Status.net

How to Write a Thoughtful Apology Letter (Inspiring Examples)

By Status.net Editorial Team on October 13, 2023 — 14 minutes to read

  • Understanding Apology Letters Part 1
  • Components of an Effective Apology Letter Part 2
  • Professional Apology Letter Template Part 3
  • Business Apology Letter Template Part 4
  • Professional Apology Letter Template (Workplace Mistake) Part 5
  • Apologizing to Your Manager: A Professional Email Example Part 6
  • Coping with Customer Complaints: Apology Email Example Part 7
  • Offering Compensation: Example Part 8
  • Delivering a Third-Party Apology: Example Part 9
  • A Formal and Sincere Apology Template with Example Part 10
  • Writing a Personal Apology Letter Part 11
  • Personal Apology Letter Template Part 12

Part 1 Understanding Apology Letters

Why apology letters matter.

Apology letters hold significant importance because they help mend relationships and restore trust. When you make a mistake or hurt someone’s feelings, sending a sincere apology letter demonstrates that you genuinely regret your actions and wish to make amends. Having a well-written apology letter can improve the chances of forgiveness, reduce tension, and pave the way for an improved relationship.

The Art of Apologizing

Mastering the art of apologizing is crucial for maintaining healthy relationships.

  • The first step in writing an effective apology letter is acknowledging your mistake. Be honest about what you did wrong and take responsibility for your actions. It shows that you recognize the impact your mistake had on the other person and their emotions.
  • Next, express your remorse and convey that you are truly sorry for your actions. It’s important to ensure your apology comes across as genuine; insincere apologies can often make matters worse. Focus on the feelings of the person you hurt, letting them know you understand their emotions and the consequences of your actions.
  • Finally, offer a solution or ways to make amends. This could include making changes in your behavior, rectifying the issue you caused, or offering support to the affected person. Commit to taking steps to prevent a similar situation from happening again in the future.

When you follow these guidelines for writing an apology letter, you have a better chance at being forgiven and strengthening the bonds with those you care about.

Part 2 Components of an Effective Apology Letter

Writing an apology letter can be a thoughtful way to express your remorse and show that you truly wish to make amends. There are specific components that can make your letter more effective and genuine. These elements include:

Step 1. Acknowledging Your Mistake

When addressing a mistake, it’s important to be upfront and take responsibility for your actions. Clearly describe the wrongdoing and try not to make excuses, as this demonstrates your sincerity. For example:

“I apologize for missing our appointment yesterday. I understand I caused you inconvenience, and I should have managed my time better.”

Step 2. Expressing Regret

In addition to acknowledging your mistake, express your regret or remorse for the situation. This is a critical part of the apology, as it shows that you empathize with the feelings or difficulties your actions may have caused to the other party. For example:

“I’m truly sorry for any trouble I’ve caused you. I realize that my actions have led to disappointment and frustration on your end, and I wish I could take them back.”

Step 3. Offering A Solution

Finally, it’s important to provide a solution or a plan to rectify the mistake. This demonstrates that you are willing to take steps to ensure it doesn’t happen again and helps in rebuilding trust. Be specific about what you can do, but also be realistic with your commitments. For example:

“To make it up to you, I would like to reschedule our appointment at a time that’s convenient for you. I will work on improving my time management to prevent similar situations in the future.”

Keep these components in mind when crafting an apology letter, and your message will come across as sincere and heartfelt.

Templates and Examples of Apology Letters

Part 3 professional apology letter template.

When addressing a workplace issue, ensure that your professional apology letter remains respectful and follows a formal tone. Accept responsibility and outline your plans to rectify the situation:

Dear [Recipient’s Name],

I am writing to apologize for [the mistake or action that caused the offense]. It was my responsibility to [prevent the mistake], and I acknowledge the negative impact it had on you and our team.

I take this matter seriously and am taking the necessary steps to correct the issue. [Include steps you are planning to take or have taken.] I am confident that we can learn from this experience and prevent similar occurrences in the future.

Please accept my sincerest apologies, and if there is anything further I can do to make this right, please do not hesitate to let me know.

[Your Name]

Part 4 Business Apology Letter Template

When extending apologies to customers or clients on behalf of your company, use a polite and sincere tone. Address the issue directly and briefly mention any steps you are taking to rectify the situation:

We would like to express our deepest apologies for [the mistake or action that caused the offense]. At [Your Company Name], we pride ourselves on [company values], and this incident is not reflective of our commitment to providing exceptional customer service.

In response to this situation, we have taken the following steps to rectify the issue: [include steps taken or planned to prevent similar incidents]. We believe these measures will help improve our service quality in the future.

Again, we apologize for any inconvenience this may have caused and appreciate your understanding. If you have any questions or concerns, please do not hesitate to contact us.

[Your Name] [Your Position in Company]

Part 5 Professional Apology Letter Template (Workplace Mistake)

Dealing with workplace mistakes.

Mistakes at work happen, and when you find yourself in an uncomfortable situation, it’s important to address the issue promptly. A professional apology letter is a great way to express your regret and take ownership of your mistake. Start by acknowledging your mistake and be specific about the incident. Next, express your regret and take responsibility for the consequences of your actions. Make sure to offer solutions and steps to prevent similar mistakes in the future:

I am writing to express my sincere apologies for the mistake that I made [insert specific incident]. It was an error on my part, and I take full responsibility for it.

I understand that my mistake has caused inconvenience and frustration, and I am truly sorry for any negative impact it may have had. I want to assure you that I am committed to making things right and preventing similar mistakes from happening in the future.

To rectify the situation, I have [insert solution or action you are taking]. I am also willing to work with you and the team to ensure that we are all on the same page and that we can move forward together.

Again, please accept my apologies for any trouble caused. I value our working relationship and hope that we can continue to work together positively in the future.

Sincerely, [Your Name]

Part 6 Apologizing to Your Manager: A Professional Email Example

Apologizing to your manager.

When apologizing to your manager, be sincere and direct. Begin your letter with a clear statement of your intention to apologize, and acknowledge the issue that occurred. Remember to express your regret sincerely, and outline the actions you’re taking to rectify the situation:

Dear [Manager’s Name],

I am writing to acknowledge my recent actions [or insert specific incident] and the impact they may have had on the project and the company. I take full responsibility for my actions and understand the importance of rectifying the situation and preventing similar incidents from happening in the future.

To address the issue, I am taking [insert solution or action you are taking]. I am also open to working with you and the team to ensure that we are all aligned and moving forward together.

Thank you for your understanding and for the opportunity to learn from this experience.

Part 7 Coping with Customer Complaints: Apology Email Example

When dealing with customer complaints, it’s vital to address the situation promptly and professionally. Start by acknowledging what happened and offer a sincere apology. Make sure to show empathy and understanding towards the customer’s experience:

Dear [Customer’s Name],

We apologize for the inconvenience you experienced with our service. We understand how frustrating this must have been for you, and we’re committed to making it right.

Then, outline the steps you’ve taken or plan to take to resolve the issue. This will demonstrate your commitment to customer satisfaction and reinforce trust in your business:

We’ve investigated the situation and discovered that [explanation of problem]. To prevent this from happening in the future, we will [steps to improve the issue].

Part 8 Offering Compensation: Example

In certain cases, offering compensation may be necessary to make amends and restore customer goodwill. Consider the severity and impact of the issue when deciding whether compensation is warranted. If you choose to offer compensation, be specific about what you’re offering and how the customer can claim it. For example:

As a token of our apology, we’d like to offer you [compensation, such as a refund, discount, or free service]. To claim this compensation, please [instructions to claim the compensation].

Remember that compensation is not always monetary; sometimes, a simple gesture like providing a free upgrade or extending a warranty can go a long way in demonstrating your willingness to make it right.

Part 9 Delivering a Third-Party Apology: Example

There may be situations where your business must apologize on behalf of a third party, such as a vendor or partner. In these cases, it’s still important to address the issue and apologize to the affected customers. Acknowledge the role your business played in the situation, and explain the steps you’re taking to prevent it from happening again:

We apologize for the [issue caused by the third party], which we recognize has impacted your experience with our business. While this issue was beyond our direct control, we understand that we are accountable for the partners we choose, and we promise to improve our supplier selection process.

Following these guidelines, your business apology letter will set the foundation for rebuilding trust with your customers and maintaining a positive reputation for your company.

Part 10 A Formal and Sincere Apology Template with Example

_______________________________

[1. Acknowledge the mistake and provide a sincere expression of regret] [2. Explain the situation, avoiding excuses or blame] [3. Discuss steps you’re taking to address the issue/resolution] [4. Offer a solution, amends, or compensation if appropriate] [5. Close with your commitment to prevent a recurrence of the issue]

“Dear Mr. Johnson,

I am writing to apologize for the delay in delivering the project report that was due last week. I understand that this delay has caused inconvenience to you and your team, and I take full responsibility for it.

I want to assure you that this delay was not intentional, and I deeply regret any negative impact it may have had on your business. The delay was due to unforeseen circumstances that were beyond my control, but I understand that this does not excuse the situation.

Moving forward, I am taking steps to ensure that this does not happen again in the future. I have put in place a new system that will allow me to better manage my workload and ensure that deadlines are met on time.

If there is anything else that I can do to make up for the inconvenience caused, please let me know. I am committed to doing everything in my power to make things right.

Once again, I apologize for any inconvenience caused, and I appreciate your understanding and patience.

John Doe”

Part 11 Writing a Personal Apology Letter

In this section, we’ll focus on crafting the perfect personal apology letter.

Apologizing to Family

When apologizing to a family member, sincerity is key. Start by acknowledging the wrongdoing and express remorse for your actions. You can start with something simple like, “I realize that I hurt you when I [specific action], and I’m truly sorry for that.”

Next, take responsibility for your actions. Admitting your mistake demonstrates maturity and a genuine desire to make amends. For example, “It was thoughtless of me to [specific action], and I understand how it affected you.”

Offer a solution or a concrete way to make amends. This step shows you’re committed to improving your relationship. You could say, “I promise to be more mindful of your feelings in the future, and I hope we can work together to rebuild our relationship.”

Be open and willing to listen to their feelings and concerns. This will help you better understand their perspective and take any necessary steps to rebuild trust.

Writing an Apology Letter to a Friend

When apologizing to a friend, you’ll want to keep the same principles in mind. Begin by acknowledging the hurt you caused them and express genuine remorse. Use specific examples where you can, such as, “I know I let you down when I didn’t show up to your birthday party, and I’m truly sorry for that.”

Take responsibility for your actions and any wrongdoing on your part. An example might be, “I should have planned better and made your celebration a priority, instead of allowing other things to get in the way.”

If applicable, offer a solution or a way to make it right: “I’d love to take you out for a special meal to celebrate your belated birthday and make up for not being there.”

Be ready to listen to your friend’s feelings and concerns, and make an effort to rebuild trust through your words and actions.

Part 12 Personal Apology Letter Template

A personal apology letter works best when you want to express regret towards a friend or family member for something you did. Keep it concise, genuine, and focus on your feelings during the apology.

I am truly sorry for [the mistake or action that caused the offense]. It was not my intention to [cause the negative impact]. I understand how it made you feel, and I want you to know that your feelings are important to me.

I take full responsibility for my actions and will do everything in my power to make it right. [Include possible solutions or ways to make amends, if applicable.]

In the future, I promise to be more mindful of my actions and consider how they will affect you. I hope you can find it in your heart to forgive me.

Frequently Asked Questions

What should be included in an apology letter to a customer.

When writing an apology letter to a customer, you should first acknowledge the issue and express your sincere regret. Apologize for any inconvenience or disappointment the customer may have experienced. It’s also important to take responsibility for the situation and explain the steps you will take to rectify it. Offer a solution or compensation if appropriate, and close by expressing your commitment to providing excellent customer service in the future.

How can I craft a heartfelt apology letter to a teacher?

To write a heartfelt apology letter to a teacher, start by acknowledging your mistake and expressing genuine remorse for your actions. Explain why your behavior was wrong and what you’ve learned from the experience. You should also describe how you plan to improve and avoid making the same mistake in the future. Be specific, sincere, and respectful throughout the letter, and show genuine gratitude for the teacher’s dedication and understanding.

What are the key elements of an apology letter to a friend?

The key elements of an apology letter to a friend include acknowledging the wrongdoing, expressing genuine remorse, and offering amends or a solution. It’s also important to consider the feelings of your friend and empathize with their perspective. Demonstrate that you understand the impact of your actions on your friendship and express your desire to rebuild trust and strengthen your bond. Close the letter by expressing your appreciation for their friendship and your hope for reconciliation.

How can I make a convincing apology letter to a family member?

To craft a convincing apology letter to a family member, begin by acknowledging the mistake you made and expressing sincere regret. Be specific about what happened and how it affected your relationship. Show empathy for your family member’s feelings and express understanding for the hurt you’ve caused. Offer a solution or plan for addressing the issue and discuss how you’ll prevent it from happening again. Finally, reiterate your love and commitment to your family member and express your hope for moving forward together.

What are some tips for writing an apology letter to my boss?

When writing an apology letter to your boss, it’s important to be professional, respectful, and straightforward. Acknowledge your mistake and express genuine remorse. Be concise in your explanation, focusing on the impact of your actions and the steps you will take to correct the situation. Offer solutions or potential ways to rectify the issue and demonstrate your commitment to improving your performance. Lastly, express your gratitude for the opportunity to learn from the experience and your dedication to your job.

  • A Perfect Letter of Introduction [Examples]
  • How to Write a Letter of Employment (Templates, Examples)
  • How to Ask for a Letter of Recommendation [Examples]
  • A Perfect Resignation Letter [Templates]
  • How to Write a Career Change Cover Letter [Examples]
  • How to Write a Short Bio: Templates, Examples
  • Features for Creative Writers
  • Features for Work
  • Features for Higher Education
  • Features for Teachers
  • Features for Non-Native Speakers
  • Learn Blog Grammar Guide Community Academy FAQ
  • Grammar Guide

How to Write an Impressive Apology Letter

Millie Dinsdale headshot

Millie Dinsdale

Cover image for article

“I said something I wish I hadn’t.”

“I really messed up.”

“I upset someone and I regret it.”

Humans are not perfect. We make mistakes—but we can also own up to those mistakes to atone for them.

That’s where an apology letter comes in.

Writing an apology letter shows that you recognize your mistake and allows you to ask for forgiveness.

Asking for forgiveness is a difficult but inevitable part of life. But how do you do it? We will break down how to write an effective apology letter in this post.

What Is an Apology Letter?

What should you include in an apology letter, what are the different types of apology letter, how do you write a business apology letter, how do you write a third-party apology, how do you write a mass apology letter, how do you write a personal apology letter.

At its most basic, an apology letter is a letter which says sorry.

But it’s not that simple. Often saying sorry is not enough.

Sorry is not a catch-all phrase for any mistake. If you accidentally spill someone’s drink, sorry is a perfectly acceptable response (you might also buy them a replacement!). But if you inadvertently cause someone to lose their job, the word sorry is not enough.

Image showing definition of an apology letter

In this case you’ll probably need to apologize, own up to your mistake, suggest a solution, and only then ask for forgiveness. Writing an apology letter is a good opportunity to cover that content.

Before we look at the different types of letters, there are a few things that you should do in each one.

Image showing the elements of an apology letter

1) Acknowledge Your Mistake

You should start every letter by explaining why you’re writing. An apology letter is no different.

By acknowledging your mistake, you can both own up to your error and inform the reader what the letter is about.

Acknowledging your mistake will let the reader know that you are sincere and that you are seeking forgiveness. It is important to acknowledge your mistake straight away—by not doing so, you can annoy the other person and make the situation worse.

For example, if you broke your friend’s favorite mug at work, you should go straight to them and explain your mistake instead of squirreling it back into the cupboard for them to find later.

Image showing why you should acknowledge your mistake

2) Apologize for Your Mistake

Now that you have stated your mistake it is time to apologize. Although sorry sums up what you are trying to say, it is sometimes better to be more specific.

Explain why you are sorry and acknowledge any negative outcomes from your mistake.

For example: if you accidentally lost an important document, acknowledge the extra work the person had to do and the stress that this loss must have caused.

Taking full responsibility is the best way to approach an apology, so try not to shift the blame onto anyone or anything else.

It is also best to avoid excuses if you can. Excuses can aggravate the situation and detract from your apology.

Image showing reason to take full responsibility

3) Share Your Plan to Resolve the Issue

It is all well and good to apologize, but what can you do to improve the situation? Let’s look at our previous example. Although there is nothing you can do about the lost document, you can promise that it will not happen again.

To convince your reader that your promise is not just empty words, you could present an action plan, like this:

I will create a physical backup folder for all documents in the future.

In addition to this, I will save all documents to an independent hard drive which I will leave at work. This means that they will stay safe, even if I lose my laptop.

Image showing sample resolution plan

4) Ask for Forgiveness

Asking for forgiveness is very important because it hands control of the situation over to the reader.

It also acknowledges that there are pieces of the relationship which need to be repaired. If you wanted to, you could take the opportunity to invite your reader to suggest their own solution before they forgive you.

This will help the person to feel like their opinions have been heard. It will also help you to understand the effect that the mistake had upon them.

For example:

I want to ask for forgiveness for my error. Are there any further steps I can take to ensure that this never happens again? I hope we can resolve this and continue to work together.

Image showing the importance of asking for forgiveness

There are four main types of apology letter:

Business Apology Letter

Third-Party Apology Letter

Mass Apology Letter

Personal Apology Letter

Each category has multiple usages.

For example, if you needed to write to your neighbor due to a disagreement, that would be a personal apology letter.

If you were writing to your boss after making a mistake, this apology letter would fall under the business category .

Image showing the types of apology letters

A business apology letter could be addressed to a client, a partner, a supplier, another firm, a partnered retailer, or stakeholders.

A business apology letter should be:

Be clear about the purpose of the e-mail and do not skirt around the point. Avoid any vague language as it will undermine the purpose of the letter.

Straight to the point

Business professionals receive multiple e-mails a day. If you waste their time with unnecessary words you may annoy them further rather than placate them.

