How to Write a Apology Letter – Format & Samples
In the world of work, the most effective and professional way to apologise to a colleague, client or supervisor is to send an official apology letter. Here we will share everything you need to know about official apology letters along with an apology letter format and some samples.
How to Write An Apology Letter
There are many ways you can frame your apology letter however if you are not sure about where to start or how to go with it, you can follow the guidelines below.
1. Apologise
The first thing you are going to want to mention is the reason you are writing the letter and to do that you need to apologise first and foremost. You can start with “I apologise” or “I am sorry” followed by the reason you feel remorse. You need to make it sound as sincere and humble as possible so choose the words you use carefully.
2. Take responsibility for your actions
You need to own your mistake and take the blame fully. Avoid making excuses or blaming others. When the reader sees that you have accepted what you have done and that you are owing to it fully, he will see the sincerity in your writings.
3. Walk them through what happened
When you are recounting the incident (you do not need to retell the entire story but only the part leading up to it) and letting them know how your actions hurt them, you will also get the opportunity to tell why you did what you did, whether intentional or unintentional. But try to avoid pointing fingers unless absolutely necessary.
4. Give them a solution
Tell them that you understand how they may be feeling and that you will do whatever you can to right the wrong or fix the situation. For instance, maybe you stole your teammate’s idea and presented it to the boss. In that case, you can tell your teammate that you would come clean to the boss and tell him that it was actually their idea.
5. Admit you were in the wrong and ask for forgiveness
It’s not always right to admit that you are wrong but sometimes doing so and asking for forgiveness can go a long way in mending relationships (be it between friends, family members or work colleagues).
Apology Letter Format & Samples
You can simply go with the formal letter format as shown below.
Download Sample Apology Letter Format in Word
Download Sample Apology Letter Format in PDF
Sample of Apology Letter To A Customer
Here is a sample apology letter to a customer for your reference.
Download Sample Apology letter to a Customer in Word
Download Sample Apology letter to a Customer in PDF
Sample of Apology Letter to Boss
Here is a sample apology letter to the boss for your reference.
Download Sample Apology Letter to Boss for Mistake PDF
Download Sample Apology Letter to Boss for Mistake Word
Sample of Apology Letter to Coworker
Here is a sample apology letter to coworkers for your reference.
Sample Apology Letter To Coworker
Green Park,
New Delhi
Date: 29/04/2022
To,
Akhil Das
Graphic Designer
Digital Marketing Department
Akal Infosys
Subject: Apology letter
Dear Akhil,
I am truly sorry for taking your social media post ideas for our client XYZ and taking them to Mr Cameron Bose without informing you or asking for your permission. I understand now that it was a selfish and unprofessional move on my part.
I know that there is no excuse for what I did but I just want you to understand that since you were on leave the day the clients came and we didn’t have anything to show them, I suggested your idea as I do believe it was incredibly brilliant. The clients loved them too.
I just want you to know that I have already met with Mr Cameron and told him that it was all your idea and that you should be the one who takes credit for them.
I would like to ask for your forgiveness and assure you that such a thing will never happen again in the future. I know that what I did was inexcusable and I am truly sorry.
Sincerely,
Jordan Hnialum
SEO Executive
Digital Marketing Department
Akal Infosys
Mob: 9876451098
Download Sample Apology letter to colleagues or Coworker for misbehavior
Sample of Apology Letter to Manager
Here is an apology letter to the manager sample and an apology letter to the manager template for your reference.
Sample Apology Letter To Manager
Green Park,
New Delhi
Date: 2904/2022
To,
Akhil Das
Project Manager
ABC Agency
Subject: Apology letter
Dear Akhil.
I want to apologise for mixing up the clients’ files for which you had to face Mrs Pooja Singh and Mr Amos LKR alone. Mislabelling the names of the files and sending them to the wrong clients not only gave a bad name to the company but to you personally as well and for that, I am truly sorry.
I just want you to know that since I am the person to be blamed for this incident because it was solely my fault, I am ready to take full responsibility. I want to make amends for what I did so that you or the team will no longer have to suffer. If there are any remedial steps you would like for me to take, please do let me know at any time.
You have always been such an understanding and motivating manager and mentor to our team and you will always have my respect. I hope that my careless mistake will not ruin our professional relationship as I have so much more to learn from you.
Please forgive me. I assure you that such a mistake or any other will never take place from my end again.
Sincerely,
Jordan Hnialum
SEO Executive
Digital Marketing Department
ABC Agency
Mob: 9876451098
Download Sample Apology Letter To Manager or Boss for Mistake PDF
Sample of Personal Apology Letter to a Friend
When it comes to personal apology letters to your friends or family members, you do not necessarily have to follow the official formal letter format. You can skip adding the person’s designation or company name and simply go with their address. Here is an apology letter to a friend sample and an apology letter to a friend template for your reference.
