Apology Letter

 

At some point, everyone makes a mistake and must seek forgiveness from their friends, family or coworkers. Knowing how to apologize effectively and sincerely is an important skill to have in any workplace. In this article, we explain why an apology letter is one of the best ways to format an apology, explain how to write one and look at examples of effective apology letters.

What is an apology letter?

An apology letter is a physical document or email that acknowledges a mistake, expresses regret and asks for the letter recipient’s forgiveness or patience. Apology letters are important in the workplace because they create a physical or digital record of your admitting to and attempting to rectify a mistake or failure. Employees who can recognize when they are wrong and who make an effort to fix their mistakes are valuable additions to any professional team.

Writing an effective apology letter can be challenging but is also an incredibly significant skill. If you can humbly acknowledge your shortcomings and make amends for your mistakes, you are likely to be an effective employee and an asset to your workplace.

How to write an apology letter?

When the time comes to write an apology letter, you may find yourself at a loss as to how to start, what to say and how much to write. Here are some simple steps you can follow to help you write an effective apology letter:

Step 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. For example, your letter might begin:

“Jackie, I need to tell you that I was the one responsible for sending you the wrong flight information for your most recent business trip. I realize that my mistake made you miss your flight and caused you unnecessary stress.”

Owning up to your mistake from the very beginning of your letter will help you seem sincere and humble. It will also ensure that your recipient hears about your mistake from you instead of through office gossip. Confronting your mistake and reaching out to the affected party directly will help you resolve the issue as quickly as possible.

Step 2. Apologize sincerely

The next step in writing your letter is to apologize. A sincere apology will involve saying “I am sorry” without any excuses or caveats. In many cases, a genuine apology that does not attempt to shift blame to anyone else is sufficient in earning your recipient’s forgiveness. Part of apologizing sincerely is expressing your regret for the consequences you caused.

Step 3. Share your plan to fix the problem

In addition to expressing your regret, you will also need to find a way to improve the situation. Assuring your recipient that you will do everything you can to make the matter right is a good place to start, but it will be even better if you can share the specific steps you will take to do so. Having this kind of plan shows your recipient that you recognize you owe them in some way and that you have put serious thought into how you can make the situation better.

Step 4. Ask for forgiveness

Your letter should conclude with a specific attempt at making things right between you and your recipient. In most cases, this should involve a direct request for forgiveness. Asking for forgiveness shows that you realize the matter is not truly resolved until your relationship with the recipient is mended. It also invites the recipient to contribute to resolving the issue and finding closure.

Step 5. Deliver the letter

Depending on the situation and your relationship with the recipient, you might choose to either email your letter, send it by post or deliver it in person. If your mistake was an accident and if you and your recipient are equals in the workplace, a simple email would probably suffice. However, if your mistake was a result of poor judgment and if it affected your supervisor, manager or your entire team, it would likely be better to print the letter out and deliver it to a superior’s office in person. Regardless of the particular situation, the most important things to focus on are sincerity, humility and honesty.

Tips for writing apology letters

Be sincere
The most important thing to communicate in an apology letter is genuine emotion. If your letter is too stiff or impersonal, your reader is not likely to appreciate the gesture. Try to imagine how the other person is feeling and respond appropriately. It may also help to read your letter out loud before sending it to make sure it sounds natural.

Be concise
Frequently, individuals find it hard to stop apologizing once they have started. Try to limit your word count and pack as much meaning as you can into just one or two paragraphs. If your letter is genuine, it should not take more than a few sentences to communicate your message effectively.

Be selfless
One of the primary temptations when penning an apology letter is to try to deflect blame onto others. It is important to take full responsibility for your actions, even if it damages your reputation or hurts your pride. Focus on the consequences of your actions and how you contributed to the problem. Additionally, be willing to make whatever personal sacrifices are necessary to make things right with your reader.

Apology letter examples