letters of apology

Letters of Apology

When it is necessary to apologize for something, it is important to get the tone right.

Sometimes you may have to swallow your pride and say you are sorry even if you’re not.

Write a personal apology

Write this brief letter as soon as possible after the incident. Focus on actions you are

taking to rectify the situation, rather than on the damage you may have caused. A sincere,

well-worded apology coupled with action goes a long way toward patching up a damaged

relationship.

Write a business apology

Business apology letter opens the door for the attempts of reconciliation with the other

party. Hence, make sure you write your business apology letter honestly and with proper

care, unless you want to end up doing more damage than you already did.

Your apology letter should

Give Full Account of the Situation

Begin your letter with an appropriate salutation. In your business apology letter, give a

full account of the situation in the introductory paragraph. Provide all the necessary

details involving the incidence in question.

Acknowledge the Damage Done Acknowledge the fact, that the negligence on your part has cost a damage or hurt the

other party. Also, express your regrets for the inconvenience that they may have had to

face.

Take Responsibility

In the following paragraph, admit your mistake and take the full responsibility for it.

Explain how and why the mistake took place. Also, mention the corrective measures that

you are willing to undertake.

Provide an Appropriate Justification

After taking a full responsibility for the mistake, you may add an appropriate explanation

(if you have any) regarding the offense. This will help the other party to see the things in

different light.

Promise that the Mistake Won't be Repeated

Add a line or two about how you'll exert more caution in the future and prevent the

mistake from repeating. Make sure you sound genuine, so that the other party has no

doubts trusting you.

Statement of Regret

Add an official statement of regret at the end of the letter and also add a sentence or two about how you are hoping to continue business relations with them.

How to write a business apology letter

·Offer your apology in the beginning of the letter and clearly state the problem: “Please

accept my apology for being unable to give you a definitive answer at this time...” or

“We apologize for whatever inconvenience this may cause you, but...”

· Give some explanation for what happened: “Our committee has not yet completed its

investigation into...” or “In order to err on the side of caution, this toy has been

recalled by the manufacturer...”

·Focus on what actions you are taking to rectify the problem: “We are happy to offer you

a full refund...” or “We will be happy to notify you as soon as we receive the

information you requested...”

·Hand-sign the apology letter with a black pen.

·Remember: Say you are sorry as soon as wisdom dictates! You will find that an apology

letter will not only help save your friendships and your business associates, it can also

dissolve a small problem and keep it from snowballing into a big one!

Sample 1

68 Pine Zaggat Lane

Hampervile, NE 25385 January 5, 2005

Dear Jolene,

I am sorry about forgetting about our lunch date. It was completely my fault; I was so

busy at work that it must have slipped my mind. How about I treat you to lunch next

Wednesday, at the new Italian restaurant Julie's at 12:30PM? I have marked this date in

my planner so I will not forget about it. I'd just like to apologize again for missing the

lunch date.

Your friend,

Susan

Sample 2

5868 Maple Wood Street

Fairfield, PA 37626

November 29, 2004

Mr. Joseph Bicman

358 Noncook Road

John's Town, PA 57323 Dear Mr. Bicman:

I apologize for the mix-up of order #: 26429782. We have just implemented a new

packaging system that still has a few bugs to be worked out, but we did fix your order

and sent it out this morning. For your trouble, we have enclosed a $25 gift certificate

which can be used at any of our stores. Once again I would like to apologize for the

mix-up in your order and any inconveniences this may have caused you.

Sincerely,

Signature

Scott Mahoney

Customer Service Manager

Sample 3

Dear Mr James

I am so sorry that I had to cancel our meeting yesterday at such short notice. As my

secretary explained to you I am afraid an urgent matter came up which I had to deal with

immediately.

I understand our appointment has been rearranged for next Tuesday 12 May at 11:30.

Perhaps we can extend our meeting over lunch.