hi  {Receiver} , I know that it was very important that {I am on time/send you the prerequisite materials}, and I’m very sorry for{not being on time/missing the deadline}. I ran into trouble when {reason for delay}. I mismanaged my time and wrongly prioritized other matters over {this one/project}. In the future, I will exercise better organization to ensure that I am more punctual. I’ll also make sure to keep you up to date on my status in case I encounter any unforeseen difficulties. If you can offer additional insight or suggestions as to how to improve my punctuality {on projects}, I am willing to listen and learn. You can reach me at {phone/email}. Sincerely, {Sender}

Dear {Client Name}, On behalf of my company, {Company}, I would like to offer our most sincere apologies for the mistakes made while handling your project. It was a gross oversight for which we accept full responsibility. To remedy this situation, we have already fixed our original error and will be offering you a refund of {Amount of Refund}. We try our best not to make mistakes, but when they happen, we try our best to fix them! I hope that this will make amends for the mistakes that were made. Rest assured that your unfortunate experience has helped us identify a major problem in our {source of problem}, which has now been fixed. If you have any questions about this issue, please contact us at {phone/email}. And, on behalf of all of us, we are truly sorry! Sincerely, {Sender}

Dear Customer, We received your complaint letter last February 5, 2009 about the problems you are encountering with our cable service.  We have found out that the problems are caused by a faulty satellite tower in your area.  Thus, we have received several similar  complaints  from others within the range of the tower. Please accept our apologies for the unsatisfactory service.  We assure you that the problem is being resolved and we will prevent the same from happening again.  Repairs are already on-going and we have also installed a new system of monitoring and immediately detecting similar problems in the future.  We will be refunding your payment for last month’s cable service as our way of making up for the defective service. We hope you continue your subscription with us as we are doing our best to constantly improve our services.  Should you have any queries, please contact us at 01444 480480. Thank you. Sincerely, Mr. Pat Gillies Cust...

From, Mr Gibbs, Manager, YBS Mall, London To, Mr Stevenson, B-13, Roaring Heights Apartments, Archway road, London Dear Mr Stevenson, I, Mr Gibbs, the manager of the YBS shopping mall, am writing this letter to express regret and remorse for the mistake from our side which caused you a lot of trouble. The letter for immediate payment to be made has been destined for another client but it eventually landed at your home and  naturally made you furious. The thing is the person whom the letter was destined also goes by the name of ‘Mr Stevenson’ and since we made a record for all the regular customers, the address got mistaken by sheer human error. I assure you that the mistake shall never be happening again in the coming future. I am hopeful that you will continue to be a proud and regular customer of ours by pardoning us this time around. As a humble compensation for all the chaos which we resulted in, we have sent you your preferred wine. Yours sincerely, Mr Gibbs 

From, Mr Hogarth, Supply manager, KDMC Construction Materials Ltd, Denver To, Mrs Kolinsky, Site Manager, BMC Construction Company,  Denver Dear Mrs Kolinsky, I, Mr Hogarth, the supply manager of the KDMC Construction Materials Ltd, am writing this letter to apologise for the mistake which took place in the consignment which had been ordered and what has been delivered to you. There has been a huge misunderstanding and the adequate amount of materials which were ordered from your side was denied on the time when it was meant to be delivered. I take complete responsibility of the mistake which took place from our side and express my repentance over the time loss which you had to suffer. I assure you that the future shall never see the dawn of any mistake in any context. I hope that this does not affect the healthy business relations which we have been sharing for such a long and that this mistake shall be overlooked for the sake of it. Assuring of a timely and best quality supply he...

From, Ms Simpson, Manager, UBQT Shopping Complex, San Diego To, Mr Filibuster, F-13, Marcus corner, San Diego Dear Mr Filibuster, This letter has been drafted to convey you the apologies from the UBQT Shopping Complex regarding the delay in the delivery of the goods which you have ordered on the date of 14 November, 2010. There have been certain issues which have delayed the arrival of the consignment of several  goods and commodities. Certain number of the goods ordered by you has also been on the list of the delayed items. This has been the reason for the delay. I take complete responsibility of the entire event and I, on the behalf of the UBQT Shopping Complex, express deep regret for all the inconvenience which has been incurred by this. As a part of the compensation, we wish to offer 10 percent ease on the entire bill of this delayed business. I hope that the healthy relation between you and our UBQT shopping complex shall continue in the same way. Yours sincerely,  Ms Si...

In this letter a business house is sending an apology letter as the consignment sent to its client has not reached them. Sometimes due to the apathy of the courier company the article may reach the person late, due to which the company is left holding the bag .They have to satisfy an irritated client and try to soothe frayed tempers. Here is a sample business apology letter: From: Veronica Jennet Loyld Company New Orleans To: Mr. James Hadley Arthur Road, New Orleans 18 th  June, 2010 Ref: Business Apology Dear Mr. Hadley, We are in receipt of your complaint letter dated 12th June. You have mentioned the non receipt of the consignment of the material that we had posted a week back. I assure you that the material was packed and sent on the desired date without any delay. I have personally checked with our Mail and Packing Department. They have showed me the details of the delivery. However since you have not received it so far, I shall take up the matter with the courier company. Re...

Name of the customer, Address, City, state, zip. Dear (name of the customer), I apologize for the fact that you were given damaged product which you bought last week .It happened during the transportation of the product from storage facility to the shop. We understand that you bought this as a gift for your daughter’s birthday and you got a damaged product due which the entire surprise was spoiled. We really regret for the inconvenience and apologies for such a mistake. We would like to compensate you and thank you for writing to us about it. I request you to please bring the product along with the receipt and present it to any of our shops. Please bring this letter along with you, and you will be given a replacement of the product and also a free product of your choice as a compensation for the inconvenience, hope this action will help rebuild your relationship with our shop. You have been a wonderful customer and we hope you forgive us for this and maintain future business relationsh...