In business, any error could affect a great deal in maintaining a good and long term relations with a client/customer. It is expected that whenever an error has been done, by the company or any employee thereof, it is only expected and necessary for the establishment to make proper action to solve the problem as soon as possible.

Writing a letter to confirm correction or revision is one way of taking responsibility.

It is important that, when writing this letter the company focuses on the solutions to resolve the situation, your tone should be sincere, considerate, and apologetic. Take time to explain briefly, detailing what happened.

Blame no one. Be objective, give straightforward facts, and avoid making excuses.

Also, communicate the revisions or corrections made to those who are involved for uniformity of information.

Example

Date

Name of Addressee
Address

Dear (Sir/Madame):

We have received your letter, dated February 28, informing us of the error made on page 18 of our product magazine. Upon our review, we found out that there was, indeed, an error in printing.

While it is too late to correct the error made in this printing, we assure you that the necessary revisions are already made and have been proofread the entire magazine again to ensure that in the next batch of printing we will have the accurate information. We apologize for any inconvenience this error may have caused you.

Please accept our sincere gratitude for the time you have spent in writing this letter. We guarantee that your effort is not wasted. This further motivates us to improve our publication and services in the years to come.

Thank you.

Sincerely,

Name of Sender
Title