[These are Sample letter to business clients for an apology on damaged goods and replacement of the goods as per policy. You can modify this format as your requirement.]

Date…

Client name…

Institute/Company name…

Institute/Company Address…

Sub: Apology and Replacement of Damaged Goods

Dear name,

It has come to our notice that a few numbers of electronic items purchased by you got damaged and malfunctioned while delivering through our representative, yesterday. We have carefully examined that fault is entirely from our end and your damaged goods would be replaced with new very soon. (show actual problem and situation).

Furthermore, I apologize for this inconvenience which you faced in the above-mentioned situation. Our salesman will soon contact you for further inquiry and information. I would appreciate your immediate attention to this matter.

Thanking you.

Name…

Sales Manager.

Contact no. and Signature…

Dear Sir,

Respectfully, I have come to know that the stock of paper that has sent to your company last month was water damaged and you have sent a letter to my company for the replacement of the stock.  I am very sorry for your inconvenience. (show actual problem and situation).

Sir, I was not aware of the fact that the stock was water damaged as it might be negligence of the caretaker of the warehouse. He should check the stock first and then send it to you. Please accept my humble apology in this regard. We will replace the entire damaged stock as well as we will provide 20% discount to your company on the payment for this.

Accept my apology once again. Thank you so much to have business with us.

Yours sincerely,

Name…

Sales Manager.

Contact no. and Signature…