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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's not good business ethics. Always try to reply to your clients' emails and letters within reasonable time.

apology letter for late reply email sample
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.


Ref: ................
Date: ................

(Name of the Customer)
(Designation, if any)
(Organisation name, if any)
Tel.: ......................

Sub.: Apology

Dear .................,

This is with reference to your letter dated .................., which I had received on (Date). I sincerely apologize for the delay in responding to your letter. I had mistakenly put your letter in a file, which I just stumbled upon.

We would like to inform you that based on the information available at the moment, the merchandise ordered by you was shipped to your shipping address on (Date) and 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, I am sorry for the late reply.

Thank you for your understanding!

Yours faithfully,

(Name of the Employee)


Dear ..............,

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

Although I had seen your mail on the same day and was going to reply, yet somehow in the flow of work I had missed to do so. I hope this hasn't 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 gets processed within 24-48 hours and the goods are shipped accordingly.

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

(Your Name)


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.

(Your Name)