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3 Polite Apology for Delay of Refund Letter Samples

Apology for Delay of Refund Sample


Tom Atkinson
14 Edith Street,
Hackney West,

Dear [NAME, ex. Tom Atkinson],

After reading your letter of [date], I can thoroughly understand why you are running out of patience. While it would be easy to place the blame on our computer, this poor fellow has received enough abuse since joining our firm. After all, he only follows the orders that are given to him. Therefore, please accept my apology for the delay in refunding your money for [basis of adjustment].

Our bookkeeping department has been instructed to issue a check to you at once, which you should be receiving within a few days.

I am grateful that your letter was brought to my attention and I appreciate your perseverance in settling this matter. Once again, I am very sorry for the inconvenience this has
caused you.

Yours very truly,



Apology for delay of refund

December 3, 2009
Mr. Kenneth Carter
Arizona Street

Dear Mr. Carter,

I just received your letter of November 30, 2009 this morning, and I can comprehensively understand why you are running out of temper.

Please accept my apology regarding the trouble we have caused you because of the delay in refunding of your money.

I have already instructed our bookkeeping department to issue to you the right amount of check. You will certainly receive this check in a few days.

I am thankful that your letter was brought to my awareness. I really appreciate your patience in settling this kind of matter. I hope that this kind of unfortunate accidents won’t stop your future dealing with us in the future.

Again, sorry and thank you so much for your understanding.


James Brown
President of ABC group


Letter of Apology for Delay of Refund

[Your Name]
[Street Address]
[City, State ZIP Code]
[phone number – optional]
[email address – optional]

May 19, 2009
[Name of Recipient]
[Company Name]
[Street Address]
[City, State ZIP Code]

Dear [Name of Recipient]:

Thank you for your letter of [Date of Letter]. I agree completely that our delay in sending you the refund due you is totally unacceptable, and let me assure you that as of this writing, the refund check is already in the mail.

I am grateful to you for writing to me about the delay and your frustrating efforts to reach someone who could straighten out this small matter. I am so glad you finally reached me! You may not realize it, but we on the senior staff cannot be aware of everything that goes on here, hard as we might try. Therefore, it is feedback from a valued customer – feedback such as what you told me in your letter – that sometimes is the key to tuning things up around here,

In this case, I have already had a meeting with all departments involved in accounting and billing, and have instituted some reforms that I hope will prevent such an annoying thing ever happening to one of our customers again.

Please accept our sincere apology for the delay. Your business is important to us, and we hope to continue serving you for many years to come.


[Your Name]



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Filed in: Business Letter

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