Professional

Match the professional tone normally adopted by your company or business sector. If you are unsure what language to use, err on the side of caution. It is far better to be too formal than not formal enough.

Focused on a solution

Instead of focusing your e-mail on the problem, focus on the proposed solution which will put a positive twist on the letter without ignoring the issue.

As a result your business will be presented in a better light and you will have a higher chance of repairing your professional relationship.

Image showing elements of a business apology letter

Dear [insert customer name], We’re sorry we weren’t able to deliver your product on time. COVID-19 has caused a significant impact to our supply chain and has made restocking difficult. We understand your frustration and we are doing all we can to prevent any future incidences of this kind. While this does not make up for any inconvenience caused, we would like to offer you a 20% discount on your next order Please let me know if you have any other concerns or questions. Sincerely, [Name], [Title]

When Should You Write a Business Apology Letter?

You could address a business apology letter to a colleague, a boss, a customer, a supplier, or anyone else related to your place of business.

Here are a few examples of situations where a letter of apology might be needed:

If you have a problem with your supply chain and need to delay a delivery.

If you forgot an important meeting and arrived unprepared.

If you had to take a day off at the last minute meaning that a colleague has to take up extra work.

A third-party apology letter is one in which the writer is apologizing on behalf of someone else , such as a letter from a manager to a customer on behalf of an employee who behaved rudely.

Image showing what a third-party apology letter

A third-party apology letter should be:

Clearly directed

In the first line, let the recipient know who is writing and on behalf of whom. Explain why you are writing, and not the guilty party.

This may sound obvious but third-party apology letters need to be handled very carefully. Not only do you need to apologize for the actions of the perpetrator, you also need to apologize that the letter is not coming from them and likely apologize for your part in the situation, even unintentionally.

The recipient is not frustrated with you personally, so try to build and maintain a relationship with them. Treat the letter as an olive branch and take full advantage of the fact that you can shift blame.

Image showing the elements of a third-party apology letter

Example of a third-party apology:

Dear [insert name], We’re Chad’s parents, and we would like to apologize for Chad’s behaviour yesterday which resulted in Jen being bitten. We fully intend on having Chad apologize to Jen himself, but as his parents we wanted to add some context to the situation and also say we’re sorry as well. Chad often gets overstimulated, and we think that might have caused yesterday’s tragedy. He looks forward to his playdates with Jen, which leads us to believe that this is a one-off incidence. Nonetheless, his behavior is unacceptable and we have given him a strong talking to on why what he did was wrong. He has also been grounded, and will write an apology letter to Jen. Once again, we are truly sorry for any distress this may have caused. Yours sincerely, Bod and Sharon (Chad’s parents)

When Would You Require a Third-Party Apology Letter?

A third-party apology letter is required in one of two cases:

  • If the person at fault is unable to write an apology themselves.
  • If it is inappropriate for the person at fault to write the letter and it would be better for someone else to write it.

Image showing reasons to use a third-party apology letter

Examples of this second type are:

If a customer at a restaurant was abusive to another customer, the manager may wish to write an apology on behalf of the restaurant.

If a child bit another child at preschool the parent may wish to write an apology to the other parent.

If a dog was noisy and kept waking up next door’s baby, the owner may wish to write an apology to the parents.

A mass apology letter is one in which many people have been affected by a single issue. A mass apology letter should be:

Many people will need to read this letter so it should get to the point as quickly as possible. Make a sincere apology, and then say how you will fix the situation.

Use basic terminology and grammar to ensure that everyone can understand the meaning. You can use ProWritingAid’s Readability Report to identify any hard-to-read paragraphs. To achieve this, you should aim for a reading level that is suitable for a 5th grader or below.

Screenshot of ProWritingAid's Readability report

Try the Readability Report with a free ProWritingAid account.

When Would You Require a Mass Apology Letter?

Mass apology letters are usually written by someone with responsibility for the care or experiences of a large group of people. It's important to strike the right tone so that you can maintain your authority and trust with the recipients.

Here are some instances in which you might need a mass apology letter.

To consumers if one of your products needs to be recalled after an issue was detected.

To residents if there was an avoidable power cut in your housing stock.

To parents if students were given the wrong information about upcoming exams.

Example of a mass apology letter:

Dear People of Townsville, On Friday, November 19, 2021 the city of Townsville was without electricity for four hours as a result of an overloading of the city’s grid. This was not scheduled, and therefore required an emergency response. We understand how difficult this must have been for you the citizens, particularly the business owners. We’d like to offer our sincerest apologies for the inconvenience caused, as well as any disruptions. We take incidents like this very seriously, and our team is already refining our maintenance schedules in order to avoid similar events in the future. We remain committed to ensuring that we sustain the high standard of service delivery that we hope you expect from us. Best, The Team at ABC Electrical

If you are writing your apology letter to friends, family, neighbors, relatives, acquaintances, or even strangers, and if it doesn’t serve or include a commercial purpose, you’re writing a personal apology letter.

A personal apology letter should be:

Conversational : Keep the tone informal to avoid sounding pompous and false. Make a direct apology to the recipient without hiding behind complex language.

Full of remorse : Unlike in the previous example, it is advised that you express your own emotions about the situation. It is important that the recipient believes you are truly sorry.

Focused on the relationship : The most important thing is to limit the damage that your mistake causes to your personal relationship with the person so make it clear that you care.

Image showing definition of a personal apology letter

When Would You Require a Personal Apology Letter?

A personal apology letter is probably the most versatile type on this list. Almost any apology that is not directly related to your work will require this form of apology.

Examples of when this type of apology might be appropriate are:

When you broke your mom’s favorite ornament with a bouncy ball.

If you lost your friend’s guinea pig whilst looking after it.

If you crashed into your neighbor’s garden wall and damaged it.

Example of a personal apology letter:

Dear Mrs. Steel, I’m really sorry for running over your garden gnomes the other day. My dad was teaching me to drive and I mistakenly touched reverse instead of forward. I’d be happy to replace them, though that may not happen immediately. I’ve taken a summer job at the mall and I’m committed to saving every penny so I can buy them back. I hope you find it in your heart to forgive me. Best, Ash

Should You Write a Letter, Text, or Call to Apologize?

When it comes to business, third-party, and mass apologies, letters and e-mails are the only way of doing things professionally.

A personal apology may feel stilted or unnatural as a letter and may be better delivered by text, phone call, or even in person. It totally depends on the situation and your relationship with that person.

The way that an apology is delivered is just as important as the content of it, so give this question some thought.

However as a general rule:

E-mail or letter :

If you are only acquaintances or if there is a large age gap between you and the other person. For example , if a 14-year-old cycled over her 67-year-old neighbor’s flowers, an e-mail or letter apology would be best.

If the mistake was minor and you are friends with the person or a similar age. For example , a student accidentally smashed another student’s mug.

If the mistake was bigger and you are friends with the person. This can also be a good option for family members when you cannot see them in person. For example , someone forgot their grandma’s birthday and the card arrived late.

In person :

If the mistake was major and it is a friend or family member that you can reasonably visit. For example , someone had a big argument with their best friend and realized afterwards that they were totally out of line.

Image showing how to deliver a personal apology

I sincerely apologize that I can’t write your letter for you. But that doesn’t mean that we can’t help. You can always revisit this article if you need a refresher.

Take your writing to the next level:

20 Editing Tips From Professional Writers

20 Editing Tips from Professional Writers

Whether you are writing a novel, essay, article, or e-mail, good writing is an essential part of communicating your ideas., this guide contains the 20 most important writing tips and techniques from a wide range of professional writers..

apology letter how to write

Be confident about grammar

Check every email, essay, or story for grammar mistakes. Fix them before you press send.

Millie is ProWritingAid's Content Manager. Aa an English Literature graduate, she loves all things books and writing. When she isn't working, Millie enjoys adding to her vast indoor plant collection, dancing, re-reading books by Daphne Du Maurier, and running.

Get started with ProWritingAid

Drop us a line or let's stay in touch via :

  • PRO Courses Guides New Tech Help Pro Expert Videos About wikiHow Pro Upgrade Sign In
  • EDIT Edit this Article
  • EXPLORE Tech Help Pro About Us Random Article Quizzes Request a New Article Community Dashboard This Or That Game Popular Categories Arts and Entertainment Artwork Books Movies Computers and Electronics Computers Phone Skills Technology Hacks Health Men's Health Mental Health Women's Health Relationships Dating Love Relationship Issues Hobbies and Crafts Crafts Drawing Games Education & Communication Communication Skills Personal Development Studying Personal Care and Style Fashion Hair Care Personal Hygiene Youth Personal Care School Stuff Dating All Categories Arts and Entertainment Finance and Business Home and Garden Relationship Quizzes Cars & Other Vehicles Food and Entertaining Personal Care and Style Sports and Fitness Computers and Electronics Health Pets and Animals Travel Education & Communication Hobbies and Crafts Philosophy and Religion Work World Family Life Holidays and Traditions Relationships Youth
  • Browse Articles
  • Learn Something New
  • Quizzes Hot
  • This Or That Game New
  • Train Your Brain
  • Explore More
  • Support wikiHow
  • About wikiHow
  • Log in / Sign up
  • Education and Communications
  • Letter Writing

How to Write an Apology Letter

Last Updated: February 4, 2024 Fact Checked

This article was co-authored by Tami Claytor . Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. There are 12 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 2,075,235 times.

While apologizing in person often conveys more sincerity, there are times when a formal, written apology might be your only option or could otherwise be the preferred method. To write an apology letter, you'll need to address your error early in the letter, acknowledge the other party's hurt feelings, and accept full responsibility for your part in the matter. In many cases, you'll also need to offer a solution that will fix any underlying issues related to the original problem. If you want to make sure that your apology is effective and doesn't cause even more hurt, aim for both clarity and sincerity while you write.

Sample Apology Letters

apology letter how to write

Forming Your Apology

Step 1 State what your letter is about.

  • Say something like: “I wanted to write you a letter to apologize for what i did”.

Step 2 State your mistake...

  • Say something like: “What I did last weekend was horribly inappropriate, disrespectful, and wildly selfish . Your wedding is supposed to be all about your happiness and celebrating your love. By proposing to Jessica, I turned that focus on to me. I tried to steal your moment and that was wrong.” [3] X Research source

Step 3 Acknowledge how much you have hurt them.

  • Say something like: “Jacob told me that my actions ruined not only your experience of your wedding, but also are now making your honeymoon less than the incredible experience that it should be. I hope you understand that that was never my intention. I wanted you to be able to look back on this time and remember only happy things but I have ruined that with my selfish actions. I've robbed you of those happy memories. While I can't truly know how this feels to you, I can certainly understand that what I did was one of the worst things I could possibly have done to you.”

Step 4 Express your gratitude....

  • Say something like: “This is an especially terrible thing for me to have done to you after how warmly you have accepted me into your family. You have not only shown your incredible, beautiful love to my brother, but you have also shown me support and kindness that I never could have possibly expected. To hurt you in this way was an insult to all the things that you have done for me and I hate myself for that.”

Step 5 Accept responsibility.

  • Say something like: “I would try to offer an explanation for what I did, but there are no excuses. My intentions, though good, don't matter here: only my poor choices. I absolutely take responsibility for my selfish actions and the terrible pain I have caused you.”
  • Don't make excuses for your actions but you can explain your reasoning very carefully. If you really feel like it's needed or would make the situation better, you can explain why you made the choice that you made. This should be done only if you think understanding your choices would give the person you hurt some comfort.

Step 6 Offer a solution that will lead to change.

  • Say something like: “But just being sorry isn't enough. You deserve better. When you come home, Jessica and I would love to throw a big welcome-home party in your honor. This will be the party to end all parties and it will be 100% devoted to celebrating the incredible love you share with my brother. If you would rather not do this, that's fine: I just want to find some way to help you create the incredible, happy memories that I took away from you. ”

Step 7 State a desire to have better interactions in the future.

  • Say something like: “I can’t expect your forgiveness, though I certainly hope for it. All I can say is that I truly want things to be okay between us. I want you to feel okay and eventually even happy when you're around me. I want to earn back the wonderful relationship that we had. Hopefully, in the future, we can find a way to move past this and create happier times together.”

Apologizing Correctly

Step 1 Don't promise change unless you are 100% sure you can deliver.

  • "Mistakes were made..."
  • "If" statements like "I'm sorry if your feelings got hurt " or "If you felt bad about this..."
  • "I'm sorry that you felt that way."

Step 3 Be sincere and...

Formatting Your Letter

Step 1 Choose the best way to start the letter.

  • You'll also need to adjust the syntax of your letter to sound formal and better fit the situation.

Expert Q&A

Tami Claytor

  • Simply say what you mean and mean what you say. Sincerity is key. If you make a promise, stick to it. Thanks Helpful 77 Not Helpful 13
  • You may have to bury your pride when you apologize. Pride gets you nothing; good relations can often become priceless. Thanks Helpful 74 Not Helpful 14
  • Make sure that your letter is not too short. Just two or three sentences will not do the trick here. Show the person that you put time and effort into this letter. Thanks Helpful 70 Not Helpful 21

apology letter how to write

  • Don't add anything that makes the person feel bad. They will not take the letter to heart, and probably won't forgive you. Thanks Helpful 51 Not Helpful 13
  • Remember that sorry doesn't magically fix everything. If the other person decides not to forgive you, move on and know that you tried. Thanks Helpful 10 Not Helpful 2

You Might Also Like

Write an Apology Letter to a Teacher

  • ↑ https://gallaudet.edu/student-success/tutorial-center/english-center/writing/how-to-write-letters/how-to-write-apologies/
  • ↑ Tami Claytor. Etiquette Coach. Expert Interview. 16 February 2022.
  • ↑ https://news.osu.edu/the-6-elements-of-an-effective-apology-according-to-science/
  • ↑ https://www.grammarly.com/blog/apology-letter/
  • ↑ https://ggia.berkeley.edu/practice/making_an_effective_apology
  • ↑ https://www.yourdictionary.com/articles/write-apology-letter
  • ↑ https://greatergood.berkeley.edu/article/item/making_peace_through_apology
  • ↑ https://www.plainlanguage.gov/resources/content-types/writing-effective-letters/
  • ↑ https://www.health.harvard.edu/blog/the-art-of-a-heartfelt-apology-2021041322366
  • ↑ https://knowledge.wharton.upenn.edu/article/honest-apologies-can-help-leaders-organizations-rebound/
  • ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html

About This Article

Tami Claytor

To write an apology letter, start by explaining right away that you're writing to apologize so the recipient isn't confused. Then, go on to explain what you're apologizing for and acknowledge that what you did was wrong. Let the person know that you understand how your actions have affected them, and accept responsibility for what happened. When you're writing your letter, avoid making excuses for what you did or your apology may not seem sincere. Finish your letter by offering to make things right in any way you can. If you want to learn more, like how to correct your actions with promises that you can keep, continue reading the article! Did this summary help you? Yes No

  • Send fan mail to authors

Reader Success Stories

Barbara LeLievre

Barbara LeLievre

Nov 23, 2017

Did this article help you?

apology letter how to write

Lechelle Massaquoi

Jun 17, 2016

Leslie Ackel

Leslie Ackel

Jul 31, 2016

Jessica Dean

Jessica Dean

Jan 13, 2017

Bibi Pearce

Bibi Pearce

Nov 29, 2018

Am I a Narcissist or an Empath Quiz

Featured Articles

Start a Text Conversation with a Girl

Trending Articles

How to Take the Perfect Thirst Trap

Watch Articles

Wrap a Round Gift

  • Terms of Use
  • Privacy Policy
  • Do Not Sell or Share My Info
  • Not Selling Info

Don’t miss out! Sign up for

wikiHow’s newsletter

apology letter how to write

SHOPPING CART

No Products in the Cart

  • $  US Dollars
  • €  Euro
  • £  British Pounds

Writing an Apology Letter: 15 Sample Letters & Examples for Various Reasons

Writing an apology letter: 15 sample letters and examples for various reasons.

Writing an Apology Letter: 15 Sample Letters & Examples for Various Reasons

When one has wronged someone, a heartfelt apology letter is an effective way to display genuine regret and attempt reconciliation. In this post, we will provide tips for writing various types of apologies to express sincere remorse and seek forgiveness from the person you have hurt through words or actions.

Key Takeaways

  • The art of apologizing involves recognizing mistakes, offering sincere apologies, and providing emotional recovery. 
  •  Crafting a heartfelt apology letter requires clear language to express regret, acceptance of responsibility, and empathy for the recipient’s experience. 
  •  Apology letters should take into account cultural norms, demonstrate sincerity, and adhere to etiquette guidelines to be effective.

THE ART OF APOLOGIZING: WHY AND HOW

Apology letters are an essential tool for mending broken relationships and restoring bonds. Knowing how to write sincere apology letters is of utmost importance when it comes to customers, so below we outline the key steps you need: Begin by offering a heartfelt apology, acknowledge any mistakes made on your part, explain what led up to the issue without assigning blame or making excuses. 

 State clearly what will be done in order to resolve their situation swiftly, avoiding standard apologies, instead taking personal responsibility for all errors. Writing convincing apology letters can make a big difference in terms of putting things right again with friends or clients alike.

Scrabble tiles that spell

CRAFTING A HEARTFELT APOLOGY LETTER

When writing an apology letter, it is essential to make sure that you take full responsibility and express your regret with concise honesty. Show empathy towards the recipient’s experience, which can help them feel heard and understood. Apologize without any conditions or defending yourself – simply accept what happened and explain how your actions have had a negative impact on your life. 

 Include suggestions of improvements for the future so they know proactive measures are being taken to prevent similar issues from arising again. To ensure authenticity when penning apology letters, here are some tips: be mindful of people’s feelings, say sorry without qualification, and show commitment to making amends by offering ideas. Read aloud before sending (adjusting if necessary), which can help give more insight into whether its words come across as sincere or not.

PERSONAL APOLOGY LETTERS: 5 EXAMPLES

Personal apologies can be a powerful tool in mending relationships and expressing sincere regret . Here are five examples of personal apology letters for various situations, demonstrating how to communicate remorse and a commitment to change effectively. 

  Dear [Friend's Name], 

 I am truly sorry for my actions last night. I let my emotions get the best of me, and I said things I didn't mean. I hope you can forgive me. 

