How to Write an Apology Letter (Start to End) with Examples

Apology Letter

In life, at one point, we faced the need to apologize. When your actions have hurt or embarrassed someone else, you will be required to atone for your actions. Sometimes you will be required to apologize to your victim in person; other times, a letter of apology may suffice for the offense. Knowing how to compose an apology letter is not only a necessity but a skill that you should be able to utilize at any point in life. In this article, we will take you through how to write an effective apology letter and give you some great examples of what it should look like.

An apology letter also called an atonement letter, is a letter that an offender writes to any individual or organization that may have been adversely affected by their action.

The letter is usually written in formal language that typically consists of an apology, an explanation of why you did what you did, what you intend to do about it, and how you plan to avoid it happening again. The letter helps to show that you are genuinely sorry for your actions, take responsibility for what happened, and are willing to amend the situation.

Why is it Hard to Write a Letter of Apology?

Writing an apology letter can seem like a small thing. Still, it can be challenging for most people.

The following are the several reasons why apologizing can be problematic include:

  1. You may be a person who does not like confrontation or saying sorry.
  2. The person you need to apologize to might be a very close friend or family member, making it uncomfortable to say sorry, even if warranted.
  3. You may feel you are being punished for nothing wrong; therefore, an apology letter will make you admit to something untrue or unfair.
  4. Admitting that you did something wrong and owning it can be difficult for some people.
  5. You may be embarrassed about what you have done and want to avoid going into detail.

Different Types of Apology Letters

There are many different apology letters, but here are some that you might find helpful.


apology message for disrespectful behavior

Apology letter from a drug addict

An apology letter as a drug addict can be a great way to express remorse for your actions while under the influence of drugs. The letter can be started by giving a brief overview of what has happened and expressing your deep regret by taking full responsibility of your actions. Also, genuinely request forgiveness and say how you plan to repair any damage that might have been caused due to your addiction.

Download: Microsoft Word (.docx)


apology letter for mistake

Apology letter for a car accident

An apology letter for a car accident can be sent to the person whose property has been damaged or injured by you during the accident. First, you must give a fair and accurate account of what happened. Next, say you are sorry and show that you are willing to take responsibility for the accident and apologize for any inconvenience or distress that the person might have experienced. Ensure that you do not give false excuses or blame someone else in the apology letter. You can also include other repair costs, such as medical bills and property damage

Download: Microsoft Word (.docx)


business apology examples

Business Apology Letter

An apology letter for a business can be sent as a step toward settling a dispute that may have arisen from your business. In this letter, you can say how you plan to resolve the problem, such as making restitution for damages, or how you are sorry for any losses or inconveniences that might have resulted from your actions. Also, express how you plan to avoid making the same mistake in the future. You can also include the date on which you will be able to address the problem.

Download: Microsoft Word (.docx)


apology letter to a group of friends

Apology letter to a friend

An apology letter to a friend can be helpful in many different situations. In the letter, you can explain what you did wrong, take full responsibility for your actions, how sorry you are and how you plan to avoid making the same mistake in the future. You can also include information on what you plan to do to repair any damage that your actions may have caused and anything else that might help your friend understand you better and ultimately forgive you.

 

Download: Microsoft Word (.docx)


apology letter for hurting someone you love

Apology letter to girlfriend or boyfriend

An apology letter to a girlfriend can be written for many different reasons, and therefore it is crucial to choose the tone and wording carefully. You should explain your actions in detail and not blame your girlfriend for doing something wrong, as this can cause an unnecessary argument. You should also include details to ensure that you do not repeat the same mistake and work on making things right again.

Download: Microsoft Word (.docx)


apology letter for child's behavior

Apology letter for bad behavior

You can write a letter of apology for bad behavior to somebody who has been affected by your actions and is entitled to an apology. You must formally write the letter and give it to them face-to-face to show that you are sincere. You should start by explaining why you are sending the letter, i.e., apologizing for insulting someone or shouting at them in public, etc. Then, you can explain what happened and ask forgiveness in a genuine way.

 

Download: Microsoft Word (.docx)


apology letter for mistake to friend

Apology letter for the mistake

An apology letter for a mistake can be written to anybody who has been affected by your actions or mistakes in some way. You must express your regret and explain why the mistake was made to show your sincerity. You should also make sure that you express how you will put measures to ensure that the same problem does not happen again in the future. You can also include any further steps that need to be taken as a result of your mistake such as paying for the damage.

Download: Microsoft Word (.docx)


sincere apologies examples

Apology letter to customer

A letter of apology to a customer can be sent for several reasons, such as canceling an order that they’ve made, missing a shipment or delivery, and so forth. You must explain why you have done that and how sorry you are for any inconvenience it has caused. Finally, ask for forgiveness and explain how you will pay for any costs arising from the error.

