A refund is initiated by a company after verifying the problem that may have arrived in the payment method or in the case of any faulty product that is being delivered/returned. Usually, all businesses have a refund policy in which they mention the number of working days that it would take to initiate a return of a certain amount of money. It is the company’s duty to let the customer know when the refund has been undertaken and the time it would take to show in one’s bank account.
In cases when a refund is delayed due to technical faults or any other reason possible, an Apology for Delay of Refund Letter is written by the company to the customer, letting them know about the problem that arose and any step that is taken by the corporation in rectifying the problem. The letter must have a tone of apology and should mention any possible alternative that the company would be able to provide to the customer and assure them that you are doing everything in your capabilities to rectify the situation.
Tips To Write An Apology for Delay of Refund Letter
- The letter must be formal and apologetic
- The letter must mention the product or service for which the refund has been initiated
- The letter must indicate the reason for the delay of the refund
- The letter must assure the customer that you are doing everything in your capabilities to amend the situation
- The letter must contain your contact details in case the client has any further queries
Template
Use our free Apology for Delay of Refund Letter to help you get started
From,
__________ (name of the sender)
__________ (company of the sender)
__________ (address of the sender)
Date: _______ (date of issue of letter)
To,
__________ (name of the receiver)
__________ (address of the receiver)
__________
Subject: Apology for the delay of your Refund for _______ (mention the order or service)
Dear _______ (name of the receiver),
We would like to apologize for the delay that has taken place to refund your money for __________ (mention the order or service for which the refund has been initiated). There have been some problems _______________ (mention the problems due to which the refund got delayed).
We are doing the best that we can to fix the problems, and assure you that you will receive your refund amount of _________ (the refund amount) latest by _________ (mention the most recent date by which the refund would be received).
Thank you for being patient with us and be assured that we value you as one of our top customers.
Yours Sincerely,
_________ (signature of the sender)
_________ (name of the sender)
_________ (designation of the sender)
Sample Letter
From,
Elena Schnider
Koopr Online Retail Store
New York
Date: September 15th, 2015
To,
Jeremy Wang
62, Brooklyn Stree
New York
Subject: Apology for the delay of your Refund for Order #887974
Dear Mr Wang,
We would like to apologise for the delay that has taken place to refund your money for the order #887974. There have been some problems with our computers due to which the refund could not be initiated on time.
We are doing the best that we can to fix the problems, and assure you that you will receive your refund amount of $1650 latest by September 21st, 2015.
Thank you for being patient with us and be assured that we value you as one of our top customers.
Yours Sincerely,
Elena.S. (signature)
Elena Schnider
Customer Relations
Email Format
The following is the Email format that should be followed while writing an Apology for the Delay of a Refund Letter.
From: elenaschnider@email.com
To: jeremywang@email.com
Date: September 15th, 2015
Subject: Apology for the delay of your Refund for Order #887974
Dear Mr Wang,
We, at Koopr Online Retail Store, would like to apologise for the delay that has taken place to refund your money for the order #887974. There have been some problems with our computers due to which the refund could not be initiated on time.
We are doing the best that we can to fix the problems, and assure you that you will receive your refund amount of $1650 latest by September 21st, 2015.
Thank you for being patient with us and be assured that we value you as one of our top customers.
Yours Sincerely,
Elena.S. (signature)
Elena Schnider
Customer Relations