 Dear [Friend's Name], 

 I apologize for not being there for you when you needed me. I realize now how much you rely on my support, and I promise to be there for you in the future. 

 My dearest friend. I am deeply sorry for forgetting your birthday party. I know how important it was to you and I failed to make you feel special on your day. I promise to make it up to you. 

 I apologize for my insensitive comment. I didn't realize how it could hurt you, and I regret my thoughtlessness. I promise to be more mindful of my words in the future. 

 I am sorry for breaking your trust. I understand if you are upset with me, and I am willing to do whatever it takes to rebuild our friendship. I will do better.

Restaurant employee writing

PROFESSIONAL APOLOGY LETTERS: 5 EXAMPLES

Professional apologies are great for expressing sincere regret. Here are five examples of professional apology letters for various situations, demonstrating how to communicate remorse and a commitment to change effectively. 

 Dear [Recipient's Name], 

 I apologize for any inconvenience caused by the delay in our shipment. We understand the impact this might have had on your operations and are working diligently to rectify the situation. 

 I'd like to apologize for the error in our recent invoice personally. We value your business and understand the confusion this may have caused. We are correcting the error immediately. 

 I regret to inform you that there was an oversight in our product quality control. We take full responsibility and are taking steps to ensure this will not happen again. 

 Please accept our sincere apologies for the misunderstanding during our last communication. We value your perspective and are committed to improving our contact in the future. 

 I am sorry for the delay in responding to your email. We understand the urgency of your request and are working to provide you with a response as soon as possible.

A group of sad, dejected office workers.

APOLOGY LETTERS TO GROUPS: 5 EXAMPLES

When offering an apology to a group or several people, it is essential to consider the collective emotions and worries of everyone involved and each recipient’s individual feelings. Thus, you should deeply regret your actions and include this in your letter when apologizing: conveying remorse, recognizing any mistakes made, and committing yourself to changing behavior patterns going forward. 

 Dear [Group's Name], 

 I deeply regret the misunderstanding during our meeting. My comments were not intended to offend, and I sincerely apologize if they did. I value our relationship and will strive for better communication in the future. 

 To All Our Valued Customers, 

 We sincerely apologize for the inconvenience caused by the recent service disruption. We understand the impact of this on your operations and are taking immediate steps to rectify the situation.  

 Dear Team Members, 

 To my multiple friends. I regret my actions at the last team meeting. I understand that my behavior was unprofessional, and I sincerely apologize. I am committed to creating a positive and respectful work environment for all. These are my own words, and I honor them. 

 To Our Esteemed Community Members, 

 We are genuinely sorry for the oversight in our recent community event. We understand that our actions may have caused disappointment, and we are taking steps to ensure this will not happen again. 

 I apologize sincerely for the comments I made in our last group discussion. They were insensitive and inappropriate, and I deeply regret any hurt they may have caused. I am committed to being more mindful of my words in the future.

Woman putting her hand on friend's shoulder to offer support.

THE ROLE OF EMPATHY IN APOLOGY LETTERS

In apology letters, expressing empathy is essential for conveying sincere regret to the recipient. It allows the writer of such a letter to show that they are aware and acknowledge their counterpart’s emotions. 

 Examples of statements that demonstrate this include “I completely comprehend your feelings,” “The difficulty you must be experiencing saddens me,” or simply saying, “My apologies for causing hurt.” Expressing sympathy through an apology note can help reestablish trust between both parties and build on existing relationships, hence why it should not be overlooked in these types of communications.

AUTOMATING YOUR APOLOGY LETTERS WITH SIMPLY NOTED

Simply Noted is a platform that facilitates the production of personalized and professional apology letters with little effort. All you have to do is provide pertinent data; then, an expressive and apologetic letter will be created in moments – helping businesses save time while still giving them a heartfelt way to apologize. 

 This tool enables organizations to ensure their expressions of regret are consistently personal and sympathetic – creating stronger connections between themselves, customers, or colleagues without sacrificing sincerity for convenience. Automation does not need to equate coldness; through Simply Noted, one can demonstrate genuine remorse and prove dedication towards rectifying matters correctly.

ADDRESSING CULTURAL DIFFERENCES IN APOLOGY LETTERS

When it comes to accepting responsibility and being mindful of cultural aspects in writing apology letters, displaying sensitivity towards the specific values and beliefs that are meaningful for the addressee is essential. Investigating appropriate customs or expressions that demonstrate regret according to their culture will help make your amends more sincere. 

 For instance, when writing an expression of contrition aimed at a foreign business partner, researching methods typically utilized by them would be advantageous to include pertinent phrases or symbols that unequivocally portray genuine understanding on your part. Customizing this letter with respect to the recipient’s traditional background offers additional proof of empathy from you as well as a commitment to rectifying any wrongdoings committed previously.

A woman comforting another woman.

APOLOGY ETIQUETTE: DO'S AND DON'TS

It is essential to be aware of the proper ways and wrong methods when apologizing so that your regret can show and make sure people accept it. These are some essential points for a successful apology: recognizing an error, taking full responsibility, being truthful with words showing true repentance about what has happened, and delivering the expression in person if possible, which will increase its value by having actual communication rather than written ones. 

 Some mistakes must be avoided while apologizing, such as devaluing or ignoring any issue regarding this matter, giving excuses instead of holding oneself accountable, not meaningfully expressing hurt caused to other parties involved, or committing something impossible without fulfilling it afterward. 

 By considering these courtesies, one can carry out a useful appropriate atonement from which relationships could heal again once trust is mended between two individuals thanks to practical terms used during the apologetic process entirely genuine.

HOW TO FOLLOW UP AFTER SENDING AN APOLOGY LETTER

When sending an apology letter, it’s essential to follow up to keep communication flowing and ensure the recipient is content with your apology. Give a few days before pursuing contact. This allows them time for personal reflection on the matter at hand. 

 Check in once or twice weekly during these first weeks after, then decrease frequency but stay conscious of their response to ensure satisfactory closure was achieved from your regretful message. If they don’t reply or accept remorsefully, maintain patient poise while respecting the feelings expressed, let them take whatever amount of time needed, and be accepted even if there has been no forgiveness.

HANDLING REJECTION OR NO RESPONSE TO AN APOLOGY LETTER

The feeling can be daunting when you send out an apology letter and get no response or it is rejected. It’s essential to understand that the receiver may need time to think about your words of remorse before deciding if they are ready for forgiveness. So, remain respectful of their reactions and patience while waiting for a response. 

 Reflecting upon what has occurred and going over the to write an apology letter that provides greater insight into how best to handle similar situations in future instances. Take this opportunity to gain personal growth from where mistakes were made so proper apologizing skills can continue developing throughout life’s journey.

A woman being comforted.

Writing a sincere and meaningful apology letter is an excellent approach to repairing damaged relationships, showing remorse for mistakes, and taking accountability for your behavior. A successful best apology letter requires one to be genuine in their regret and have empathy while constructing the words of amends within the letter. Ensuring these components are expressed correctly can help restore trust between parties, whether with friends or colleagues alike.

Frequently asked questions

How do you write a good apology letter.

When writing a good apology letter, it is vital to recognize one’s mistake and express genuine regret for the situation through sincerity. An effective way of showing this remorse is by asking for forgiveness and clearly articulating your plan to fix the problem. Keep these points brief while ensuring that all relevant information about how you will solve things remains in the text.

What is a good apology example?

I profoundly apologize for the words I uttered that caused you so much emotional distress. It is with genuine regret that I recognize now how deeply my careless actions impacted your feelings and humbly ask your pardon for such inconsiderate behavior, which led to this situation.

What is a sincere apology letter?

Apology letters should be composed with genuine regret and humility. They need to reflect on the individual situation while apologizing without any exemptions or excuses given. Responsibility has to be owned up, and repentance for the results of such a mistake is also expressed in it. 

 An effective apology letter also needs to state why this error was committed so that reparation can be made afterward - these words have got to come from deep within. They must genuinely mean what is being said to them, not just serve as empty phrases void of actual remorsefulness. 

 The right keywords Are sincere apologies backed by promises of restoring things where appropriate: responsibility accepted plus regrets over specific outcomes, all stated clearly throughout each correspondence written.

How should I follow up after sending an apology letter?

Allow a few days to pass before getting back in touch, and then stay connected throughout the process. Check regularly to ensure that the written apology is accepted well by the person receiving it. Maintain communication all along to avoid missing any steps of this critical apology journey.

How can I address cultural differences in an apology letter?

To demonstrate sincere understanding, respect the culture of the person receiving your apology by including phrases and gestures that pertain to them. Show gratitude for any customs related to making amends professionally and connecting with your reader. Offer an appropriate expression of regret while expressing admiration for their background or traditions when delivering such an apology.

Companies we've worked with

apology letter how to write

Get your first card FREE!

Ready to start writing.

Type in words or a phrase to use our AI Assistant to help generate a great message.

Please login and you will add product to your wishlist

Are you sure you want to delete this card?

PerfectApology.com

  • How to Apologize >
  • How to Write An Apology Letter

How To Write An Apology Letter

Learning how to write an apology letter is a valuable skill that can mend personal relationships, correct professional missteps, and bring harmony to various aspects of your life.

Apologizing is a universal experience, yet many find it challenging to articulate their remorse effectively.

Pen and paper on a wooden desktop with the words I'm Sorry written on it.

In this comprehensive guide, we look at the core components of an apology letter, including content, format, style, and delivery. We also provide a template outlining the four essential elements of a sincere and impactful apology letter, ensuring you grasp the crucial points for maximum effect.

Additionally, we include sample openings and closings, Dos and Don'ts, and a compilation of frequently asked questions. With these valuable resources, mastering the art of writing an effective apology letter is completely within reach!

The 2 Parts of An Apology Letter

→    THE CONTENT: Crafting a sincere and effective apology requires knowing what to say, how to say it, and proper writing techniques. Our letter template, with sample blurbs, guides you in constructing a well-phrased apology.

→    FORMAT, STYLE & DELIVERY: The format, style, and delivery of your apology play a crucial role in its effectiveness. While a typed letter may work well in formal situations, a handwritten note may be more suitable for personal relationships.

For more detailed information on the various formats for apology letters, visit our page on apology letter formats If you'd prefer to review sample apology letters that are easily copied and pasted, look no further than our Toolkit ⇗ .

Apology Letter Template: Heartfelt Content

In order to simplify the process of writing an apology letter, we've identified 4 essential components that must be included in the content of your letter. Use them as a template and easily integrate them into your written apology.

1.   Apologize and Provide a Detailed Account

Begin your letter by acknowledging the wrongdoing, apologizing, and offering a detailed account of the incident. It's important that the recipient knows that you clearly understand what went on, and where you went wrong.

You can easily do both in the opening of the letter. For example,

Dear______________, I'd like to apologize for my words and actions on Wednesday at the club. I should have been more supportive of both you and your ideas when you presented them. Being the last person to join our group, I saw that you were unsure of yourself and I used that to undermine your confidence. You were obviously well prepared and I shot down your ideas before even giving you the chance to explain them fully.

2.   Acknowledge the Hurt and Take Responsibility

The main body of the letter is dedicated to acknowledging the hurt caused and taking full responsibility.

You need to be able to convey empathy, to show the recipient that you can see things from their point of view, and take responsibility for your words and actions.

This will make up the main body of your apology letter.

I could see the hurt in your eyes and yet I continued to criticize. I placed you in a bad light in front of our friends and other members and I had no right or reason to do that. I intentionally embarrassed you and made you and everyone else there uncomfortable. More importantly I hurt you. I'm sorry, it was never my intention. The truth is I was stressed about work and in a bad mood, and I took it out on you. There is no excuse for my behavior and I really am sorry.

3.   Express Regret and Ask for Forgiveness

Express genuine regret for your actions and explicitly ask for forgiveness. By openly seeking forgiveness, you empower the recipient to decide the fate of the relationship.

I regret how I acted and every word I uttered. I feel terrible about bringing my work stress and family stress with me to the club that day and releasing all that tension on you. It had nothing to do with you, your ideas, or your ability. Please forgive me.

4.   Make a Promise for Change

Close the letter by assuring the recipient that such actions will not happen again. Without promising AND changing your future behavior there's no point in apologizing.

Finally, if appropriate offer some form of restitution and ask if there's anything else you can do to make things right again.

I respect you too much and cherish our friendship too much to ever have this happen again. To make sure that it doesn't, if I ever feel that type of stress or if I'm in a bad mood in the future, I will simply stay away from those I care about until the feelings pass. Meanwhile, I want to let you know that I've spoken to everyone who attended last Wednesday about my behavior. I've also asked them to open up the floor to you next time we meet, if you feel up for it. If there is anything else I can do, please let me know. I hope that over time you will learn to trust me again and know that in the end, I am always on your side. Yours sincerely,

Summary: How To Write An Apology Letter Template

PA Logo

Sample Openings: How to Start an Apology Letter

A sincere and personalized opening sets the tone for the apology.

The hardest part of writing an apology letter is often just getting started so we've included a few more examples of openings from some of the best apology letters submitted by our website visitors.

Hopefully these openings provide a starting point and demonstrate the diversity of sincere expression.

I'm truly sorry for mistrusting you. I don't know how to express my sincere apologies for the pain caused and the tears shed because of me.
To the love of my life... Please accept this heartfelt apology. If I had the ability to turn back time and take back everything that happened I would do it in a flash and never think that what we have, and had, could never be taken away by my selfish acts or my demeanor.
I know no amount words could express how truly sorry I am and how much regret I feel. I do not know how I could have been so foolish and for so long. I was blind and let my ego and pride get the best of me.
I'm truly sorry. I know you probably hate me right now and I don't blame you. I still have not forgiven myself and I don't think I ever will for acting how I did the last time we spoke.
Dear Kim...I've been really worried about writing. I know you’ve asked me not to. I will always respect your wishes. But for my sanity please let me apologize without my emotions doing all the talking this time.

Get more detailed information on the content of an apology letter on our page how to apologize .

Sample Closings: How to End an Apology Letter

Reiterate the desire to make amends and reassure the recipient. Use closing statements that reinforce your commitment to change and signal a genuine effort to mend the relationship.

Let them know that you're trying to fix things and that you're open to any ideas they may have on how to remedy the situation.

Below are examples and suggestions for what to include before the final closing (e.g. Sincerely, Respectfully, etc.)

Please know that I have done everything I can think of to make sure this never happens again. I deeply regret it happened at all. You are very important to me and I am willing to do whatever it takes to correct things. If there is anything I can do to regain your trust, please let me know. I am truly sorry and humbly ask for your forgiveness...
I promise you that it won't happen again. It's important to me that I regain your trust and we're able to rely on each other in the future as we always have in the past. If there is anything else that I can do, just let me know...
I'm embarrassed by both my actions and words. I can't take back those words or pretend the whole incident never happened. It happened. So, if there is anything I can do to make you feel better, please let me know. I cherish our relationship and friendship more than you can imagine and am devastated at the thought of losing either. I promise you that I will never act or speak in that way ever again, you are too important to me...

Standard letter closings like 'Yours Truly' can be easily applied to apology letters. However, we like 'Sincerely' or 'Yours Sincerely' when it comes to apologies in general because they help reinforce the message.

'Respectfully' and 'Yours Respectfully' are particularly good for when we've been disrespectful or apologizing to an authority figure be it parent, teacher, boss etc.

Dos & Don'ts: How to Write An Apology Letter

Follow the tips below to ensure your apology is genuine and well-received.

✔ Do... Write clearly and accurately. Be honest and show true sincerity.

✔ Do... Let them know that you understand why they are hurt and angry.

✔ Do... Make sure your apology letter describes why and how much the person was injured by your actions. Saying 'I know you were hurt' is not the same as saying 'I know how insulted and angry you were because of...'.

✔ Do... Request forgiveness but don't expect or demand it.

✔ Do... Let them know that you appreciate the role they play in your life and why the apology is so important—whether or not they accept it.

X Don't... Use qualifiers like 'if' or 'but' anywhere in your apology. 'I'm sorry if I hurt you' and 'I apologize but I was in a bad mood that day' sounds like you're making excuses or trying to justify things.

X Don't... Try to evoke sympathy as part of your apology.

X Don't... Share blame, you need to take full responsibility.

Tip on how not to bring in other issues into your apology

Sample Letters of a Written Apology

DUI Apology Letter Apologizing to a judge or employer is often a part of being charged.

Apology Letter to a Teacher Learn how to write an apology letter to a teacher or professor.

An Alcoholic's Apology Letter A sincere heartfelt apology to those you hurt is part of getting sober.

Apology Letter for Child's Behavior Apologizing to the Principal sometimes comes with parenting.

An Apology Letter to my Parents Saying sorry to your parents is never easy but always worthwhile.

Letter of Apology for Delay Delays are inevitable and often have implications that need to considered.

Apology Letter to a Patient Because common mistakes are made even within the healthcare industry.

Apology Letter Formats for Maximum Impact

Consider the format, tone, and delivery method to maximize the effectiveness when writing an apology letter.

Match your tone to the situation, choose words that feel genuine, consider the best way to deliver it—whether in writing or face-to-face, and then decide on the format of your letter which can be very important in making your apology effective. Send your apology promptly.

Keep the communication going after the apology, and make your letter visually appealing for a lasting impact. The true art of a sincere apology lies in blending heartfelt content with strategic formatting for a persuasive and genuine expression of remorse.

Traditional Apology Letters to Digital. What Now?

Having covered the essentials of how to write an apology letter, you might be wondering if the same principles apply to apology emails.

Wonder no more—we've got you covered with expert insights on how to write an effective apology email . So let's dive into the nuances of expressing regret through digital communication.

Apology Letter FAQ [Frequently Asked Questions]

Our apology letter FAQs are designed to help eliminate some of the barriers we all face when we sit down and write out an apology.

One of the primary obstacles is often a reluctance to admit that we're to blame for the situation. To state clearly and unequivocally that it was our fault.

And, by putting pen to paper and writing the words 'I was wrong. I'm sorry and I apologize' , gives it a sense of permanence and causes us to feel vulnerable.