Sample Apology Letter To A Friend
Green Park,
New Delhi
Date: 2904/2022
To,
Akhil Das
H/n 53, JK Lane
Malviya Nager
New Delhi
Subject: Apology letter
Dear Akhil,
I am truly sorry for how I acted last week at the gathering. When the topic of what happened five years ago came up, I got defensive and took it out on you and for that, I sincerely apologise.
I thought you were trying to confront me but I now understand that you were just trying to set the record straight and help me out in the process. It was a misunderstanding that I wish never happened.
I was borderline rude to you and you do not deserve the treatment I gave you, especially in front of our friends. I know this may be a long shot but I hope you can find it in your heart to forgive me because I really appreciate and cherish our friendship. I promise you that such behaviour on my part will never happen again.
I would like to apologise to you in person so please let me know what time would be best for you so that I will be able to treat you to a nice dinner.
Sincerely,
Jordan Hnialum
Download Sample Apology letter to a friend
Sample of Apology Letter for a Mistake
Here is an apology letter for a mistake and an apology letter for a mistake template for your reference.
Sample Apology Letter For A Mistake
Green Park.
New Delhi
Date: 2904/2022
To,
Akhil Das
Owner
Enchanted Woods Pvt Ltd.
Subject: Apology letter
Respected Sir,
I apologise sincerely for sending the XYZ report to our client Mrs Miriam Tsk and not Mr Amal Ralte. I understand that this grave mistake made by me has led to many inconveniences for the company and our clients.
While I am in no position to defend my action, I just want to let you know that it was partly because I was working on five reports simultaneously that day and as time was of the essence, I was in a rush and accidentally mislabelled the file names.
As this incident was solely on me, I have personally apologised to both Mrs Miniam Tsk and Mr Amal Ralte. I have also provided them with the correct reports.
I would like to ask for your forgiveness and assure you that such a mistake will never happen again in the future. I know that what I did was inexcusable and I am truly sorry.
If there are any further remedial steps you would like for me to take, please do let me know at any time.
Sincerely,
Jordan Hnialum
Team Lead – Digital Marketing Department
Enchanted Woods Pvt Ltd.
Mob: 9876451098
Download Sample apology letter for mistake at work
Sample of Apology Letter For Misbehaviour
Here is an apology letter for misbehaviour and an apology letter for misbehaviour template for your reference.
Sample Apology Letter For Misbehaviour
Green Park,
New Delhi
Date: 2904/2022
To,
Akhil Das
SEO Executive
Digital Marketing Department
ABC Agency
Subject: Apology letter
Dear Akhil,
I am truly sorry for how I acted last week at the office gathering. When the topic of how we missed the deadline last week came up, I got defensive and took it out on you and for that, I sincerely apologise.
I thought you were trying to confront me but I now understand that you were just trying to set the record straight and help me out in the process. It was a misunderstanding that I wish never happened.
I was rude to you and I behaved inappropriately towards you. You do not deserve the treatment I gave you, especially in front of our work colleagues.
Please accept my sincerest apology and I can guarantee you that I will never misbehave in such a way again in the future.
I would like to apologise to you in person so please let me know what time would be best for you so that I will be able to treat you to dinner.
Sincerely,
Jordan Hnialum
SEO Executive
Digital Marketing Department
ABC Agency
Mob: 9876451098
Download Sample Apology letter for Misbehaviour
Frequently Asked Questions on Apology Letter Format
Question 1: What is an apology letter?
Answer: In an apology letter, the sender writes to the recipient to apologise and make amends for the mistake the former may have made to the latter.
Question 2: What is the importance of an apology letter?
Answer: Writing an apology letter is important if you want to mend fences between you and the person you have wronged. Moreover, in the workplace, the letters are recorded as proof that the sender is remorseful and willing to take responsibility for their actions.
Question 3: Asking forgiveness face-to-face or write an apology letter?
Answer: Ideally, saying you are sorry to the person you have offended or wronged beats any other means of apology. However, in the professional world, writing a formal apology letter will prove that you have done your part in trying to fix the situation by apologising and taking responsibility for your actions
Question 4: Do I need to use a formal letter format for an apology?
Answer: This depends on you and your relationship with the person you are apologising to. However, since it is not an official apology letter, you can skip adding the recipient’s work designation and company name and go with their address. Moreover, your language and tone do not necessarily have to be too formal.
Conclusion: As human beings, we are bound to make mistakes but how we react to our wrongdoings goes a long way in defining us as a person, be it in our personal or professional lives. Apologising for our mistakes and trying to make amends are the first two steps to redeeming ourselves. So, we hope this helps you apologise to your friends, colleagues or boss for whatever you may have done.
We will leave you here with our best wishes.
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