How to write an Apology Letter Email to Boss or Customer – Learn about Formal, Professional and Personal Letter of Apology Format & Use Sample Template Given for Example
An apology is a way through which we express regret for a past action or behavior. An apology letter is a written statement of acceptance of fault or mistake and to apologize to someone for the mistakes, wrongdoing, misunderstanding, and Misbehavior done in the past.
The need of writing a letter of apology is to rectify the broken relationships and trust between two people could be anybody such as Friends, employees, boss, clients, customers, wife, boyfriend and girlfriend, etc. Apologizing is considered to be a courageous act hence not easy at all; in fact, it is considered an art and intelligence as well. To say sorry and apologize for the mistakes is not at all easy because of various reasons such as arrogance, behavior, poor service, delay in delivery, etc.
Anyone can write an apology letter to anyone who wishes to say sorry and express his / her regret upon any unpleasant incident/conduct. There are multiple reasons for writing an apology letter or email messages such as misconduct or behavior, noncompliance with rules and regulations, any nonsense activity or conduct on the office premises, excessive leaves, Poor performance or Service, delay or not completing the work or project in time, etc.
Format for Formal Official & Professional Apology
An official apology in any business is considered to be a formal and professional apology and in such conditions, an email or letter can be used as a mode of communication, and a lot of discipline and aticates should be used while writing. Must be used in the correct English language, politely addressing for apology and request for forgive and forget and bring harmony to the relationship. Any Apology Letter or email sent by an employee to their Boss or management, students writing to their Teacher or Principal, or any company business writing an Apology letter or email to their client, customer business associates, or partner then it is considered to be formal professional apology email letter. The content must be formal and display the sorry aspect and seriousness for re-building the business relationship conveyed very carefully. Company Letterhead or official email should be used for writing an Apology letter or email addressed to the right official. Please refer to the Professional Apology Letter sample and official email message template given below, for example, quick uses and learning.
Tips to write a professional apology Letter or email message:
- Write for seeking forgiveness
- Accept his or her mistake without hesitation
- Highlight/describe the situation or condition appropriately
- Provide possible solutions for the mistake committed
- Provide assurance to the client that this mistake will not be repeated
Apology letter to boss
Many times an employee commits a mistake or behaves wrongly with their boss thus they have to write an apology letter to boss for their wrongdoing, poor performance, delay in delivery, and seek forgiveness. The apology should be sincere confessing, accepting the mistake and heart touching, and also assuring not to repeat the mistake. The apology email letter message should consist of a brief description of the incident that took place and apologizes for the same. The Letter language should be very humble and a person should sincerely request forgiveness.
Writing tips for Apology letter to boss:
- The letter should be short and simple
- In the letter it should be clearly mentioned why the letter is written
- Describe the event completely and apologize for the mistake
- Let the boss know that you are realizing your mistake and are ready to face the consequences.
Apology Letter email to Customer or Client
In any business, a customer or client is treated the Supreme. When anything goes wrong with the Customer or Client and found that the mistake is being done because of carelessness, delay, and become the cause of loss, it is mandatory to write an apology letter or email message to one business their Client or Customer. Many a time people are scared to write an apology letter to customer out of fear of admitting the wrongdoing and may lose business, customer, or client. But it is also true that a successful apology letter message can turn a negative experience or situation into a positive one. Refer to the Sample template given below to understand how to write an apology letter to the customer or client.
Points should be taken into consideration while writing an apology letter or email message to client or Customer :
- Admit you're wrongdoings and say sorry for the same.
- Detailed explanation should be given as to what happened.
- Give a clear next step procedure.
- Customer feedback options should be given.
- Follow up with the customer.
Personal Letter of Apology or email
Personal Apologies are written when a person accepts the mistake and regret his or her behavior and feels sorry and wishes to communicate this to someone very close such as a mother, father, wife, brother, sister, friend, girlfriend colleagues, or anybody who has value in his/her life.
In this busy life, we all sometimes get frustrated by meeting our personal needs and goals of our life and also get hyper and become rude in our behavior. Therefore, sometimes, we lose our temper and the right perspective and get influenced by the existing situation and behave rudely and immaturely with our near ones and also even sometimes with our close surrounding people as well.
But later we think back on these situations and realize that have completely misinterpreted situations or the events and were actually wrong when we thought the other party was. At the time of self-realization, we understand the event better and wish to apologize for the act or mistake committed by that person, and you can only do that by writing a personal letter of apology or email message.
A personal apology email or letter should be written with honest feelings which can help you in confessing your mistakes and make your close ones know that you are very sorry and regret the incident.
Apology Letter Format- Right Format for writing a Personal Apology on mistake / Bad Behavior
The question is often arises what is the right format for writing an Apology email letter or how to write it so that the message should go correct and solve the purpose of apologizing and also help in re-building the relationship again.
The Right Apology letter email Format should be drafted in a manner that the message of realization of mistake or wrongdoing followed with the explanation of the conditions of the event occurrence must be highlighted well so that the receiver can understand the situation and ultimately forgive forget. The language used in this kind of email or letter differs as per the engagement and relationship.
How to Write a Personal Apology
The format for writing a personal apology to a friend, wife, girl, or boyfriend should be very simple and friendly. It must address to resolve the issue by describing the event that happened and straightway focusing on regretting the misbehavior, mistake, or misunderstanding that arises between the two of them and further express sorry for the incident and request to forgive so that relationship can be revived and maintained. The sample Template appended below is a very helpful example to understand the difference.
The following important points should be used while writing a Personal letter of Apology or email to anyone:
- State clearly the purpose of writing
- Confess & write describing the mistake committed
- Acknowledge how much the other person hurt and show your regret for the act/incident.
- Be grateful and communicate the value of the relationship in your life or business.
- Do not hesitate to admit your responsibility for the mi/behavior openly
- Offering what best you can do and offer Services and solutions which may be helpful
- At last, write about the learning lesson you got out of this and commit a cautious, vigilant, and careful performance in the future.
Whom can we write a letter of Apology or an email?
One can write a letter of apology to anyone anywhere. There can be times when employees write such letters to their seniors or some other colleagues. By writing this letter you can show a high degree of sincerity and professionalism on your part or there can be anyone who can write to anybody whom he /she found valuable. You can write an apology to any of your relationships including personal, formal, professional, and business relationships.
Is writing an apology email or a letter is a sign of weakness?
No. Saying Sorry or expressing regret is never a weakness of any human being. Rather it is a sign of moral strength of an individual or the company to build up a close rapport with its customer in the long run. Sometimes an apology letter can do wonders in a relationship.
How to make a Professional Apology impressive?
For writing a formal Professional apology letter or official apology email, one should use the apology as the first priority in the first line of the sentence. You can then in the second line describe the event and act upon it. Because this letter requires explanation this need not be a little long but it should also be short and precise as well. You can close it by asking for forgiveness once again and also let the receiver know that he values a lot and what he means as a person or as a client to you or to your business.
Find below a free multiple apology letter email sample template available for download in word doc and Pdf format and also will help learning how to draft messages contained in this kind of Apology letter.