It's that vulnerability that is the most scary for many of us. So much is at stake when it comes to our relationships. Our minds begin to reel.

What are the benefits of writing an apology letter?

An apology letter gives you time to think about what you're writing and gives the recipient time to think about your apology before responding.

On the other hand, verbal apologies require you to think on your feet, be prepared for the recipient's reaction (negative or positive) and ready for the conversation that follows.

Does 'I apologize' & 'I'm sorry' mean the same thing?

Many people are surprised to hear that 'I apologize' and 'I'm sorry' don't mean the same thing and are not directly interchangeable. Writing 'I'm sorry' expresses a level of regret or remorse . It says to the recipient that you feel badly about what happened—that is has affected you emotionally.

'I apologize' is simply a statement of admission. You're admitting that you were at fault but you are NOT stating that you are sorry about it.

In most cases we recommend including both statements in an apology letter.

How do I write an apology letter?

Open your letter by apologizing. Say you're sorry and describe what happened. In the main body of the letter communicate your understanding of the hurt you caused and your regret. Ask for forgiveness, express a desire to fix the situation and promise that it won't happen. Finally, explain why the relationship is important to you.

Read our article on how to write an apology letter for more detailed instructions, a template letter, Dos & Don'ts, and more...

How do I format an apology letter?

There are many things to take into account when looking at how to format an apology letter. The predominant considerations are length and style.

In most cases, when all the elements of a sincere apology are included, the severity of the offence you're apologizing for will naturally determine its length.

In terms of style, handwritten apologies are best for personal and intimate relationships. Typewritten, emailed and more formal approaches are best suited for business and non-personal relationships (e.g. teacher, club member, shop owner etc.).

Learn more about apology letter formats .

What are the best practices for an apology letter?

Write from the heart. Being honest and sincere are critical to an effective apology. Use direct statements that can only be taken at face value.... I'm sorry... I was wrong... I apologize.

Be as specific as you can about the mistake, and as clear as you can about your responsibility. Describe why and how much the person was injured by your words or actions. Saying 'I know you were hurt' is not as effective as saying 'I know how furious and insulted you were by ...'

Make amends through actions and not just words and ask for forgiveness but don't demand or expect it.

Read through our complete list of DOs for Apologizing .

What to avoid when writing an apology letter?

Never use qualifiers in your apology letter. Words like if and but always comes off like you're trying to justify your actions. I'm sorry but.... If only...

Don't try to evoke sympathy and avoid expanding on the apology by linking it to ANY other issues in your relationship. Finally, don't share the blame with others or demand a response.

Can I send an apology letter by email?

Email has evolved over time and has become an acceptable form of communication. Emailing an apology letter is perfectly fine however you still need to consider the recipient and the relationship. For example, an elderly person will rightly respond differently to your apology if it's handwritten on a card as opposed to receiving it via email. Even someone younger reacts differently to something they can hold in their hand as opposed to reading something on screen. So be mindful of who the recipient is and take that into consideration. Don't email your apology only because it's easier.

How long should my apology letter be?

As we state above, the length of your apology letter will be determined by the how badly you messed up and the situation. As long as the guidelines of what to include in a proper apology are met, the length of your apology will determine itself.

How should I deliver my apology letter?

There are only a handful of ways to deliver an apology letter. Priority Mail should be used when the transgression is serious and time is of the essence, especially in business.

Regular mail is always appropriate and email is fine if that's the way you normally communicate with the recipient.

Finally, don't forget that an apology letter can also be hand delivered. This is particularly appropriate for close personal relationships. It allows you the time to make sure that you include in writing everything you have to say while being able to say how sorry you are face-to-face.

What makes an apology letter sincere & effective?

Sincerity comes from being honest, specific and direct while providing a detailed account of the entire situation.

This means that you acknowledge the hurt and damage you caused clearly and objectively, and take full responsibility. You apologize for your actions and NOT how they made the recipient feel. You then express your regret, ask for forgiveness, promise it won't happen again and provide a way to make amends without making excuses.

Key Takeways On The Art of Writing An Apology Letter

Mastering the art of writing an apology letter requires a blend of heartfelt content and strategic formatting.

Whether traditional or digital, a sincere and effective apology, whether verbal or by letter is always the first step and can pave the way for healing and rebuilding relationships.

Check out our subdomain and toolkit of apology letters ⇗ . They're all available to copy and paste and are written in a way that makes them easily tailored to your situation.

Stack of apology coupons

  • Bipolar Disorder
  • Therapy Center
  • When To See a Therapist
  • Types of Therapy
  • Best Online Therapy
  • Best Couples Therapy
  • Best Family Therapy
  • Managing Stress
  • Sleep and Dreaming
  • Understanding Emotions
  • Self-Improvement
  • Healthy Relationships
  • Student Resources
  • Personality Types
  • Verywell Mind Insights
  • 2023 Verywell Mind 25
  • Mental Health in the Classroom
  • Editorial Process
  • Meet Our Review Board
  • Crisis Support

Apologizing Sincerely and Effectively

Apologizing can be intimidating, but it is the first step to rebuilding trust

Elizabeth Scott, PhD is an author, workshop leader, educator, and award-winning blogger on stress management, positive psychology, relationships, and emotional wellbeing.

apology letter how to write

Amy Morin, LCSW, is a psychotherapist and international bestselling author. Her books, including "13 Things Mentally Strong People Don't Do," have been translated into more than 40 languages. Her TEDx talk,  "The Secret of Becoming Mentally Strong," is one of the most viewed talks of all time.

apology letter how to write

  • Recognize Reasons

Take Responsibility

Express regret, make amends, reaffirm boundaries.

  • Manage Expectations
  • Let Go of Results

Choose Your Method

Relationships can be wonderful buffers against stress, but relationship conflicts can also cause considerable emotional pain and stress. Knowing how to apologize—and when—can repair damage in a relationship, but if you don't know how to apologize sincerely, you can actually make things worse.

A sincere and effective apology is one that communicates genuine empathy, remorse, and regret as well as a promise to learn from your mistakes. In other words, you need to really believe you did something wrong and feel sorry for the hurt you caused. Here are some easy steps to help you learn how to apologize sincerely and effectively.

Recognize the Reasons to Apologize

When you've made a mistake or hurt another person, there are many good reasons to apologize. By apologizing, you are able to:

  • Acknowledge that you were wrong
  • Discuss what is allowed and not allowed in your relationship
  • Express your regret and remorse
  • Learn from your mistakes and find new ways of dealing with difficult situations
  • Open up a line of communication with the other person

A sincere apology can also bring relief, particularly if you have guilt over your actions. An apology alone doesn't erase the hurt or make it OK, but it does establish that you know your actions or words were wrong and that you will strive harder in the future to prevent it from happening again.

Not apologizing when you are wrong can be damaging to your personal and professional relationships. It can also lead to rumination, anger, resentment, and hostility that may only grow over time.

Research suggests that some of the major reasons why people don't apologize are that they aren't really concerned about the other person, apologizing threatens their own self-image, or they believe that an apology won't do any good anyway.

Know When to Apologize

Knowing when to apologize is as important as knowing how to apologize. Generally speaking, if you suspect that something you did—on purpose or by accident—caused someone else hard feelings, it's a good idea to apologize and clear the air.

If what you did would have bothered you if it was done to you, an apology is in order. If you're not sure, an apology not only offers you the chance to "own" mistakes you made, but re-establish what you think was OK. If you feel the other person is being unreasonable, a discussion may be in order. You can decide where you stand on the apology after that.

While a sincere apology can go a long way toward mending a relationship, people are often unwilling or unable to take this step. Admitting you were wrong can be difficult and humbling.

Researchers have found that people who believe that personality is changeable are more likely to apologize for harmful actions. Because they feel that change is possible, they feel that accepting the blame for their mistakes is an opportunity for learning and growth.

Taking responsibility means acknowledging mistakes you made that hurt the other person, and it's one of the most important and neglected ingredients of most apologies, especially those in the media.

Saying something vague like, "I’m sorry if you were offended by something I said," implies that the hurt feelings were a random reaction on the part of the other person. Saying, "When I said [the hurtful thing], I wasn’t thinking. I realize I hurt your feelings, and I’m sorry," acknowledges that you know what it was you said that hurt the other person, and you take responsibility for it.

Don't make assumptions and don't try to shift the blame. Make it clear that you regret your actions and that you are sincerely sorry.

When learning how to apologize effectively, it’s important to understand the value of expressing regret. Taking responsibility is important, but it’s also helpful for the other person to know that you feel bad about hurting them, and wish you hadn’t. That’s it. They already feel bad, and they’d like to know that you feel bad about them feeling bad.

What to Say When You Want to Apologize

  • "I wish I could take it back."
  • "I wish I had been more thoughtful."
  • "I wish I’d thought of your feelings as well."

These are all expressions of regret that add to the sincerity of your apology and let the other person know you care.

If there’s anything you can do to amend the situation, do it. It’s important to know how to apologize with sincerity, and part of that sincerity is a willingness to act.

What to Say When You Make Amends

  • If you broke something: "How can I replace it?"
  • If you said something hurtful: "I know my words hurt you. I should have never spoken that way to someone I love and respect. I'll do my best to think before I speak in the future."
  • If you broke trust: "Is there anything I can do right now to help build your trust?"

Whatever you can do to make things better, do it. If you’re not sure what would help, ask the other person.

One of the most important parts of an apology and one of the best reasons to apologize is to reaffirm boundaries. Healthy boundaries are important in any relationship. 

When you come into conflict with someone, often a boundary is crossed. If a social rule is violated or trust is broken, an apology helps to affirm what kind of future behavior is preferred.

Discussing what type of rules you both will adhere to in the future will rebuild trust, boundaries , and positive feelings. It provides a natural segue out of the conflict and into a happier future in the relationship.

For example, you and your partner, friend, or family member can discuss things you won't tolerate, including:

  • Gaslighting

In addition, you can work together to set expectations about how you should treat each other emotionally, physically, and sexually. If you're having trouble agreeing on these boundaries, you and your loved one may benefit from seeing a family therapist or couples counselor.

Own Up to Your Part, Not Theirs

Remember that when you apologize, you're taking responsibility for your part of the conflict. That doesn't mean that you're admitting that the entire conflict was your fault. People are often afraid to apologize first because they think whoever apologizes first is "more wrong" or the "loser" of the conflict.

Giving an apology even when only a small part of the conflict was your responsibility is OK and often healthy. It allows you to establish what you regret about your own actions but confirms your own boundaries as well.

It's important to be fair in your apology, both to the other person and to yourself. Don't accept all the blame if it isn't all your fault.

Apologize for the Right Reasons 

When you apologize for just what you did, you can more easily move forward and put the conflict behind you, regardless of the other person's actions. When we apologize, we're able to more easily maintain our integrity and forgive ourselves.

The other person may be moved to apologize for their actions as well. While getting an apology is often nice, it's important to remember that this doesn't always happen. Trying to evoke an apology from the other person is a manipulative tactic that sometimes backfires.

Apologize for your own peace of mind and the other person may be inspired to do the same. But be sure not to apologize just because you expect an apology in return.

Let Go of Results...to an Extent

Although apologizing can be a way to maintain integrity and move on from actions we're not proud of, most of us also want to repair the relationship and be forgiven. Sometimes this doesn't happen.

If the apology was sincere and included the necessary ingredients, your chances of forgiveness are greater, but sometimes the other person just isn't ready or able to forgive and move on. Or they may forgive you but remain guarded. Or they may not realize their own role in the conflict . You can't control their response, and if you've done everything you can, let it go for now.

Press Play for Advice On Making an Apology

Hosted by therapist Amy Morin, LCSW, this episode of The Verywell Mind Podcast shares ways to apologize effectively and sincerely.

Follow Now : Apple Podcasts / Spotify / Google Podcasts

Verbal apologies are appropriate under most circumstances, but making amends in writing can also have its benefits. Many people experience discomfort with a face-to-face apology, and while this discomfort alone isn't a good reason for a written apology, it can be a factor—especially if your discomfort affects your ability to express yourself.

Writing out your apology in a letter, email, or even text can give you the time to thoughtfully craft your apology, making sure to accept responsibility, express remorse, and reaffirm boundaries.

On the other hand, written apologies may be too formal for some mistakes and not personal enough for others. And if the written apology isn't followed by a response, you may be left with an unresolved conflict.

Keep your apology simple and direct. If you overdo it, you'll make it about yourself instead of the person you wronged. This can create resentment and erode trust.

How to Know If Your Apology Was Accepted

In general, you'll be able to tell if your apology was accepted if the person took the following steps:

  • Listened to your apology or acknowledged reading your apology
  • Thanked you or showed appreciation for your apology
  • Responded to your apology, saying "It's OK," or "Please don't ever do that again," or even, "Thanks; but I still need more time to think."

It's important to remind yourself that even if someone accepts your apology, it doesn't necessarily mean that they're ready to forgive you. True forgiveness may take some time, so stay calm and be patient.

The Bottom Line

Genuine apologies aren't always easy, but that can be an important part of mending or maintaining important relationships. With empathy, an open heart, and a dose of courage, you can take the steps you need to make a sincere and honest apology.

Schumann K. The psychology of offering an apology: Understanding the barriers to apologizing and how to overcome them .  Curr Dir Psychol Sci . 2018;27(2):74-78. doi:10.1177/0963721417741709

Schumann K, Dweck CS. Who accepts responsibility for their transgressions? . Pers Soc Psychol Bull. 2014;40(12):1598-1610. doi:10.1177/0146167214552789

By Elizabeth Scott, PhD Elizabeth Scott, PhD is an author, workshop leader, educator, and award-winning blogger on stress management, positive psychology, relationships, and emotional wellbeing.

Flow through your inbox

Flowrite turns your instructions into ready-to-send emails and messages across your browser.

apology letter how to write

For companies

Jun 22, 2023

How to write apology emails with 10 samples and a template

Saying sorry is easy with our guide to apology emails. Here’s a breakdown of the apology email format and 10 email samples.

Blog writer

Lawrie Jones

Table of contents

In our email experience, sorry often is the hardest word to say.

But if you've done something wrong, you should always apologize. We're not going to get into the blame game here, but we can show you how to build effective apology emails that are honest, emotional, and effective.

In this guide to apology emails, we explain why you should say sorry (and do it as soon as possible). We follow up with a breakdown of the apology email structure and provide 10 samples. Finally, we use our techniques to build a foolproof apology email template.

Want to apologize in an email? Let's get started!

How to write an apology email

OK, we've explained why you might want to apologize in an email; here's how you should do it.

Firstly, you must follow the format (which we outline below). Good apology emails share a standard structure, which we've outlined here:

  • Introduce yourself
  • Acknowledge there has been a mistake – and apologize for it (obviously!)
  • Explain what you're doing to fix it
  • Outline next steps
  • Sign off and move on

You'll see this structure used throughout our apology email samples and forming the basis of our apology email template. Read it, understand it, and use it, and your apology emails will be highly effective.

Apology email format

The apology email format should be familiar to anyone who has written a formal email. (If you haven't, check out our guide on writing formal emails!)

To make it as simple as possible, we've split the apology email process into 3 parts:

  • Apology email subject line
  • Apology email body copy
  • Apology email ending

Each section builds upon the last to create effective apology emails. We kick off with the subject line.

1. Apology email subject line

The email subject line is the first thing every reader will see, so make the purpose of your message clear. Using words like "Apologies" or"Apologies for the error" is a good idea, as the person can understand exactly what you're messaging about.

Let's craft an email together to demonstrate what professional apology emails looks like.

Here are 10 apology email subject lines to get you started:

  • "Apologies for the Miscommunication Earlier"
  • "Regarding the Missed Deadline - My Sincere Apologies"
  • "Corrected Document Attached - Apologies for the Error"
  • "Running Late - Please Accept My Apologies"
  • " Delayed Response - My Apologies"
  • "Error in Report - Sincere Apologies for the Oversight"
  • "Meeting Mix-Up - My Apologies for Any Inconvenience"
  • "Apology for Accidentally Skipping Your Presentation Turn"
  • "Apologies for the Accidental Deletion of Shared Files"
  • "Sincere Apologies for My Remarks in Today's Meeting"

2. Apology email body

The email body copy is where you can get into the details and say sorry! First, engage the recipient with a personalized greeting.

Use the first sentence to introduce yourself and tell them what the email is about.

You can provide some context about the error and what caused it. Try to avoid apportioning blame.

You've apologized; now it's time to move on; say what you're doing to fix it and that it won't happen again.

You can add more information here (dropping in bullet points if that's easier). But stick to the apology email structure, and you'll be fine.

3. How to end an apology email

At this point, the reader will know everything they need to know, so let's sign off and move on.

Add a polite sign-off ("Thanks," "Many thanks," or "Kind regards"). Add your name, signature, and contact details, and you're ready to send.

Before writing your own apology emails, read our guide on email format and make sure to check out our 10 apology email samples below.

Should I apologize in an email?

Apology emails are effective at saying sorry, but should you send one? It depends on your relationship, context, and opinion.

An apology email may not be suitable to send to a partner, relation, or friend. Still, when you're at work, it's absolutely OK.

In the examples here, we're tackling minor infractions (like emailing the wrong person), not behavior that's damaged the business!

The rule is: If it's a minor problem, send it in a message. If it's a major apology, make a phone call.

Here are some examples or reasons why you might want to apologize in an email:

  • Running late for a meeting
  • Missed a deadline
  • Typographical errors in a document
  • Accidentally left someone out of a meeting invite
  • Accidental incorrect data in a report
  • Misunderstanding or miscommunication
  • Accidentally sharing incorrect information
  • Unintentionally skipping someone's turn in a round-robin presentation
  • Forgetting to attach a document in an email
  • Delay in responding to an email
  • Technical issues causing disruption in work
  • Accidentally double booking a meeting
  • Unintentionally offending someone during a conversation
  • Mistakenly deleting shared files or data
  • Failing to update the team on essential changes
  • Mistakenly overstepping or misunderstanding boundaries
  • Inadvertently talking over someone in a meeting

If you've made any of these minor mistakes, here's examples for how to apologize in an email!

10 apology email samples

You should now understand what an apology email is and how to structure it. Here are 7 apology email samples covering some common reasons you might need to say sorry at work.

