An Apology for Delay of Refund should be top of the list when it comes to salvaging a consumer relationship.
Honestly, delays will happen, probably more often than you will want them to.
The good news is it takes little to nothing for the frustration a customer experiences from the delay to be quelled.
It’s often as easy as sending an apology such as this letter along with a full refund shortly after.
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.