matching types of sentence in adjustment letter

Apology for the error or fault

• This was caused by an unexpected malfunction.

• We assure you that this will not happen again.

• We agree that the usual high standards of our products were not met in this instance.

• I would like to apologise for the error made by our company.

• We understand how disappointing it can be when your expectations are not met.

Accepting a Complaint

• We understand how disappointing it can be when your expectations are not met.

• We agree that the usual high standards of our products were not met in this instance.

• This was caused by an unexpected malfunction.

• We look forward to your continued custom and to serving you again.

• We have dispatched the new items.

Acknowledging receipt of a complaint letter

• I would like to apologise for the error made by our company.

• I regret to inform you that we cannot take responsibility for this occurrence.

• We assure you that this will not happen again.

• We have dispatched the new items.

• Thank you for your letter of 3 February.

Explanation of the fault

• This was caused by an unexpected malfunction.

• We assure you that this will not happen again.

• This is because the item was on sale and therefore refunds and returns are not permitted.

• We look forward to your continued custom and to serving you again.

• We understand how disappointing it can be when your expectations are not met.

Assurance

• Thank you for your letter of 3 February.

• We have dispatched the new items.

• This was caused by an unexpected malfunction.

• We assure you that this will not happen again.

• We look forward to your continued custom and to serving you again.

Replacement of goods

• I regret to inform you that we cannot take responsibility for this occurrence.

• We have dispatched the new items.

• This is because the item was on sale and therefore refunds and returns are not permitted.

• We look forward to your continued custom and to serving you again.

• We agree that the usual high standards of our products were not met in this instance.

Regret at dissatisfaction

• We understand how disappointing it can be when your expectations are not met.

• We agree that the usual high standards of our products were not met in this instance.

• We understand how disappointing it can be when your expectations are not met.

• We assure you that this will not happen again.

• We have dispatched the new items.

Rejecting responsibility

• I would like to apologise for the error made by our company.

• I regret to inform you that we cannot take responsibility for this occurrence.

• This was caused by an unexpected malfunction.

• This is because the item was on sale and therefore refunds and returns are not permitted.

• We understand how disappointing it can be when your expectations are not met.

Reasons for the rejection

• This is because the item was on sale and therefore refunds and returns are not permitted.

• This was caused by an unexpected malfunction.

• I regret to inform you that we cannot take responsibility for this occurrence.

• I would like to apologise for the error made by our company.

• We understand how disappointing it can be when your expectations are not met.

A concluding sentence aiming at retaining the goodwill

• We assure you that this will not happen again.

• We look forward to your continued custom and to serving you again.

• We agree that the usual high standards of our products were not met in this instance.

• We understand how disappointing it can be when your expectations are not met.

• We have dispatched the new items.