1. Apologize for a mistake sample email

We've all made mistakes at work; how you deal with it matters. In this sample, apologizing for a mistake, we stick to the structure, accept we've made a mistake, and move on.

2. Apologize after sending an email to the wrong person sample

Sent an email to the wrong person by mistake? It happens – especially if your inbox is as cluttered as ours!

How serious this is depends on what you sent.

In this apology email sample, we're assuming this is a minor infraction and something that hasn't embarrassed you too much. The format is familiar (introduction, acknowledgment, and explanation).

3. Professional apology email sample

Formal emails are, by their nature, professional. While you should still use the person's first name (or professional title), the rest is rigidly prescribed and 100% professional.

This professional apology sample is suitable for your boss, senior manager, or highly valued client or customer.

Here's how to apologize professionally in an email sample that can be shaped for any situation.

4. Apologize for short notice sample email

Giving someone short notice (for a meeting, visit, or delivery) is a minor issue, so the apology is brief.

This sample apologizes for any inconvenience and provides all information and details. We use bullet points as a way to list out information in an easily accessible manner.

  • Bullet points are great for rapid lists

5. Typo error apology email sample

Typ errors can be embarrassing, but they're rarely serious (unless you've paid a supplier far too much money!). In this sample, we apologize for a simple typo in their name. We've all experienced this common issue (try spelling my name without looking).

If the apology is delivered early enough and earnestly, it won't impact your relationship.

6. Sorry for the inconvenience email sample

We've all inconvenienced people in the past, and when it happens, we should always say sorry. We may have been late to a meeting, failed to send an email, or held up a meeting.

Whatever the reason for the delay, always apologize. If you need a template, here's our sorry for the inconvenience sample!

7. Apologize for the delay in response email sample

Have you left an email in your inbox for too long without replying? It happens to all of us, and here's what you should do.

You'll see in this sample we stick to the formal format, apologizing for the delay , providing an explanation, and outlining the next steps.

8. Apology email to client

Crafting an apology message to a client means following the format above, structuring a response that acknowledges the issues and provides a positive way forward.

In this example of how to apologize to the client for a mistake, we provide a standard apology letter you can shape to your circumstances.

9. Apology email to customer

Depending on your business, service, or sector, this customer service apology template can help you regain trust and restore respect.

Some of the reasons you may need to send an apology email to a customer:

  • Apology email to customer for delay in delivery
  • Apology to a customer for a mistake
  • Apology to a customer for long wait time
  • Apology to a customer for delay in response
  • Apology to a customer for bad service
  • Apology email to customer for poor service
  • Apology email to customer for a damaged product

Here's an example of an apology email to a customer you could use in various different situations.

10. Apology email to boss

There are many situations when an apology email or apology to a boss is required. Still, they can all be managed with our template on how to say sorry to a boss for your mistake.

We've stuck to the structure outlined above in this apology message to a boss , delivering a straightforward apology with a focus on the future.

Apology email template

If any of our apology email templates don't fit your needs, you can use this proven email template to create your own.

Copy and paste it, then work through each stage and fill in the gaps to build your own perfect apology email!

Be careful to strike the right tone of voice, and focus on how you can add value. And once your apology template is completed, be sure to send it as soon as possible.

This template follows the established apology email structure, including the following:

  • Introducing yourself

Here's our 100% customizable apology email template!

  • Use bullet points to add some details...

Apology email template by Flowrite

Flowrite is an AI writing tool that turns your instructions into ready-to-send emails and messages in seconds.

It takes care of the email structure, capitalization, grammar, spelling, punctuation – you name it. Essentially you can focus on your thoughts and ideas, and Flowrite will give them wings. We dare to claim that it's the fastest way to start writing better emails.

Our AI template collection features dozens of email templates that can help you with all the aspects apology emails.

To grasp how easy and fast it's to write apology message with Flowrite, just check out the example of resolving a customer complaint below.

Final words on apology emails

Apology emails aren't always easy to write, but they are essential. If you've made a mistake, say sorry in a message!

Sticking to the format and following our top tips will help you apologize professionally while protecting your reputation. Always proofread your messages and double-check the details (you don't want to have to apologize again!).

Finally, send your apologies as soon as possible to avoid embarrassment.

Bonus: 100 apology examples

There are an almost infinite number of ways you can say sorry, but we've included 100 below. These are split into categories to help you select the most suitable apology for each situation.

Personal apology examples

Here are some examples of writing a personal apology to someone you know.  

  • I sincerely apologize
  • I highly apologize
  • I greatly apologize
  • I deeply apologize
  • I would like to sincerely apologize for...
  • I would like to express my sincere apology for...
  • I would like to offer a sincere apology for...
  • I apologize for not...
  • I apologize for the confusion
  • I apologize for what happened
  • I apologize for the multiple emails (don't apologize for this if you're applying for a job )
  • I apologize for the mistake I made
  • I apologize on behalf of the company
  • I apologize for any grammatical errors (and here's how to say thank you for pointing them out !)
  • I am sorry for my mistake
  • I am sorry for my actions
  • I am sorry for messing up
  • I am sorry for any misunderstanding I may have caused
  • I am sorry for disappointing you
  • I am sorry and apologize for...
  • I am sorry to bother you again
  • I am sorry and sincerely apologize for the inconvenience caused
  • I am so sorry about this
  • I am asking for an apology
  • I have to apologize for forgetting (here's how to send a reminder )
  • Please accept my apologies for the mistake
  • Please accept my sincere apologies for the inconvenience caused
  • please accept my sincere apologies for the delay
  • Please accept my apologies for the late response
  • Please accept my apologies for the short notice
  • My apologies, I forgot to attach (... my resume )
  • My apologies for the mistake
  • My apologies for the delay in sending the document
  • My apologies for the confusion
  • My apologies for overlooking your email
  • My apologies for my absence...
  • My apologies for the last-minute request ...
  • Many apologies for...
  • Utmost apologies for...
  • A big apology for...
  • A formal apology for...
  • A heartfelt apology for...
  • A personal apology for...
  • Sorry for the typo
  • Sorry for the issue
  • Sorry for the mix-up
  • Sorry for my actions
  • Sorry for the mishap 
  • Sorry for the problem
  • Sorry for my behaviour
  • Sorry for the oversight
  • Sorry for bothering you
  • Sorry for disrespecting you
  • Sorry for my incompetence
  • Sorry for wasting your time
  • Sorry for the inconvenience
  • Sorry for the misunderstanding
  • Sorry for the last minute notice
  • Sorry for not getting back to you sooner
  • Sorry for the delay in sending the report
  • Sorry to confuse you
  • Sorry to inform you ... (for example, that you're leaving the company )
  • Sorry I was mistaken
  • Sorry it was a mistake
  • Sorry I said the wrong thing
  • Sorry I missed your visit
  • Sorry I have overlooked your email
  • Sorry I couldn't attend the meeting

Business apology examples

These apology examples are suitable for writing as a representative of a business, company, organization, or service provider.

  • We sincerely apologize
  • We highly apologize
  • We greatly apologize for
  • We deeply apologize
  • We would like to apologize for...
  • We apologize for the mistake and the inconvenience
  • We apologize for any misunderstanding
  • Our apologies for the oversight
  • Our apologies for the mistake
  • Our sincere apologies for...
  • Please accept our sincere apology for...
  • Please accept our apologies for any inconvenience caused

How to say sorry at the end of an email

We've suggested apologizing up front, but sometimes you'll want to drop one in at the end. So here's to say sorry at the end of an email.

  • ...My greatest apologies.
  • ...My most sincere apologies.
  • ... I am deeply sorry.
  • ...I am sincerely sorry.
  • ...I am sorry for my mistakes.
  • ...I am so sorry for the inconvenience.
  • ...Sorry for the trouble.
  • ...Sorry for the hurdle.
  • ...Sorry for pushing.
  • ...Sorry for informing you late.
  • ...Sorry again.
  • ...Sorry if there are any mistakes in...
  • ...Apologies again for the inconvenience.
  • ...with regret,
  • ...with my apologies,
  • ...We would like to apologize in advance for the inconvenience.
  • ...We are extremely sorry for the trouble caused.
  • ...We are really sorry for the inconvenience.
  • ...Please accept our apologies for the inconvenience.
  • ...We are sorry and apologize for the mistake.
  • ...We regret the inconvenience caused.
  • ...Our deep and sincere apologies.
  • ...Once again, sorry for the inconvenience caused.

In case you want to learn more email closing phrases  check out our article on the topic.

Supercharge your communication with Flowrite

Write emails and messages faster across Google Chrome.

Explore Flowrite

Template visualization

Start using Flowrite today

Try it yourself

apology letter how to write

Resolve a complaint

Reply to: "

To whomever this may concern, ‍ I wanted to bring it to your attention that I just received my bike four days later than initially scheduled. Not only was the delivery late, but the shipment was missing the helmet I was promised as a free gift. ‍ Needles to say I'm extremely disappointed and expect an email from you to inform how are going to resolve this issue promptly. ‍ Sincerely, Craig

Received message

sorry will send the helmet today $35 store credit

Generate a reply

Generate an outreach

Share this article

Related articles

Blog visual

Best AI email assistants to increase your productivity

Learn about the AI email assistants that can help you cope with email overload that hurts your productivity.

Blog visual

How to say no politely – 6 tips for professionals

Hate saying no? We got you covered. With these six tips, you’ll finesse your tone and decline any offer politely and professionally.

Blog visual

Best email writing apps, tools & software that make communications easier

Looking for an email writer generator, email helper, or email correction app? If you can't find it on our listing of the best email writing tools, you won't need it.

Cookie emoji

We use cookies to analyze site performance and deliver a better experience for visitors.

Product visual

Product updates

Read the latest →

apology letter how to write

About Flowrite

Get to know us →

Productivity

apology letter how to write

© 2023 Flowrite

LOGO

Your favourite senior outside college

Home » Job Tips » Career Advice » How to Write an Apology Letter? | Formal & Informal Format

How to Write an Apology Letter? | Formal & Informal Format

Explore Formal & Informal Apology Letter Formats

A simple apology in personal life might sail your boat but in a professional setting, it is not enough. To maintain professionalism use a formal letter of apology instead. This blog will answer all your queries about apology letters . We will discuss when to write one and how to write it, along with a format and some sample letters to polish your letter-writing skills.

Table of Contents

What is an Apology Letter ?

An apology letter is a written form of apology for a mistake, misunderstanding, or misbehavior caused towards someone. It can be in a physical form or written in an email. The motive is to seek forgiveness for the inconvenience caused and restore the lost trust. It is necessary for both, to take responsibility for the mistake as well as for acknowledging the recipient’s experience. It helps in assuring the other party that the mistake will not be repeated in the future.

Find and Apply Banner

When to Write an Apology Letter?

An apology letter becomes necessary in situations when you have committed a mistake and because of it, the other party was adversely affected. The situation can range from a personal setting to a professional setting. Some situations in a professional setting where writing an apology letter is advised are– unsatisfied customers, bad product experience, scheduling conflicts, delay in work submission, etc.

How to Write an Apology Letter’ s Body?

Writing a letter is not a difficult task. Here are the steps to write an apology letter . These are to be followed after mentioning the addresses of both the writer, the recipient, and the salutation.

  • State the intent of the letter- Begin by stating that the letter is to apologize. It is a good practice to let the receiver be informed about what the letter written to them is about.
  • Accept your mistake- The next step is to apologize sincerely. Do not be afraid to accept your mistake. It highlights your integrity.
  • Acknowledge the other party’s experience- Along with accepting your mistake, acknowledgment of the impact on the other party is important as well. A validation of their feelings depicts that you have understood their disappointment. Here you can briefly explain why the situation arose too.
  • Express gratitude- Though it is not a necessary step, including it would ensure the recipient is aware that you appreciate their involvement with you, your organization, or perhaps your products and services. That is if the letter is addressed to a customer. If it is addressed to a colleague or the boss, then you can acknowledge their hard work and the good things they might have done for you.
  • Take responsibility- The toughest part of the letter is to accept responsibility for your mistake. But you should take responsibility without any reservations. Even if not everything was your fault, you shouldn’t shy away from accepting that your actions did affect someone adversely.
  • Offer a solution- No apology letter is complete without a resolution provided to the mistake committed. An apology accompanied by detailed steps for remedy is important. Write your plan of action to correct the mistakes.
  • Assure better future interactions – End the letter with an assurance of not only not repeating the same mistake again but also being mindful of any other mistakes in the future. Reiterate that your work relationship from here would only move in a better direction. 

End the letter with your name and designation along with the signature. Refer to the format in the next section for more clarity on writing an apology letter . 

You can further improve your business communication to ensure a stable professional career.

Apology Letter Format

Refer to the format mentioned below to get an idea of what a typical apology letter looks like:

Apology Letter Samples

Sample 1: personal apology letter .

The following is an example where the letter is addressed to a customer who was given the wrong product activation key which led to a delay in their important project.

Sample 2: Formal Apology Letter  

The following is an example of a letter addressed to several customers whose data was compromised due to updating to the latest version of a mobile application. 

Sample 3: Apology Letter for Mistake

The following is an example of a letter to apologize for a mistake made at work. 

Sample 4: Apology Letter to Boss

Following is a letter to the boss apologizing for a mistake.

Sample 5: Apology Letter for Inconvenience

Following is a sample apology letter for the inconvenience caused.

Sample 6: Apology letter to a Client

Following is an apology letter to a client.

Sample 7: Apology Letter to a Colleague

The following is a sample apology letter to a colleague.

Sample 8: Apology Letter to a Teacher

Following is a sample letter to write to a teacher.

What Should Be Included in an Apology Letter ?

Just writing a letter is not enough, we also need to make sure that it is an effective one. Here are some tips that can help you make your apology letter more effective.

  • Formal tone- Since it is a formal apology letter , ensure that you maintain a formal tone throughout your letter. An informal tone can deceive the motive of writing the letter in the first place. Additionally, your organization’s logo can be added to the email signature .
  • Show honesty- Accept your mistake and briefly explain why the situation arose. Be honest about the entire situation. It will ensure two things. Firstly, the recipient will be aware of all the details of the incident. Secondly, it will provide ground for your trustworthiness.
  • Proofreading- Read the letter again after writing it and correct the grammatical errors, spelling errors, punctuation, etc. It helps in putting a positive impact on the reader who will know that you took your time in writing the letter carefully.
  • Ask for feedback- When you ask for feedback from the recipient, it will let them know that their opinion is valuable and that you are ready to consider working on their suggestions.
  • Give clarity on the next steps- Share some steps that can help the recipient to seek respite from the situation. 

Don’ts of an Apology Letter

Now that you know everything that you must add in an apology letter, you should also familiarise yourself with things you should never include in an apology letter.

  • Do not be vague- It should not happen that your letter is speaking about everything but the core issue. Make sure there is no irrelevant content in your letter.
  • Do not get defensive- You can give a brief explanation about the situation but try not to get defensive and explain way too much. Being defensive shows you do not want to accept your mistake and apologize for it.
  • Do not blame the recipient- Under no circumstance should you blame the situation on the recipient. The purpose of the apology letter is to accept the recipient’s feelings and not hold them responsible.
  • Do not make unnecessary promises- In the letter, you should not promise what you cannot deliver.
  • Do not forget personalization- There may arise a situation where more than one person has been aggrieved. Here, even if you are using a template, make sure to personalize the letters. It shows that you are genuine and dedicated. 

The above sections provide the dos and don’ts of writing an apology letter . We have also discussed what is an apology letter and when to write it along with the steps of writing it. The format and apology letter examples provided here will further help you write a professional letter whenever you need it.

  • ← Previous
  • Next →

apology letter how to write

Harshita is an English Literature graduate from the University of Delhi with 3 years of experience in Content Writing and Editing. Dedicated to her craft, she loves creating magic with words. She is a big fan of hoarding cute planners and journals and can be seen watching FRIENDS (almost EVERYTIME) in her spare time. Her meticulous attention to detail makes her stand out from the crowd. A typo epidemic is her worst nightmare!

Related Post

apology letter how to write

Top 10+ Highest Paying Marketing Jobs in India

Are you looking for an exciting and rewarding career path? If so, you can consider pursuing one a marketing job. From SEO manager to creative director, the opportunities available in

apology letter how to write

Highest Paying Non-Technical Jobs in India with Salary Guide

According to recent research, approximately 53% of Indian graduates are qualified for high-paying non-technical positions. Non-technical jobs do not require specialized knowledge or skills in technical domains. These occupations involve

apology letter how to write

Top 10 Highest Paying Law Jobs in India: Explore the Most Lucrative Legal Careers

With India’s growing legal system, demand for skilled legal professionals continues to rise significantly. For recent law graduates and experienced lawyers looking to advance professionally, India offers a range of

apology letter how to write

Top 10 Highest-Paying Jobs in Software Engineering

Do you enjoy coding and creating fascinating websites, applications, and software? Then building a career as a software engineer can be the ideal choice. Software engineers are responsible for ideating,

Letter Wave

How to Write an Apology Letter to a Customer: Expert Tips for a Sincere Message

Mistakes happen, and when they do, apologizing to your customer becomes crucial for maintaining a positive relationship. A well-crafted apology letter demonstrates your commitment to making it right, and can help rebuild trust between you and your customer. In this article, you’ll learn how to write an effective apology letter that addresses your customer’s concerns and helps to resolve any issues that may have arisen.

To begin with, it’s important to acknowledge the issue and take full responsibility for any mistakes made. Focus on the customer’s feelings and empathize with their experience, as this will show them you genuinely care. Next, you’ll want to offer a solution to fix the problem and ensure it doesn’t happen again in the future. This could mean providing a refund, exchanging a product, or implementing new processes within your company.

Remember that a sincere apology goes a long way in maintaining a strong customer relationship. With the right approach in crafting your letter, you’ll be well on your way to restoring confidence in your company and mending any damage that may have been caused.

