Though committing mistakes is one of the characteristics of a human being, not rectifying it and expressing apology for the same is unethical. No matter how big or small the mistake is and whether or not it has caused any serious trouble to others, you must set it right before it becomes an issue. If timely action is not taken, it would create a rift between your friendship and lose regular customers. While just a call and saying 'sorry' would patch up things in personal relationship, you cannot do so in business. You have to write a business apology letter to let the suffered people know how bad you felt knowing about your mistake and how you are going to amend it. Writing the letter will help in conveying that you are sorry and accept the responsibility of the mistake committed. It should be written as soon as you understand the blunder or are informed of the same from others. It has to clarify how and why things went wrong and how you have planned to correct it. The letter helps another party in realizing that you are concerned and want to rectify the mistake, which will not create problems in the professional business relations.
February 10, 2014
Dear Mr. Jefferson:
We are sorry for the inconvenience caused to your organization. The purchase order No. GH 112233 that you received on February 3, 2014 was defective. We understand the inconvenience caused to your company and customers.
The shipped product did not meet the quality and standards that we have been delivering for the last five years. We are analyzing what went wrong and very soon let you know the details. Till then, we assure you that this type of mistake will never happen again in the future. We understand our customers have full faith in our products, and they should continue to do so without any doubt.
We have already started working on your order with the help of additional staff. We will be shipping your order by the end of this week. We have asked the shippers to collect the defective order from your warehouse so that you can stock the new order that will arrive. We can assure you high-quality products in the order that you will be receiving. I apologize for the inconvenience again and promise you that this will not be repeated in the future.
We look forward to continuing our business and professional relations that we have shared for the last few years. Let us know if we can help you in any other manner to pacify your inconvenience.