Write a letter to company when you forget to return a car on time

Question:

Write a letter to the company when you forget to return a car on time.

Band 9 Answer

Dear Customer Service Manager,

I am writing to offer my sincere apologies for failing to return the rental car on time as per our agreement dated 15/05/2017. I fully understand that this delay has caused inconvenience to your company and may have disrupted your scheduling and operational procedures.

On the day in question, I encountered a series of unexpected events. A severe traffic jam combined with an unforeseen family emergency significantly delayed my journey. Despite my immediate attempts to contact your office and inform you of my situation, I was unable to communicate in a timely manner. I take full responsibility for this oversight and deeply regret any stress or complications it may have caused.

In response to this incident, I have taken several measures to ensure that it does not recur. I have adjusted my daily schedule and reviewed alternative routes to avoid similar delays in the future. Additionally, I am fully prepared to settle any extra charges or fees incurred due to the late return of the vehicle.

I value the high standard of service your company provides and sincerely hope that this incident will not affect our continued business relationship. I appreciate your understanding in this matter and remain available to discuss any further steps required to resolve the situation. Please feel free to contact me at your convenience.

Yours sincerely,
Alex Carter

Vocabulary

• Sincere apologies
• Extenuating circumstances
• Operational procedures
• Oversight
• Inconvenience
• Rectify
• High standard of service

Band 8 Answer

Dear Customer Service Manager,

I am writing to apologize for not returning the rental car on time as outlined in our contract dated 15/05/2017. I understand that my delay has caused inconvenience and may have affected your scheduling.

On the scheduled return day, I encountered an unexpected family emergency alongside severe traffic delays, which prevented me from bringing the car back at the agreed time. Although I attempted to call your office to notify you of my delay, my communication did not reach you in time to mitigate the situation.

I accept full responsibility for this lapse and am willing to pay any additional fees incurred due to my late return. I have since re-evaluated my travel arrangements and made adjustments to ensure that such delays do not occur in the future.

Thank you for your understanding and patience regarding this matter. I trust that we can resolve any outstanding issues promptly. Please do not hesitate to contact me if you require further details.

Yours sincerely,
Alex Carter

Vocabulary

• Unexpected emergency
• Severe traffic delays
• Full responsibility
• Additional fees
• Re-evaluated
• Mitigate
• Prompt resolution

Band 7 Answer

Dear Sir/Madam,

I am writing regarding my late return of the rental car on 15/05/2017. I understand that my failure to return the car on time may have caused some disruption to your operations, and I wish to offer my apologies for this oversight.

On the day of the return, I was delayed due to heavy traffic and a minor personal emergency. Although I tried to notify your office as soon as possible, I realize that my message did not arrive in time to prevent any inconvenience.

I take responsibility for my actions and am prepared to pay any extra charges incurred because of this delay. I have also taken steps to improve my planning and ensure that I adhere to the agreed return schedule in the future.

Thank you for your understanding. Please let me know if there is any further information or action required on my part.

Yours faithfully,
Alex Carter

Vocabulary

• Late return
• Disruption
• Oversight
• Heavy traffic
• Minor emergency
• Extra charges
• Improved planning

Band 6 Answer

Dear Sir/Madam,

I am writing to say sorry for returning the rental car late on 15/05/2017. I was unable to return it on time due to heavy traffic and a small personal emergency.

I understand that my delay has caused problems for your company, and I take full responsibility for this mistake. I am ready to pay any extra fees for returning the car late. I will also try to plan better in the future to avoid such issues.

Thank you for your understanding. Please let me know if you need any more information.

Yours sincerely,
Alex Carter

Vocabulary

• Sorry
• Heavy traffic
• Small emergency
• Full responsibility
• Extra fees
• Plan better
• Avoid issues

Connectors Used

• Dear
• I am writing to
• Due to
• Furthermore
• In addition
• Moreover
• Although
• Yours sincerely
• Yours faithfully