Understanding the Customer’s Grievance

Before you start writing the apology letter, it’s essential to comprehend the customer’s grievance thoroughly. By placing yourself in their shoes , you’ll be better prepared to address the issue sincerely and offer a resolution. Here’s how you can get a clear understanding of your customer’s concerns:

  • Review the complaint objectively : This is a crucial step, as it helps you identify the root cause of the problem. Go through any documentation, emails, or phone call records that may provide valuable context. Be honest with your assessment of the situation, and refrain from becoming defensive.
  • Ask for clarification when needed : If the customer’s complaint lacks details or is ambiguous, don’t hesitate to reach out and request more information. It demonstrates that you’re taking their concern seriously and working to resolve the issue.
  • Assess the impact on the customer : Determine the consequences the customer faced due to the problem – it could be a loss of time, money, or trust in your company. This will help you gauge the severity of the issue and what kind of restitution may be appropriate.

Keep these factors in mind when determining the appropriate resolution:

  • Timeliness : How quickly the problem was addressed or how long the customer waited for a response.
  • Responsibility : Whether the issue originated from within your company or was due to external factors.
  • Repetition : If this is a one-time occurrence or a recurring issue for the customer.

Alongside understanding the customer’s grievance, it’s good practice to explore their perspective and emotions. Consider the following customer perspectives:

  • Frustration : This is often the most common emotion experienced by customers who encounter issues. They may feel like they’re wasting time, resources, or energy dealing with the problem.
  • Disappointment : A customer could feel let down if their expectations were not met – especially if they were excited about using your product or service.
  • Distrust : Trust is crucial for customer relationships. A negative experience might lead to doubts about your company’s reliability and commitment to customer satisfaction.

With a solid grasp of the customer’s grievance and the emotions they may be experiencing, you’ll be well-prepared to craft an apology letter that demonstrates empathy, humility, and a genuine commitment to resolving the issue.

Choosing the Right Tone

It’s essential to strike the right tone when writing an apology letter to a customer. Choose a tone that conveys remorse, sincerity, and responsibility. As you craft your letter, keep the following key factors in mind:

1. Be genuine: Your apology should come across as authentic and heartfelt. Avoid using impersonal or canned language. Emphasize your understanding of the customer’s experience and acknowledge the issue at hand.

2. Be empathetic: Put yourself in your customer’s shoes and demonstrate that you understand their feelings. This can help to validate their emotions and show your genuine concern for their situation.

3. Take responsibility: Clearly admit fault for the mistake and express your commitment to making amends. Owning up to the error demonstrates accountability and that you’re serious about making things right.

4. Stay professional: Although you should be empathetic, it’s crucial to maintain a professional tone in your letter. Be respectful and straightforward in your language, avoiding slang or overly casual phrases.

Here are some examples of phrases that can help you to achieve the appropriate tone:

  • We sincerely apologize for the inconvenience.
  • Our team recognizes the frustration this may have caused.
  • We take full responsibility for the issue and are actively working to correct it.
  • Thank you for bringing this to our attention, and we appreciate your patience as we resolve the problem.

Also, consider using bullet points to deliver a clear, concise message:

  • Recap the situation: Briefly describe the issue and acknowledge its impact on the customer.
  • Outline the solution: Explain your plan to resolve the problem and any steps taken so far.
  • Provide reassurance: Offer your commitment to preventing similar issues from happening in the future.

To further illustrate the proper tone, take a look at this sample sentence:

We understand how frustrating this experience must have been for you, and we sincerely apologize for any inconvenience caused. Our team takes full responsibility and is working diligently to resolve the issue as quickly as possible.

Remember, the tone of your apology letter can significantly impact how the customer perceives your response. By showing empathy, taking responsibility, and maintaining professionalism, you can effectively convey your sincerity and dedication to resolving the situation.

The Key Elements of an Apology Letter

When it comes to writing an apology letter to a customer, there are several key elements to consider. By incorporating these components, you’ll create an effective and heartfelt message that demonstrates your understanding and commitment to making things right. Here’s a breakdown of the essential aspects of an apology letter:

  • Sincerity : Your apology should come across as genuine and heartfelt. Avoid using clichéd phrases or generic language that could come off as insincere. Instead, carefully consider the situation and express your regret in your own words.
  • Taking Responsibility : Admit your mistake or acknowledge the issue that led to the customer’s dissatisfaction. It’s important not to shift blame or make excuses. By taking full responsibility, you display a level of professionalism and maturity that builds trust.
  • Explanation : Provide a brief explanation of what went wrong, but be careful not to make excuses or minimize the issue. Customers appreciate transparency, so offer them an honest account of the situation.
  • Reassurance : Let the customer know you have taken steps to prevent the issue from happening again. Share any improvements or changes you’ve made to address their concern, and emphasize your commitment to delivering outstanding service.
  • Making Amends : Offer to rectify the situation as best you can. This might involve a refund, replacement, discount, or other compensation, depending on the situation. It’s crucial to show that you’re willing to go the extra mile to make things right for the customer.
  • Closing : Wrap up your apology letter by expressing gratitude for the customer’s patience and understanding. Reiterate your commitment to addressing their concerns and making improvements.

Use the following six steps as a guide to crafting your apology letter:

  • Start with a sincere apology
  • Take responsibility for the issue
  • Give a brief explanation of what went wrong
  • Offer reassurance and outline improvements
  • Outline the steps you’re taking to make amends
  • Close with a grateful and positive message

By incorporating these key elements into your apology letter, you’ll demonstrate your commitment to customer satisfaction and your dedication to rectifying any shortcomings. This approach not only helps to mend relationships with unhappy customers, but it also fosters a reputation for excellent customer service and helps your business grow.

Personalize Your Apology

Taking the time to personalize your apology is essential in turning a negative customer experience into a positive one. To achieve this, you should:

1. Address the customer by name

Using your customer’s name makes the apology more personal, and demonstrates that you’ve taken the time to understand their complaint. A simple way to do this is to start your letter with, “Dear [Customer Name],”

2. Mention the specific issue

Show the customer you’ve listened to their concerns by referencing the exact problem they’ve experienced. This helps create a connection and assures the customer that their voice is being heard.

3. Acknowledge their feelings

Let the customer know that you understand how they feel, and why they might be upset. You can use phrases like, “We understand how frustrating this must be for you,” or “We know how important it is to receive timely service, and we’re sorry we let you down.”

4. Explain what went wrong

You don’t need to delve into intricate details, but offering a brief explanation of what went wrong can help the customer understand the situation better. For example, “A system error caused the delay in your order,” or “Our customer service representative didn’t have the necessary information to assist you.”

5. Outline the steps you’re taking to rectify the situation

Show the customer that you’re committed to making things right by describing what actions you’re taking, such as:

  • Providing a full refund or store credit
  • Offering a discount on their next purchase
  • Promptly shipping a replacement item
  • Revising internal processes to prevent future occurrences

6. Assure them that it won’t happen again

Your customer needs to be confident that their issue was an isolated incident, and steps have been taken to prevent it from happening in the future. Use language like, “We’ve implemented new procedures to ensure this does not happen again,” or “We’ve provided additional training to our team members to better serve you in the future.”

By following these principles, you’ll create a personalized and effective apology letter that demonstrates your dedication to customer satisfaction. Your efforts in taking ownership of the problem, and providing a suitable resolution, can help to restore the customer’s trust and confidence in your business.

Addressing the Specific Issue

Before you start writing your apology letter, it’s crucial to identify the specific issue that has caused your customer’s dissatisfaction. Being vague won’t do; it’s important to demonstrate you understand their concern and are taking it seriously. Here are some steps you can follow to address the issue effectively in your letter:

  • Acknowledge the problem: It’s essential to admit there was a problem and own up to your company’s mistake. This shows the customer that you’re not avoiding responsibility and are determined to make it right.
  • Provide a clear explanation: Offer a concise and honest explanation of what went wrong. Keep it short, simple, and factual without making excuses or shifting the blame. For instance, if a customer received a defective product, explain how it happened and the steps you’re taking to avoid a recurrence.
  • Outline your plan of action: Show the customer you’re taking tangible steps to address the issue. These might include:
  • Refunding or crediting their account
  • Offering a replacement or alternative solution
  • Implementing changes to prevent similar problems in the future Providing specifics on how you’ll rectify the situation demonstrates your commitment to customer satisfaction.
  • Apologize sincerely: Offer a genuine apology without deflecting blame or responsibility. Use phrases like “We apologize for the inconvenience,” or “We’re sorry for the negative experience you’ve had.”
  • Offer support and contact information: Let your customer know that you’re available to assist them further if needed. Include contact details for customer service or a dedicated representative handling their case. This reassures them that you’re there to help and value their business.

Following these guidelines ensures that your apology letter addresses the customer’s specific issue, communicates your company’s commitment to making things right, and helps in rebuilding trust. Keep your customer’s needs at the forefront of your response, and use empathetic language to show that you’re genuinely invested in addressing their concerns. Once you’ve crafted an effective apology letter, you’ll be well on your way to not only resolving the immediate issue but also restoring your customer’s faith in your brand.

Offering Appropriate Compensation

When it comes to apologizing to your customers, offering appropriate compensation can go a long way in rebuilding trust and demonstrating commitment to their satisfaction. Determining the right compensation can vary based on the degree of inconvenience or damage caused, and your company’s capabilities. Here are a few strategies to help you decide on the most suitable compensation for your customer.

  • Evaluate the situation : Assess the extent of the issue, whether it’s a delayed order, damaged goods, or poor service. Consider how severe it was and how you can address the customer’s concerns.
  • Gauge customer expectations : Listen to your customer’s demands and try to understand their needs . Make an effort to meet their expectations while still staying within the limits of your company’s policies.
  • Ensure fairness : The compensation offered should be consistent with previous cases and across the board so that your customers feel fairly treated. You don’t want to create a perception of favoritism.

In deciding on the appropriate compensation, here are some options to consider:

  • Discounts : Offer your customer a percentage discount on their next purchase or provide a voucher that they can use in the future.
  • Refunds : A full or partial refund can help to alleviate some of the frustrations a customer may have experienced.
  • Free products or services : Providing your customer with additional items or services they were initially interested in can help regain their loyalty.
  • Waived fees : Remove any extra charges they may have incurred, such as shipping or handling fees.

Remember, the goal of offering compensation is not only to rectify the situation but also to rebuild trust and show the customer that you value their business. Be genuine in your apologies and follow through on the promised compensation.

It’s essential to track and analyze feedback from customers who have been offered compensation. Keep a record of the resolutions provided, the outcome, and any patterns that may emerge. This information can be used to improve your customer service strategy and prevent similar issues in the future.

In conclusion, offering appropriate compensation is a vital component of an effective apology letter to a customer. By evaluating the situation, gauging customer expectations, ensuring fairness, and considering various compensation options, you can demonstrate your commitment to delivering excellent service and rebuilding trust.

Providing Assurance for the Future

When crafting an apology letter to a customer, it’s crucial to provide assurance for the future . This section will focus on how your company plans to prevent the issue from happening again and the steps you’ll take to make things right.

First, acknowledge the specific problem your customer has experienced. By doing this, you demonstrate your understanding and empathy towards their situation. Outline the steps you’ve already taken or are planning to take to address the issue. For example:

  • Reviewing and updating company policies or procedures
  • Providing additional training for staff
  • Implementing new processes to avoid similar incidents

Next, describe how these changes will improve the customer experience and prevent future issues. Being transparent about your plans shows that you’re committed to making improvements and valuing customer feedback.

To further reassure your customer, you can incorporate an offer or compensation to rectify their dissatisfaction. Some options include:

  • A discount on future purchases
  • A full or partial refund
  • Free or expedited shipping on their next order

Remember to keep your offer reasonable and proportionate to the issue at hand.

In some cases, it might be appropriate to offer a contact person should the customer have any further concerns or questions regarding the incident. This can display a sense of accountability and personalization in addressing their concerns.

In summary, when providing assurance for the future in an apology letter, be sure to:

  • Acknowledge the specific problem
  • Outline the steps you’re taking to address the issue
  • Explain how these changes will prevent future incidents
  • Offer compensation when appropriate
  • Provide a contact person if necessary

Showing your customers that you’re committed to making changes and improving their experience will go a long way in rebuilding trust and maintaining a positive relationship. By following these guidelines, you can create a sincere and impactful apology letter that demonstrates your dedication to customer satisfaction.

Don’t Shift Blame or Make Excuses

When crafting your apology letter, it’s essential not to shift blame or make excuses for the situation. Your customer is looking for a sincere apology, and by shifting the responsibility, you’ll come off as insincere and unprofessional. Instead, own up to the mistake and accept responsibility for the issue at hand.

Here are some pointers to help you avoid putting the blame on others or making excuses:

  • Acknowledge the problem: Clearly state the issue that occurred and show empathy for the customer’s feelings. This will provide reassurance to the customer that you understand the situation and care about their concerns.
  • Take responsibility: Even if the issue might not be solely your fault, it’s crucial to express that your company is taking full responsibility for fixing the problem. This will help build trust between you and the customer.
  • Avoid blaming external factors: Don’t attribute the problem to external factors, such as suppliers, partners, or unanticipated circumstances. Focusing on outside influences will make your apology less genuine and may cause customers to lose confidence in your business.
  • Steer clear of vague or generic language: Using unclear language can make it seem like you’re hiding something or making excuses. Be specific when addressing the issue and provide concise details on how you plan to rectify it.

Here’s an example of a well-crafted apology that follows these guidelines:

We’re truly sorry for the inconvenience caused by the delayed shipment of your order. We understand how disappointing it is to expect your package by a certain date and not receive it in time. We take full responsibility for the delay, and we’re committed to improving our processes to prevent this from happening in the future. To make things right, we’ll expedite shipping for your order free of charge, and you should receive your items within the next three business days. Additionally, we’re offering a 15% discount on your next purchase as a token of our appreciation for your understanding and patience.

By following these tips, you’ll create a genuine and convincing apology letter that demonstrates your understanding of the situation, takes responsibility for the problem, and offers a solution to make things right with your customer. Remember, honesty and transparency are key when it comes to communicating with your customers, especially during challenging times.

Reviewing and Editing Your Letter

Once you’ve drafted your apology letter, it’s crucial to review and edit it before sending it to the customer. Doing so ensures that your letter effectively conveys your sentiments and leaves a positive, lasting impression on the customer.

To start, proofread your letter thoroughly for any spelling, punctuation, or grammatical errors. You want to appear professional and sincere, and mistakes can diminish the impact of your apology. Utilize tools like Grammarly or have a colleague or friend review it to catch any errors you may have missed.

Make sure the content is logical and coherent . Although emotions can run high, staying focused and sticking to the main points will make your letter easier to understand. Be specific about the issue at hand and take ownership of any mistakes, while emphasizing your commitment to resolving the problem.

Check that the tone is appropriate and consistent throughout the letter. It ought to be polite, empathetic, and genuine. Steering clear of any aggressive, defensive, or sarcastic language is vital in conveying your sincerity. Furthermore, by maintaining a professional tone, you’ll demonstrate that you respect and value the customer’s feelings.

Evaluate your letter for clarity and conciseness . Brief paragraphs and clear wording prevent any miscommunication and make your letter easily digestible for the reader. Get straight to the point without excessive fluff, but don’t forget to express your empathy and understanding clearly.

Consider the visual formatting of your letter as well. Utilizing bullet points, bold text, or italics can help emphasize important points and make for a more appealing read. Just remember to use these features sparingly, so they don’t detract from your message.

Finally, perform a final check on all the elements mentioned above. Ensure all pertinent issues are addressed, and that your letter is professional, concise, and customer-focused.

In summary, by taking the time to review and edit your apology letter thoroughly, you can craft a compelling message that resonates with the customer and effectively restores their trust in your business.

  • Short Apology Letter:
  • Detailed Apology Letter:

Now, here’s a complete sample of an apology letter to a customer:

Please note that this is a sample letter and should be adjusted to fit your personal situation and the specifics of the customer’s experience. It’s important to acknowledge the issue, take responsibility, and detail what steps are being taken to correct the problem. A sincere apology can help maintain the customer relationship and demonstrate your company’s commitment to customer service.

Crafting the perfect apology letter to a customer can seem like a daunting task. However, when you follow the tips and guidelines shared in this article, you’ll be well-equipped to navigate through this process.

A key part of any apology letter is personalization. Remember to address your customer by name, sincerely express regret for the inconvenience caused, and acknowledge the issue at hand. This will demonstrate that you value their time and feedback, while also showing that their concerns matter to your business.

Your letter should remain concise and focused. Avoid overly complicated language and minimize filler content. Stick to the major points, being the:

  • Reason for the apology
  • Acknowledgment of the customer’s concerns
  • Promise of a resolution or improvement
  • Reassurance of continued commitment to customer satisfaction

To drive home your resolution-focused approach, don’t shy away from offering compensation, when appropriate. This can come in the form of:

  • Monetary reimbursements
  • Gift cards or vouchers
  • Discounts on future purchases
  • Free product or service upgrades

Lastly, maintain a professional tone throughout the letter, but inject warmth and empathy. Customers appreciate honesty and understanding, so openly expressing remorse and taking responsibility can go a long way in rebuilding trust. Make sure that you:

  • Thank the customer for their loyalty
  • Encourage them to communicate further if they have any additional concerns
  • Assure them of your continued teamwork to improve their experience

By implementing these practices, you’ll be well on your way to creating an effective apology letter that can help mend and strengthen the relationship with your customer. And as a result, your business will continue to grow and retain happy customers for years to come.

Related Posts

Apology letters to girlfriend for cheating: crafting an impactful message, apology letters to girlfriend for lying: how to make things right, apology letters to mom for fighting: a guide to reconciliation, apology letters to parents for lying: crafting sincere apologies, apology letters for a gemini man: crafting the perfect message, apology letters to friends asking for forgiveness: how to show sincere remorse, apology letters to customer for late delivery: crafting the perfect message, apology letters to teachers for behavior: crafting a heartfelt message, personal misunderstanding apology letters: crafting your message with finesse, personal mistake apology letters: crafting the perfect message, how to write an apology letter to your girlfriend: effective tips for communication, how to write an apology letter to the police: the essential guide, how to write an apology letter to a narcissist: a step-by-step guide, how to apologize to someone you hurt deeply in letter: comprehensive guide, how to write an apology letter to your boss: essential tips and format, how to apologize for cheating and lying letter: crafting a sincere message, how do i write an apology letter to my daughter effective strategies revealed, different types of apology letters: navigating personal, professional, and formal situations, how to write an apology letter to a family member: effective tips and techniques, apology letters for missing deadlines or meetings: crafting the perfect message.

