[DATE, ex. Monday, March 31, 2008]

[NAME, COMPANY AND ADDRESS, ex.
Link Building
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. Link Building],

I want you to know that we value your business greatly.  I am deeply embarrassed by the manner in which you were treated by our employee on [DATE, ex. June 5, 1998].  Indeed, I thank you for bringing the matter to my attention.

I want you to know that [STATE WHAT YOU WILL OR HAVE ALREADY DONE, ex. after your discussion with me yesterday, I immediately terminated the gentleman in question.]  Let me personally assure you that you will never encounter this kind of behavior at our establishment in the future.

I hope and invite you to continue doing business with us.  {OFFER INDUCEMENT, ex. Because I feel ashamed over the entire matter, please allow me to offer you a 5% discount on your next order.}  Feel free to contact me at XXX-XXXX if there are any other issues you wish me to address.

Sincerely,

[YOUR NAME, ex. Jill Jones]