Apology Letter Format to Customer for Short Shipment/ Supply

Errors are bound to happen in business operations. However, how you handle your mistakes is what makes you trustworthy and successful in business.

Sometimes, a customer may come to you with a complaint of a short supply of ordered goods. Otherwise, before the customer notices the error, you may also notice that you have supplied goods less than the ordered quantity.

In that case, you should write an apology letter to the customer and should give a call to apologize sincerely. You may give a gift along with the balance supply of ordered goods. Otherwise, you may offer the customer a discount on his next order.

Here are samples of apology letters and emails to customers in such cases.

TEMPLATE #1

Ref: _________

Date: ________

To

(Name of the Customer)

(Full Address)

Mob. _________

Reg.: Your purchase order number _________.

Dear Sir/Madam,

Thank you for bringing the issue of short supply of goods to our notice by your email/letter dated _______. We sincerely apologize to you for the inconvenience caused.

We immediately investigated the matter, and found that due to a clerical error - the supply was less than ordered quantity. We have already shipped to you the balance quantity. Please note that:

i) Your purchase order number ________ dated ________ for supply of (Volume) of (Type of Goods).

ii) Our shipment consignment number ________ dated _______, which delivered (Volume) of (Type of Goods).

iii) Our shipment consignment number ________ dated _______, which will deliver (Volume) of (Type of Goods).

Once again, we are deeply sorry about this. We would strive hard to be more careful in fulfilling customers' orders. We look forward to your continued association and support. We promise to be better in the future.

Thanking you for putting your trust in us.

Yours faithfully,

   (Signature)

(Name of the Officer)

(Designation)

TEMPLATE #2

Dear Mr./Ms. _______,

Thank you for letting us know that there was an error from our side in delivery of your ordered goods. We have investigated the matter. We are surprised that this has happened after all the measures taken by us so tediously to ensure accurate delivery to our customers.

We are deeply sorry that you had to go through this. We apologize for any inconvenience that it may have caused you. It mainly happened because of a clerical mistake by one of our staffs.

Please note that as per your purchase order number ________ dated _______, we were required to supply (Quantity and type of goods). However, we had supplied (Quantity and type of goods) by our consignment number ______ dated _______. We have now shipped the balance quantity of goods by our consignment number ______ dated _______.

We will strive harder to serve you better in the future. Thank you for your continued support.

Kind regards,

(Name of the Person)

(Designation)