  • Share full article

Advertisement

Subscriber-only Newsletter

How to Apologize Like You Mean It

Here are six steps for making amends, according to experts.

photo illustration of five flower pots side by side; the stem starts at the left one and grows toward the far right pot; in the far right pot there are two pink band aids which look like a flower

By Jancee Dunn

Most of us can remember receiving an unsatisfying apology. A friend of mine recently got a text message after a Bumble date stood her up: “Sry,” it read. (“He didn’t even spell out the whole word,” she told me.)

When my kid was in preschool, an email arrived in my inbox. “Sorry your daughter was bitten,” it said. (The sender’s child had done the biting.)

Why is it so hard to apologize? Why do so many of us get it wrong? Saying you’re sorry involves vulnerability, said Lisa Leopold, a researcher who studies apologies.

“We also have to admit our own wrongdoing, our own failings,” she added, “and that requires tremendous humility.”

But it’s worth making the effort, Leopold said. A meta-analysis of 175 studies found that apologies did, indeed, influence forgiveness. Other research suggests that apologies can benefit the giver as well as the receiver by reducing guilt, fostering self-compassion and strengthening relationships .

But not all apologies are equal. For a show of remorse to be truly effective, it should be focused on the other person’s feelings and needs, not your own, said Karina Schumann, an associate professor of social psychology and head of the Conflict Resolution Lab at the University of Pittsburgh who researches the topic .

The ingredients of a successful apology can vary, but here are ones that many experts agree on.

Express regret.

Do not say “I want to apologize,” or “I would like to apologize,” Leopold said. “A lot of people use that language,” she explained, but expressing a desire isn’t as effective as apologizing. Instead, simply say “I apologize,” or “I’m sorry,” she said.

Using an “I” statement strengthens your apology by taking responsibility, Leopold said. “I’m sorry for my outburst this morning,” for example, is more effective than saying “that shouldn’t have happened.”

Explain — but keep it brief.

Being specific about what you’ve done can make the other person feel understood, said Beth Polin, an associate professor of management at Eastern Kentucky University, who studies apologies. But, she added, you should keep it sincere and short.

Skip justifications and excuses, she said, because an apology “should not be to make us feel better or defend our actions.”

And while you are explaining, Leopold said, avoid conditional words like “but,” which can weaken the apology (“I apologize for the delay, but I had multiple deadlines to meet”).

“If” is another conditional that helps us dodge responsibility. “‘I apologize if I offended anybody’ implies that there may have been no victims and hence, no transgression,” Leopold said.

Acknowledge any harm you’ve caused.

Dr. Polin has found in her research that taking ownership is one of the most vital components of an apology. “We really do care about someone admitting their wrongdoing,” she said.

And while it’s tempting to say that you didn’t mean any harm, Leopold suggested keeping your intentions to yourself. “People don’t want to hear these justifications,” she said, “because it weakens the responsibility.”

Instead, convey exactly how your actions have affected or hurt the other person. “This feeling of being understood is another critical factor in forgiveness,” Dr. Schumann said.

Say you’ll try not to do it again.

Reassure the person that you’ll do your best not to repeat the offense, Dr. Polin said, adding that this “builds back trust and confidence.”

But this step is often left out of apologies, she explained. “People hope to not repeat an offense, but it can be difficult to put themselves on the line and make such a promise,” she said.

It’s critical, though, Dr. Polin said. “When you explicitly say that you will try not to do something again, this looks to the future rather than the past, and also reduces that nagging doubt,” she said.

Offer to repair.

Pairing an apology with a vow to correct the wrongdoing is more likely to lead to forgiveness than the statement alone, Leopold said.

Be specific about how you’re going to make it up to the person, Dr. Polin said, adding that you can ask them for suggestions.

Don’t just tell yourself that the damage is done, she added. Maybe you can’t repay in kind, she said, but there is almost always something that you can do.

Ask for forgiveness (but let go of expectations).

The final step, said Dr. Polin, is a gentle request for forgiveness. She recommended asking a collaborative question like, “How can we get back to where we were before this happened?”

“That invites the other person into that trust-repair process,” she said.

You can say something like “I hope you’ll forgive me,” but it’s important that you don’t pressure someone to do so, said Dr. Schumann. “Give them time and space to forgive,” she said.

And let them know that you desire their forgiveness not because you want to wriggle off the hook, she added, but “because of how much you care about them.”

Readers share everyday gestures that say “I love you.”

Catherine Pearson asked New York Times readers to share the small ways they show affection to their loved ones — and received over 1,300 responses. Here are 100 of the most memorable, from giving your partner the last bite of your dessert to wiping their eyeglasses.

Read the article: 100 Small Acts Of Love

What can you do to protect your tooth enamel?

Weak enamel can make your teeth sensitive to heat or cold, and more susceptible to cavities. But there are steps you can take to prevent erosion and strengthen your teeth.

Read the article: How to Keep Your Teeth Strong

The Week in Well

Here are some stories you don’t want to miss:

Carolyn Todd shares 6 self-help books that therapists read themselves .

Dani Blum explains how sleep deprivation affects your memory .

How much Advil is too much? Melinda Wenner Moyer has answers .

Talya Minsberg explores evidence that exercise can help prevent prostate cancer .

Sleep Week starts on Friday at Wirecutter! They’ve tested everything from mattresses to sheets to sleep-tracking apps.

Let’s keep the conversation going. Follow Well on Instagram , or write to us at [email protected] . And check out last week’s newsletter about the joys of hanging out as adults .

Jancee Dunn , who writes the weekly Well newsletter for The Times, has covered health and science for more than 20 years. More about Jancee Dunn

I teach journaling workshops to help people process tough emotions and communicate better. Try these prompts to get started.

  • Journaling is an amazing skill that can help you process your emotions.
  • Through journaling, you can also learn how to better express how you feel.
  • I have taught people how to journal effectively in workshops for years. Here are my tips. 

Insider Today

"What are you feeling right now?"

I asked this of attendees as I scanned the room at the first journaling workshop I taught in New York City in 2019. I, for one, was feeling nervous. I was nervous for a few reasons; I was wondering if people would want to share from their worksheets and if I'd succeeded in creating a space where people felt safe sharing.

Then, the first person spoke up. And then the second. Soon, a room full of people who'd never met opened up to one another, sharing what they'd written from a series of reflective prompts. Talking about feeling unseen, lacking stimulation at work , and needing a break from the world that raced outside.

People told me that learning to journal helped them better express their feelings

One participant from that day later told me how encouraging them to share "led to a passionate and honest conversation between a bunch of strangers that left us all feeling inspired and renewed." Similar expressive experiences continued at each workshop.

Then the pandemic came. I changed my format as my workshops turned virtual, and I felt nervous again, wondering if people would still be willing to journal and share with strangers through a screen. And again, I was met with people — now from all over the world — being openly vulnerable , unabashedly vocal about their fears, their worries, their dreams.

I realized that in a world where we continue to answer with "fine" and "good" when someone asks, "How are you?" we crave not only a space where we can answer that question honestly but also the space to figure out what that answer is.

And I've found that journaling can provide that space — on a page.

How you can journal to get more in touch with — and better express — how you feel

Journaling offers a pathway for making sense of what feels messy in our minds and gives us the words to express it clearly. (Or at least, clearer.) Along the way, I've harnessed some of my favorite methods to make figuring out your feelings a little easier.

The first step is processing how you feel

Make a list. Take a blank sheet of paper, set a timer for 2-3 minutes, and jot down every emotion you feel. Write the big ones and even the tiny nudges on paper to take note of your immense capacity for feeling and how you are so much more than just one (even if one feels heavier than the others). If you're having trouble getting started, try this prompt: What is every emotion you've felt since you woke up today?

Go back in time. Sometimes, the best way of understanding how you feel right now is to understand how you felt in the past. Going back in time to write to a previous version of yourself can be highly cathartic and enlightening, giving you the insights you need to move forward.

Research also backs this up, showing that noticing personal growth and gaining a new perspective can be helpful for mental health. To get yourself thinking, try this prompt: Write a letter to yourself one year ago today. What do you wish you could've told yourself then?

Externalize your emotions. Personifying your feelings could be highly effective in helping you understand and empathize with them. An author and journaling mentor I admire, Amber Rae, put it well when she explained to Bullet Journal in an interview how she builds characters around her challenging emotions and then writes with them to understand their unmet needs and deepest fears. Try this prompt: Pick an emotion and write a letter to them as if they were a real person. Give them a name, and tell them how they make you feel.

Then, try to figure out how you want to express it

Get it out in a letter. Letter writing is consistently one of my go-to methods, especially when handwritten. New research shows how writing by hand can help brain connectivity and improve memory. It's also a great way to express your feelings, strengthen bonds, and put feelings on paper that might be hard to say verbally.

From apology letters to thank you letters, there are many options to practice expressing yourself to people in your life while making sense of what they mean to you. To get started, try this prompt: Think of someone you want to reconnect with. Write them a letter looking back on a favorite memory together and then invite them to make a new memory.

Write love notes. Leaving yourself love notes can be a small, sweet way to help you feel grounded again. You could journal a powerful affirmation, a kind reminder, or even one word you want to embody. You could write it on a notecard, a mirror, a whiteboard, etc. But my favorite is this prompt: Write yourself an encouraging note in your email and then schedule it for weeks away to get a pleasant surprise in your inbox.

Free-write and release. Catch yourself in the heat of a feeling? Pause before sending that text, that email, or making that phone call (or several). Write down what you want to tell the receiver. Get it all out. Sit with it. (Maybe even sleep on it.) Then, toss it and craft a fresh response with more clarity (and less intensity).

A final tip? If you ever get stuck (it happens), ask yourself, "Why am I having trouble with this specific prompt? " See what comes up when you dig into the question.

And above all else, be kind to what you find on the page.

apology letter how to write

Watch: A psychologist reveals how to get rid of negative thoughts

apology letter how to write

  • Main content
  • New Terms of Use
  • New Privacy Policy
  • Your Privacy Choices
  • Closed Caption Policy
  • Accessibility Statement

This material may not be published, broadcast, rewritten, or redistributed. ©2024 FOX News Network, LLC. All rights reserved. Quotes displayed in real-time or delayed by at least 15 minutes. Market data provided by Factset . Powered and implemented by FactSet Digital Solutions . Legal Statement . Mutual Fund and ETF data provided by Refinitiv Lipper .

Florida man allegedly carjacks grandmother, pens four-page apology letter: police

The florida man wrote a four-page letter apology for carjacking his grandmother's car.

Sarah Rumpf-Whitten

Florida woman says she wants ‘electric chair’ upon arrest for theft near school, authorities say

The suspect threw children’s playsets and tipped over other items at a local playground, and tried hiding in a tube slide from deputies, authorities said.

A Florida man is accused of carjacking his 77-year-old grandmother – and then penning a four-page letter apologizing for the incident. 

Alan Aspinwall was arrested and charged with unarmed carjacking, domestic battery on a person 65 years of age or older, and theft from a person 65 years of age or older.

According to an affidavit, obtained by FOX 35 , Aspinwall allegedly carjacked his grandmother on Feb. 6

The Lake County Sheriff's Office said that at 10:15 p.m. authorities responded to a home in Leesburg, Florida after reports of battery and theft.

FLORIDA MAN WANTED AFTER ALLEGEDLY USING SAMURAI SWORD TO STAB FRIEND OVER XBOX CONSOLE

Florida man

A Florida man is accused of carjacking his 77-year-old grandmother – and then writing her a four-page letter apologizing for the incident. (FOX 35)

When they arrived, Aspinawall's grandmother said that her grandson asked her to unlock her car, so he could grab something from the trunk. 

When she walked outside to make sure the car was unlocked, Aspinwall allegedly ripped the keys from her hands and pushed her to the ground in the driveway.

After he stole the keys, he got in his grandmother's car, and fled the scene, the affidavit said. 

Deputies said that the 77-year-old woman had injuries consistent with her statement, including a small cut on her finger, a laceration on the top of her hand, and another on her forearm. 

Police took Aspinwall into custody later that day, and he denied having any involvement in the theft of his grandmother's car , the affidavit said. 

"The defendant stated multiple times that he felt remorseful for what happened but would not provide any information regarding the incident itself. The defendant continued to deny involvement; however, the defendant wrote a four-page ‘apology letter’ to the victim," the affidavit obtained by the local station said.

FLORIDA MAN ARRESTED AFTER CAUSING SCENE OVER HANDICAP PARKING SPACE, CALLS 911 ON RESPONDING OFFICERS

In a four-page letter, Aspinawalls thanked his grandmother for "always forgiving him."

"Dear Grandma: First and foremost you are the most beloved person in the whole world coming from me and everyone else. I want to apologize for not being the young man you raised. … You are my everything. … I'm truly sorry for the negative events that's been going on in my life, my mind has been so in the gutter. … Thank you for always forgiving me even if I'm wrong," the letter said, in part.

Aspinwall said that when he comes home from prison, he promises he "will be the great example of a loving father and loving grandson." 

"Tell (my son) that his daddy was wrong. Tell him to always respect his grandma," Aspinwall wrote. 

police car lights

The Lake County Sheriff's Office said that Aspinwall was already wanted for an exposure charge. (iStock)

Aspinwall also said he was sending his car key to his grandma and asked her to ensure she locked his car.

CLICK HERE TO GET THE FOX NEWS APP

The sheriff's office said that Aspinwall was already wanted for an exposure charge. He now added a carjacking charge and theft and battery on a person over 65. 

His grandma said she thinks his addiction problems led to this situation.

Sarah Rumpf-Whitten is a breaking news writer for Fox News Digital and Fox Business. 

She is a native of Massachusetts and is based in Orlando, Florida.

Story tips and ideas can be sent to [email protected] and on X: @s_rumpfwhitten .

Antisemitism Exposed

Fox News' "Antisemitism Exposed" newsletter brings you stories on the rising anti-Jewish prejudice across the U.S. and the world.

You've successfully subscribed to this newsletter!

apology letter how to write

iPhone Battery and Performance

Understand iPhone performance and its relation to your battery.

Your iPhone is designed to be simple and easy to use. This is only possible through a combination of advanced technologies and sophisticated engineering. One important technology area is battery and performance. Batteries are a complex technology, and a number of variables contribute to battery performance and related iPhone performance. All rechargeable batteries are consumables and have a limited lifespan — eventually their capacity and performance decline such that they need to be replaced. Learn more about iPhone batteries and how battery aging can affect iPhone performance.

About lithium-ion batteries

iPhone batteries use lithium-ion technology. Compared with older generations of battery technology, lithium-ion batteries charge faster, last longer, and have a higher power density for more battery life in a lighter package. Rechargeable lithium-ion technology currently provides the best technology for your device. Learn more about lithium-ion batteries .

How to maximize battery performance

“Battery life” is the amount of time a device runs before it needs to be recharged. “Battery lifespan” is the amount of time a battery lasts until it needs to be replaced. One factor affecting battery life and lifespan is the mix of things you do with your device. No matter how you use your device, there are ways to help. A battery’s lifespan is related to its “chemical age,” which is more than just the passage of time. It includes different factors, such as the number of charge cycles and how it was cared for. Follow these tips to maximize battery performance and help extend battery lifespan. For example, keep iPhone half charged when it’s stored for the long term. Also avoid charging or leaving iPhone in hot environments, including direct sun exposure, for extended periods of time.

When batteries chemically age

All rechargeable batteries are consumable components that become less effective as they chemically age.

As lithium-ion batteries chemically age, the amount of charge they can hold diminishes, resulting in shorter amounts of time before a device needs to be recharged. This can be referred to as the battery’s maximum capacity — the measure of battery capacity relative to when it was new. In addition, a battery’s ability to deliver maximum instantaneous performance, or “peak power,” might decrease. For a phone to function properly, the electronics must be able to draw upon instantaneous power from the battery. One attribute that affects this instantaneous power delivery is the battery’s impedance. A battery with a high impedance might be unable to provide sufficient power to the system that needs it. A battery's impedance can increase if a battery has a higher chemical age. A battery’s impedance will temporarily increase at a low state of charge and in a cold temperature environment. When coupled with a higher chemical age, the impedance increase will be more significant. These are characteristics of battery chemistry that are common to all lithium-ion batteries in the industry.

When power is pulled from a battery with a higher level of impedance, the battery’s voltage will drop to a greater degree. Electronic components require a minimum voltage to properly operate. This includes the device’s internal storage, power circuits, and the battery itself. The power management system determines the capability of the battery to supply this power and manages the loads to maintain operations. When the operations can no longer be supported with the full capabilities of the power management system, the system will perform a shutdown to preserve these electronic components. While this shutdown is intentional from the device perspective, it might be unexpected by the user.

Preventing unexpected shutdowns

You're more likely to experience unexpected shutdowns when your battery has a low state of charge, a higher chemical age, or when you're in colder temperatures. In extreme cases, shutdowns can occur more frequently, making the device unreliable or unusable. For iPhone 6, iPhone 6 Plus, iPhone 6s, iPhone 6s Plus, iPhone SE (1st generation), iPhone 7, and iPhone 7 Plus, iOS dynamically manages performance peaks to prevent the device from unexpectedly shutting down, so you can still use your iPhone. This performance management feature is specific to iPhone and doesn't apply to any other Apple products. Starting with iOS 12.1, iPhone 8, iPhone 8 Plus, and iPhone X include this feature; iPhone XS, iPhone XS Max, and iPhone XR include this feature starting with iOS 13.1. Learn about performance management on iPhone 11 and later .

iPhone performance management works by looking at a combination of the device temperature, battery state of charge, and battery impedance. Only if these variables require it, iOS will dynamically manage the maximum performance of some system components, such as the CPU and GPU, in order to prevent unexpected shutdowns. As a result, the device workloads will self-balance, allowing a smoother distribution of system tasks, rather than larger, quick spikes of performance all at once. In some cases, you might not notice any differences in device performance. The level of perceived change depends on how much performance management is required for your device.

