[Your letterhead, if desired; if not, your return address]
[Date of letter—month, day, and year]
[Recipient's first and last names]
[Street or P.O. box address]
[City, State ZIP code]
Dear [recipient's name]:
We understand that you were dissatisfied with the service you received from our maintenance department during your October 2nd appointment to have four tires installed on your car. We apologize that you had to wait for so long and that the tires were not installed to your satisfaction. We would like to correct this error, so please call us as soon as possible so that we can schedule a new appointment. At that time, one of our senior maintenance specialists will reinstall the tires and thoroughly check them.
We would also like to offer you a refund on one of the tires as a way to compensate you and express our good will. You can pick up this refund check at your appointment.
We look forward to hearing from you and to resolving this issue. We greatly value your business, and we thank you for your patience and understanding.
[Sender's first and last names]