Dear …

RE: __(Type of Service)__ Service Dissatisfaction

I have been made aware of your dissatisfaction of the __(type of service)__ service that our company performed for you on __(date)__. I’m sorry to learn that __(briefly describe the nature of the complaint)__. On behalf of __( Name of Company)__, please accept my apologies for the inferior __(level of service/job performance level/workmanship/etc.)__ you have experienced. This is most unfortunate and we certainly wish to rectify the problem as soon as possible.

Though this is not typical of the __(type of services)__ services we provide, we do value our customers and are committed to promptly making good any situation like this that may arise. Customer satisfaction is very important to us.

On that note, I have been trying to contact you since __(date)__ to discuss this situation with you. Regrettably, I have not been unable to reach you by telephone. I urge you to kindly contact me at __(phone #/email address/etc.)__ at your earliest convenience to allow us to move forward in resolving this situation as quickly as possible.

As one of our valued customers, we wish to have the opportunity to rectify this to your satisfaction. In keeping with that, I look forward to hearing from you soon.

Sincerely,