Sample Business Apology Letter to Client for Late Response

A delay in responding to your customer does not look good on you professionally speaking. It is not good business ethics. Always try to reply to your clients' emails and letters within reasonable time.

Timely responses help in retaining existing and new customers by avoiding any kind of unnecessary disappointments.

If you have by mistake delayed in responding to the customer, then you should sincerely apologize to the customer either by letter or email or over phone.

Here are examples of ways to apologize to your customer for late replies.

TEMPLATE #1

Ref: _________

Date: ________

To

(Name of the Customer)

(Designation, if any)

(Organisation name, if any)

(Address)

Tel: _________

Sub.: Apology

Dear Mr./Ms. _________,

This is with reference to your letter dated _________, which we had received on (Date). We sincerely apologize for the delay in responding to your letter. Your letter was by mistake put in a wrong file. We just noticed it.

We would like to inform you that based on the information available now - the merchandise ordered by you was shipped to your shipping address on (Date). It is expected to be delivered to you by (Date).

We understand the requirements of the goods at your end; and we are trying our best to expedite the delivery as soon as possible.

Kindly bear with us for some more time. We appreciate your patience and cooperation in the matter.

Should you have any queries, please feel free to contact us at any time.

Once again, we are sorry for the late reply.

Thank you for your understanding!

Yours faithfully,

For (Name of the Organisation),

    (Signature)

(Name of the Employee)

(Designation)

TEMPLATE #2

Dear _________,

I am sorry for reverting to you so late on your mail dated _________.

I had seen your mail on the same day, and I was going to reply to you. Somehow, in the flow of work, I had missed to respond. I hope this has not caused too much of an inconvenience to you.

Yes, we have the products as enquired by you. As desired, attached herewith the quote on the products along with terms and conditions on their shipment, payments, etc. Kindly go through the same and let me know if you have any query on that. Generally, once the order is received, it is processed within 24-48 hours and the goods are shipped accordingly.

Once again, I sincerely apologize for the delay. I promise I will be quicker next time.

Regards,

(Your Name)

TEMPLATE #3

Dear _________,

Please accept my sincere apology for the delayed response to your email on (Date).

As you may know, our office has moved to a new location. This has resulted in delays in some of our activities as we are taking some time to settle down properly in this new office. Hence, the delay in responding to you.

(Describe your reply to the customer query here.)

Thank you for bearing with us.

Regards,

(Your Name)