Apology for Overshipment

COMPANY LETTERHEAD

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

DATE

{{date}}

CUSTOMER INFORMATION

{{customer_name}}

{{customer_address}}

Account Number: {{customer_account_number}}

SUBJECT

Apology for Overshipment - Order Number: {{order_number}}

SALUTATION

Dear {{customer_name}},

APOLOGY AND ACKNOWLEDGEMENT OF ERROR

Please accept our sincerest apologies regarding the recent overshipment of your order, number {{order_number}}, placed on {{order_date}}. We understand that you received {{quantity_received}} units of {{product_name}} instead of the {{quantity_ordered}} units you originally ordered. We deeply regret any inconvenience or disruption this may have caused your operations. This error was due to {{reason_for_overshipment}}.

We pride ourselves on accuracy and efficient service, and it is clear that we fell short of our own standards in this instance. We have identified the cause of this discrepancy and are implementing corrective measures to prevent similar occurrences in the future.

PROPOSED RESOLUTION

To rectify this situation, we propose the following options:

1. **Return of Excess Goods:** We can arrange for the collection of the {{excess_quantity}} excess units of {{product_name}} at our expense. Please let us know a suitable date and time for our courier to collect the items from your premises at {{collection_address}}.

2. **Purchase of Excess Goods:** If you are able to utilise the additional units, we would be pleased to offer you a special discount of {{discount_percentage}}% on the excess quantity. The revised invoice for the excess goods would be {{revised_invoice_amount}}.

3. **Credit Note:** Alternatively, we can issue a credit note for the value of the excess goods, which can be applied to future orders. The credit note amount would be {{credit_note_amount}}.

NEXT STEPS

Kindly inform us of your preferred resolution option by {{response_date}}. You can reply to this email or contact our customer service department directly at {{customer_service_phone}} or {{customer_service_email}}.

We aim to resolve this matter as swiftly and smoothly as possible to your full satisfaction.

REASSURANCE AND FUTURE COMMITMENT

We value your business and are committed to providing you with the highest level of service. We appreciate your understanding and patience as we work to correct this error. We assure you that this incident is an isolated one, and we are reinforcing our quality control procedures to ensure such issues do not recur.

Thank you for your continued partnership.

CLOSING

Sincerely,

SIGNATURE BLOCK

{{your_name}}

{{your_title}}

{{company_name}}