In cases that require more extreme performance management, you might notice effects such as:

Longer app launch times

Lower frame rates while scrolling

Backlight dimming (which can be overridden in Control Center)

Lower speaker volume by up to -3dB

Gradual frame rate reductions in some apps

During the most extreme cases, the camera flash will be disabled as visible in the camera UI

Apps refreshing in background might require reloading upon launch

Many key areas aren't affected by this performance management feature. Some of these include:

Cellular call quality and networking throughput performance

Captured photo and video quality

GPS performance

Location accuracy

Sensors like gyroscope, accelerometer, barometer

For a low battery state of charge and colder temperatures, performance-management changes are temporary. If a device battery has chemically aged far enough, performance-management changes might be more lasting. This is because all rechargeable batteries are consumables and have a limited lifespan, eventually needing to be replaced. If you are impacted by this and would like to improve your device performance, replacing your device battery can help.

For iOS 11.3 and later

iOS 11.3 and later improve performance management by periodically assessing the level of performance management necessary to avoid unexpected shutdowns. If the battery health is able to support the observed peak power requirements, the amount of performance management will be lowered. If an unexpected shutdown occurs again, performance management will increase. This assessment is ongoing, allowing more adaptive performance management.

iPhone 8 and later use an advanced hardware and software design that provides a more accurate estimation of both power needs and the battery’s power capability to maximize overall system performance. This allows iOS to anticipate and avoid an unexpected shutdown more precisely. As a result, the effects of performance management might be less noticeable on iPhone 8 and later. Over time, the rechargeable batteries in all iPhone models will diminish in their capacity and peak performance and will eventually need to be replaced.

image alt text

Battery Health

For iPhone 6 and later, iOS 11.3 and later add new features to show battery health and recommend if you need to replace the battery. You can find these in Settings > Battery > Battery Health (with iOS 16.1 or later, find these in Settings > Battery > Battery Health & Charging).

Additionally, you can see if the performance-management feature, which dynamically manages maximum performance to prevent unexpected shutdowns, is on, and you can choose to turn it off. This feature is enabled only after an unexpected shutdown first occurs on a device with a battery that has diminished ability to deliver maximum instantaneous power. This feature applies to iPhone 6, iPhone 6 Plus, iPhone 6s, iPhone 6s Plus, iPhone SE (1st generation), iPhone 7, and iPhone 7 Plus. Starting with iOS 12.1, iPhone 8, iPhone 8 Plus, and iPhone X include this feature; iPhone XS, iPhone XS Max, and iPhone XR include this feature starting with iOS 13.1. Learn about performance management on iPhone 11 and later . The effects of performance management on these newer models might be less noticeable due to their more advanced hardware and software design.

Devices updating from iOS 11.2.6 or earlier will initially have performance management disabled; it will be reenabled if the device subsequently experiences an unexpected shutdown.

All iPhone models include fundamental performance management to ensure that the battery and overall system operates as designed and internal components are protected. This includes behavior in hot or cold temperatures, as well as internal voltage management. This type of performance management is required for safety and expected function, and cannot be turned off.

image alt text

Your battery's maximum capacity

The Battery Health screen includes information on maximum battery capacity and peak performance capability.

Maximum battery capacity measures the device battery capacity relative to when it was new. A battery will have lower capacity as the battery chemically ages, which might result in fewer hours of usage between charges. Depending upon the length of time between when the iPhone was made and when it's activated, your battery capacity might show as slightly less than 100 percent.

Batteries of iPhone 14 models and earlier are designed to retain 80 percent of their original capacity at 500 complete charge cycles under ideal conditions.* Batteries of iPhone 15 models are designed to retain 80 percent of their original capacity at 1000 complete charge cycles under ideal conditions.* With all models, the exact capacity percentage depends on how the devices are regularly used and charged. The one-year warranty includes service coverage for a defective battery in addition to rights provided under local consumer laws. If it is out of warranty, Apple offers battery service for a charge. Learn more about charge cycles.

As your battery health degrades, so can its ability to deliver peak performance. The Battery Health screen includes a section for Peak Performance Capability where the following messages might appear.

Performance is normal

When the battery condition can support normal peak performance and does not have the performance management features applied, you'll see this message:

Your battery is currently supporting normal peak performance.

image alt text

Performance management applied

When the performance management features have been applied, you'll see this message:

This iPhone has experienced an unexpected shutdown because the battery was unable to deliver the necessary peak power. Performance management has been applied to help prevent this from happening again. Disable…

Note that if you disable performance management, you can’t turn it back on. It will be turned on again automatically if an unexpected shutdown occurs. The option to disable will also be available.

image alt text

Battery health unknown

If iOS is unable to determine the device battery health, you'll see this message:

This iPhone is unable to determine battery health. An Apple Authorized Service Provider can service the battery. More about service options…

This might be due to having an improperly installed battery or an unknown battery part.

image alt text

Performance management turned off

If you disable the applied performance-management feature, you'll see this message:

This iPhone has experienced an unexpected shutdown because the battery was unable to deliver the necessary peak power. You have manually disabled performance management protections.

If the device experiences another unexpected shutdown, the performance-management features will be reapplied. The option to disable will also be available.

image alt text

Battery health degraded

If battery health has degraded significantly, the below message will also appear:

Your battery’s health is significantly degraded. An Apple Authorized Service Provider can replace the battery to restore full performance and capacity. More about service options…

This message doesn't indicate a safety issue. You can still use your battery. However, you might experience more noticeable battery and performance issues. A new replacement battery will improve your experience. More about service options .

image alt text

Important Battery Message

If you see the message below, it means the battery in your iPhone is unable to be verified. This message applies to iPhone XS, iPhone XS Max, iPhone XR, and later.

Unable to verify this iPhone has a genuine Apple battery. Health information not available for this battery. Learn more...

Reported battery health information isn't available. To have your battery checked, contact an Apple Authorized Service Provider. More about service options .

Learn more about this message as it appears on iPhone 11 and iPhone 11 Pro and later .

Getting further assistance

If your device performance has been affected by an aged battery and you would like to get help with a battery replacement, contact Apple Support for service options.

Learn more about battery service and recycling .

Recalibration of battery health reporting on iPhone 11, iPhone 11 Pro, and iPhone 11 Pro Max

iOS 14.5 and later include an update to address inaccurate estimates of battery health reporting for some users. The battery health reporting system will recalibrate maximum battery capacity and peak performance capability on iPhone 11, iPhone 11 Pro, and iPhone 11 Pro Max.

Learn more about recalibration of battery health reporting in iOS 14.5 .

* When you use your iPhone, its battery goes through charge cycles. You complete one charge cycle when you’ve used an amount that represents 100 percent of your battery’s capacity. A complete charge cycle is normalized between 80 percent and 100 percent of original capacity to account for expected diminishing battery capacity over time.

apology letter how to write

  • The Star ePaper
  • Subscriptions
  • Manage Profile
  • Change Password
  • Manage Logins
  • Manage Subscription
  • Transaction History
  • Manage Billing Info
  • Manage For You
  • Manage Bookmarks
  • Package & Pricing

Malaysian tourists wave national flag at Taj Mahal and told to write apology letter, says report

Friday, 16 Feb 2024

NEW DELHI: The incident took place on Thursday morning at about 8 am. About six Malaysian women tourists accompanied by an Indian entered Taj. Later, a video went viral in which these women were seen holding their national flag on the pathway near the central tank, reports Hindustan Times.

In violation of norms, later, on being questioned, the six Malaysian women expressed ignorance about restrictions on such things at Taj and were allowed to go after submitting a written apology.

There is a restriction on promotional, commercial and canvassing activities on Taj Mahal premises. And waving your country's flag is among the activities that is not allowed.

"About six Malaysian women tourists accompanied by an Indian entered Taj. Later, a video went viral in which these women were seen holding their national flag on the pathway near the central tank,” said Prince Vajpayee, senior conservation assistant, Archaeological Survey of India, according to the report that appeared in Hindustan Times.

“They got themselves photographed while holding the flag. On being questioned, they said they did not know about restrictions on canvassing or promotional activities at Taj Mahal,” he said .

“They tendered a written apology and were allowed to go. The Indian accompanying them also expressed ignorance about the norms at Taj,” said Vajpayee.

Such incidents take place off and on and those indulging in such activities express ignorance and apologise. Although mobile is allowed now, tourists cannot carry other items. However, such material often skips frisking at Taj Mahal gates.

The popularity of Taj Mahal often lures the visitors to canvas or promote things with Taj in the background. So, there is a restriction on promotional, commercial and canvassing activities on Taj Mahal premises.

Stringent checking and frisking take place at both eastern and western gates of Taj Mahal and staff from Central Industrial Security Force (CISF) takes care of internal security . Bags are checked when tourist cross DFMD (Door Framed Metal Detector) near entry gates .

Tags / Keywords: India , Taj Mahal , Malaysian , Apology , Breaking Rules

Found a mistake in this article?

Report it to us.

Thank you for your report!

SPOTLIGHT ON THE MALAY SULTANATE INSTITUTION

Next in aseanplus news.

apology letter how to write

Trending in AseanPlus

Air pollutant index, highest api readings, select state and location to view the latest api reading.

  • Select Location

Source: Department of Environment, Malaysia

Others Also Read

Best viewed on Chrome browsers.

apology letter how to write

We would love to keep you posted on the latest promotion. Kindly fill the form below

Thank you for downloading.

We hope you enjoy this feature!

IMAGES

  1. 48 Useful Apology Letter Templates (& Sorry Letter Samples)

    apology letter how to write

  2. 50 Apology Letter Sample

    apology letter how to write

  3. Apology Letter Samples

    apology letter how to write

  4. 48 Useful Apology Letter Templates (& Sorry Letter Samples)

    apology letter how to write

  5. Sample Formal Apology Letter

    apology letter how to write

  6. Apology Letter Template for Mistake

    apology letter how to write

VIDEO

  1. How to write an apology letter to a Physics teacher?

  2. Write an apology letter to teacher for talking in Class

  3. make an apology letter with me for that special person #zach #edit #imaginary #hah

  4. A Response Letter in Arabic to an Invitation: Formal vs. Casual Way to Write

  5. Rejoining Request Letter After You Have Been Sacked after a Mistake |Apology Letter

  6. "Apology Letter For Late Arrival" || PLS Education || Essay Writing

COMMENTS

  1. How To Write an Apology Letter in 5 Steps (With Examples)

    1. Acknowledge your mistake The first step in writing an apology letter is informing your reader what the letter is about. Your first sentence should explain what you have done wrong and acknowledge the consequences that your mistake has had.

  2. How to Write an Apology Letter

    At the beginning of your apology letter, write "I'm sorry for . . ." or "I apologize for . . ." followed by what you're specifically remorseful about. Expressing remorse upfront shows humility and awareness about how you've affected the other person.

  3. How to Write a Thoughtful Apology Letter (Inspiring Examples)

    These elements include: Step 1. Acknowledging Your Mistake When addressing a mistake, it's important to be upfront and take responsibility for your actions. Clearly describe the wrongdoing and try not to make excuses, as this demonstrates your sincerity.

  4. How to Write the Perfect Apology Letter

    How Do You Write a Personal Apology Letter? What Is an Apology Letter? At its most basic, an apology letter is a letter which says sorry. But it's not that simple. Often saying sorry is not enough. Sorry is not a catch-all phrase for any mistake.

  5. How to Write an Apology Letter (With Sincere Examples)

    1. Express Remorse Since a sincere apology letter comes straight out with it, you can literally begin with "I'm sorry …" or "I apologize for … ," then specify exactly what the apology is for. If you're not feeling truly sorry for your actions, then this entire exercise is in vain. It will reek of insincerity.

  6. How to Write an Apology Letter

    To write an apology letter, you'll need to address your error early in the letter, acknowledge the other party's hurt feelings, and accept full responsibility for your part in the matter. In many cases, you'll also need to offer a solution that will fix any underlying issues related to the original problem.

  7. Writing an Apology Letter: 15 Sample Letters & Examples

    When writing an apology letter, it is essential to make sure that you take full responsibility and express your regret with concise honesty. Show empathy towards the recipient's experience, which can help them feel heard and understood.

  8. How To Write An Apology Letter

    1. Apologize and Provide a Detailed Account Begin your letter by acknowledging the wrongdoing, apologizing, and offering a detailed account of the incident. It's important that the recipient knows that you clearly understand what went on, and where you went wrong. You can easily do both in the opening of the letter. For example, Dear______________,

  9. How to Write an Apology Letter: Tips, Samples, and Templates

    "I'm sorry for ________." If you really want to apologize for your actions—and not just for how someone is feeling—then this all you need. No ifs, ands, or buts. Describe your role.

  10. How To Write an Apology Letter in Five Easy Steps

    1. Acknowledge the mistake After the greeting, don't waste any time. Directly state that you've realized you've made a mistake. Briefly write what the mistake was and what you're apologizing for, but be careful not to dwell. 2. Take responsibility Once you've acknowledged the mistake, you can explain what happened and take responsibility.

  11. How to Start and End an Apology Letter? (24 Examples)

    Tips for Writing an Apology Letter. Following are some tips for writing an apology letter: Be sincere: It needs to be an honest apology. No backhanded "I'm sorry you feel that way". If you don't honestly feel sorry, don't bother. Be concise: The recipient may be owed a short explanation, but keep it short.

  12. How to Apologize Sincerely and Effectively

    Acknowledge that you were wrong Discuss what is allowed and not allowed in your relationship Express your regret and remorse Learn from your mistakes and find new ways of dealing with difficult situations Open up a line of communication with the other person A sincere apology can also bring relief, particularly if you have guilt over your actions.

  13. How to Write an Apology Letter (With Examples)

    Follow these steps for how to write an apology letter: 1. Admit your mistake. You need to admit your errors clearly when writing a letter apologizing for mistakes. So, ensure your first sentence tells the reader you recognize your mistake and the implication.

  14. How To Write an Apology Letter (With Examples)

    Write a personal apology letter when you're directly accountable for the mistake, to convey your sincerity and empathy. Dear John, I want to apologise sincerely for excluding you from the company happy hour I hosted last week. In neglecting to update my email directory, I accidentally forgot to invite you and several other recent hires.

  15. How To Write an Effective Apology Letter (With Examples)

    1. State the intention of the letter It's good to start by letting the intended persons know the letter is an apology note. This gives them a chance to focus as they try to understand your side of the story. You can write something like: 'Kindly accept this apology letter for my mistake.' Related: Letter Format: Tips and Template 2.

  16. Apology emails

    Writer In our email experience, sorry often is the hardest word to say. But if you've done something wrong, you should always apologize. We're not going to get into the blame game here, but we can show you how to build effective apology emails that are honest, emotional, and effective.

  17. How To Write an Apology Letter To Your Boss (With Example)

    Jamie Birt Updated September 24, 2023 Image description Apologizing can be a valuable skill to have when resolving an error or conflict in the workplace. You may choose to write an apology letter to your supervisor to express your feelings sincerely and explain how you plan to improve your behavior.

  18. 48 Useful Apology Letter Templates (& Sorry Letter Samples)

    Apology Letters 48 Useful Apology Letter Templates (& Sorry Letter Samples) An apology letter is a very useful tool for different purposes. You can use it to state your apology apart from doing so personally. People would write a letter of apology or a formal apology letter to show their sincerity.

  19. How to write a customer apology letter: 25 templates + examples

    A manager's apology for an escalated issue shows ownership of the issue and conveys customer care. It aims to restore confidence in the company's management and demonstrates reliability, personalized support, and accountability. Subject: Let us make it up to you. Dear [Customer's Name], I hope this letter finds you well.

  20. How To Write an Apology Letter (With Templates and Examples)

    Carefully drafting your letter also helps you improve your apology's effectiveness. With a letter, you can address multiple parties at once while still making your apology feel sincere. Related: 18 Good Leadership Qualities for Career Success How to write a letter to apologise Use these steps to ensure a successful apology: 1.

  21. How to Write an Apology Letter to a Customer [Examples]

    How to write an apology letter to a customer There are a couple of points that will make saying sorry to your customer seem like you really mean it—even if you don't. When you start writing your letter, make sure to always begin with some form of apology.

  22. How to Write a Professional Apology Letter?

    Here are the steps to write an apology letter. These are to be followed after mentioning the addresses of both the writer, the recipient, and the salutation. State the intent of the letter- Begin by stating that the letter is to apologize. It is a good practice to let the receiver be informed about what the letter written to them is about.

  23. How to Write an Apology Letter to a Customer: Expert Tips for a Sincere

    1. Address the customer by name. Using your customer's name makes the apology more personal, and demonstrates that you've taken the time to understand their complaint. A simple way to do this is to start your letter with, "Dear [Customer Name],".

  24. How to Apologize Like You Mean It

    Saying you're sorry involves vulnerability, said Lisa Leopold, a researcher who studies apologies. "We also have to admit our own wrongdoing, our own failings," she added, "and that ...

  25. How to Journal to Process Emotions and Communicate Better

    Make a list. Take a blank sheet of paper, set a timer for 2-3 minutes, and jot down every emotion you feel. Write the big ones and even the tiny nudges on paper to take note of your immense ...

  26. Florida man writes apology letter to grandmother after carjacking her

    A Florida man is accused of carjacking his 77-year-old grandmother - and then writing her a four-page letter apologizing for the incident. (FOX 35) When they arrived, Aspinawall's grandmother ...

  27. iPhone Battery and Performance

    iPhone performance management works by looking at a combination of the device temperature, battery state of charge, and battery impedance. Only if these variables require it, iOS will dynamically manage the maximum performance of some system components, such as the CPU and GPU, in order to prevent unexpected shutdowns.

  28. Malaysian tourists wave national flag at Taj Mahal and told to write

    In violation of norms, later, on being questioned, the six Malaysian women expressed ignorance about restrictions on such things at Taj and were allowed to go after submitting a written apology.

  29. Page couldn't load • Instagram

    5,790 likes, 158 comments - jewssaynotogenocide on February 20, 2024: "After the 'Hands Off Rafah' protest on Monday last week, hospital CEOs rushed to make false ...