Apology Letter for Delayed Shipment

E-commerce business is rife these days. People buy different products remotely from different sellers and pay them in return. With the advancement in technology and surge in online shopping, e-commerce companies have also started providing services at a fast pace. Therefore, customers also expect from sellers that they will deliver the products to them within 1 or 2 days.

What is an apology letter for a delayed shipment?

Sometimes, the shipment gets delayed due to many reasons. In this situation, a business fails to meet the expectations of its customers. The customers on the other side also face serious inconvenience. Sometimes, they switch to another brand because of poor and delayed shipment service. A business can easily save its relationship with its customers by writing an apology letter for delayed shipment.

Why it is important to write an apology letter for a business?

Every business tries to provide the best services to its customers. However, customers still face bad experiences. In this situation, a business is expected to put its best foot forward and tender an apology. For this purpose, the business writes an apology letter to its customers.

It is not easy to write an apology letter because it takes a lot of courage to concede the mistake. However, writing an apology letter can work magic.

When a business writes an apology letter effectively, it is likely to convert the negative experience faced by customers into a positive one. If the business is afraid that delayed shipment or delivery might give it a bad name, it can change the situation by writing an apology letter

Tips for writing the letter apologizing for the delayed shipment

Since business needs to write the letter in a professional tone, perfection should be the main goal in writing. Here are some tips for writing this letter:

  1. The letter should be started with an apologetic statement straight. It should be kept in mind that this letter is a professional letter and a straightforward tone is required to be maintained in the letter.
  2. The apologetic statement of the letter should refer to the main problem that has caused the business to write an apology letter. In this particular scenario, the apology letter must mention that the business is apologizing for the late shipment.
  3. The letter should briefly explain the reason for the delayed shipment. If the reason makes sense, the customer is likely to forget the inconvenience and continue a healthy relationship with the business. Additionally, the business should avoid giving excuses in the letter.
  4. Also, mention in the letter what steps you are taking to make things better and rectify the problem. For example, if you have taken some measures to speed up the shipment process, let the business know about it
  5. End the letter on a positive note. For this, you can thank the customer for showing patience and choosing your company for buying products.

Sample Letters

Hey sir, I hope you are doing well. Sir, I received your message yesterday regarding the products you ordered us. Sir, I am sorry for the delay in shipment. Sir, there was some issue between the courier company and our management. Due to this reason, the staff of the courier company refused to pick up the products. Now we are agreeing with another service provider. I hope we will deliver the items within a day or two. Hope you understand, I apologize that I must send the letter to you before informing you about the delay. Sorry again. You will get your package within this week.

File: Word (.docx) 2007+ and iPad Size 26 Kb | Download

Hi ma’am, I hope you are fine. Ma’am, I want to inform you that the products that you have ordered from us may not be delivered this week. As you know there is a lockdown due to the coronavirus. All the transport is off, and no one is available on the production site to transport products out of the city. For that reason, as soon as the situation is controlled, we will ship your products. I hope you understand and reply to us through the message as soon as you receive the letter.

File: Word (.docx) 2007+ and iPad Size 25 Kb | Download

Hello sir, how are you? Sir, I am sorry for not delivering your product on time. There is a delay in the manufacturing unit. Our workers are on strike due to some issues with the finance department. Because of this reason, our production site is closed, and all the products are in the queue. We are not delivering any product. Sir, I hope you understand and will not cancel the order. I promise as soon as the matter is resolved we will ship your product. Kindly, give us a reply and confirm your order.

File: Word (.docx) 2007+ and iPad Size 26 Kb | Download

Dear ma’am, how are you doing? Ma’am, we are always thankful to you as you are our regular customer. You trust us and always appreciate our service. Ma’am this time I am sorry for the delay in shipment. We are unable to ship the products on time. It is because this time some production issues are going on. One of the machines in the unit is not working. We have ordered its spare part. We are hopeful that it will be recovered by tomorrow. Due to this reason, there is a delay in shipment. Kindly cooperate. Please do not cancel the order. I hope you wait for your products patiently.

File: Word (.docx) 2007+ and iPad Size 26 Kb | Download

Hello sir, I received your message regarding the delayed shipment. First, I was surprised as we delivered the products on time. When you placed the order, by the next day we sent it to the courier service. When your complaints us related to the delayed shipment, I called to courier service provider. He told me the reason for the delay. According to him, the truck met an accident and by resolving all issues it took about 4 days to take the products to the location. For that reason, the products were shipped late. I hope you understand and accept our apology for the delay in shipment.

File: Word (.docx) 2007+ and iPad Size 23 Kb | Download