[Your Name]
[Street Address]
[City, State ZIP Code]
[phone number – optional]
[email address – optional]
May 19, 2009
[Name of Recipient]
[Title]
[Company Name]
[Street Address]
[City, State ZIP Code]
Dear [Name of Recipient]:
Thank you for your letter of [Date of Letter] and for taking the time and trouble to let us know the reasons why you wish to cancel your order. On behalf of our entire management team, I am writing to let you know how sorry we are that you experienced such difficulty in dealing with our customer service staff.
You’re a valued, loyal customer, and we take this matter very seriously. We have called a special meeting of all management and customer service representatives to discuss the situation that you described in your letter, and have already made changes in our policies and procedures to ensure it doesn’t happen again.
Please accept our apology.
Sincerely,
[Your Name]
Enclosures