Download: Microsoft Word (.docx)


best apology letter

Apology letter to teacher

Your teacher or your child's teacher? Either way, teachers rarely receive apology letters but would likely very much appreciate one. Spelling and grammar will definitely count here.

Download: Microsoft Word (.docx)

    How to Start an Apology Letter?

    Apologizing to someone you have wronged can be a challenging thing to do. However, it is something that you must do if you want to move on and rebuild the relationship you once had with them. When apologizing, the last thing you want to do is to cause more damage by sending an unprofessional apology letter with lots of mistakes.

    To ensure that your letter becomes as effective as possible, here are some of the things that you should incorporate in your letter:

    Greeting

    There are numerous different ways to greet someone you are going to apologize. For example, if you are writing an apology letter for a corporate, it would be better to address it to the company rather than individual staff members. Contradictory, if you are writing an apology letter to a person, make sure to use their name if you know them. For example, if you write an apology letter to your employer, you may use their title followed by their first or last name. Additionally, if you write a letter to your customer or someone you know very well, you may consider starting with “Dear” followed by their first or last name.

    Acknowledge the mistake

    The next step is to acknowledge the mistake. This can help you build rapport and give the person a chance to forgive you. To do this, start by writing a proper introduction that shows your sincere apology without compromising your initial position or stance. You can do this by starting with “I apologize,” followed by a description of what you are sorry about in a straightforward sentence, then whichever justification/explanation is necessary to support your apology.

    Describe what happened

    The next step when writing an apology letter is perhaps the most challenging, as it requires you to be very serious and genuine. To apologize effectively, tell your recipient what happened and what you could’ve done to achieve a better result from that particular situation. Be honest and tell them precisely how you were at fault in the situation. To do this, you may want to include the situation’s date, time, and details to ensure that everything is clear to your recipient.

    Say sorry/apologize sincerely

    Express your remorse by stating that you’ve done something wrong and ask them to forgive you. Be sincere with your apology and maintain a neutral tone to show compassion for your recipient. This will also help you in the long run because it will keep you from being too hard on yourself when penning an apology letter.

    How to End an Apology Letter?

    The last part of an apology letter is the actual closing. This part should offer the recipient a way to forgive you and maintain their relationship with you. Here are some of the things that you should add to the closing of your apology letter:

    Share your plan to fix the problem

    Tell the recipient what measures you will take to ensure that it does not happen again and how you will prevent it from happening. Even though the plan may be specifically for them, you can use this as an opportunity to improve yourself by learning from your mistakes and showing that you are not willing to repeat the same mistakes in the future.

    Ask for forgiveness

    Pleading and begging for forgiveness is not good, as it puts both parties negatively. However, this is important because if you get the right amount of forgiveness and goodwill, you will continue moving forward and start building new relationships instead of having problems because of bad experiences in the past. Therefore, don’t forget to ask forgiveness sincerely, and don’t overdo it.

    Closing remarks

    End your letter with a message that offers the recipient an opportunity to continue building a relationship with you. The end of your apology letter should be where you can personally thank the person in question and demonstrate hope for the relationship to succeed.

    Sign off

    The best way to end an apology letter is by signing off with a formal closing statement. For example, if you are writing a corporate apology letter, then it would be better if you close it with something along the line of “Regards,” “Yours Sincerely,” or “Yours Faithfully.” On the other hand, if it is an apology letter to a person, then you may consider ending your letter by saying “Thank You,” “Thank You Very Much,” or “Very Sincerely.”

    Note: How to deliver the letter?

    If you write a formal letter, you must send it by certified mail with proof of delivery (delivery receipt, etc.) This way, you’ll have a record of when it was sent and received. However, if it is a personal letter, you may send it via email or hand-deliver the letter to your recipient.

    Apology Letter Template

    Dear __________ (Recipient’s name),

    I’m writing to offer my sincere apologies for the _______________ that I did. This incident occurred on _______________ (DATE) and was caused by ___________ (THE REASON WHY).

    I’m sincerely sorry for my action and now assure you that this will not happen again. I understand this is not something that will easily be forgotten, and I’m willing to take the necessary steps to prevent it from happening again. You may contact me at _________________ or call me on ____________ (NUMBER) so we can talk about it or if you have any questions.

    Thank you for your time.

    Regards,

    (Signature)

    (Your name)

    Apology Letter: Example 1

    Apology for making a mistake at work

    Dear Mrs. Jones, 

    I am sorry for my actions of 1-2-14 when I made an error with our financial journal report and submitted it to you without doing any of the necessary checks and balances. This led to much confusion and problems for you and the management.

    I should have double-checked my work before submitting it since I realized several errors. The report was sent back to me; a new one was made, and then finally, you could use it. You were not able to start anything new until the errors were fixed.

    If I had checked my work when I first realized errors, this would never have happened. I will be keener in the future, and I promise that I will do a better job. If you have queries or concerns, please call me at extension 54321.

    Eternally Grateful,

    Joe Smith

    Apology Letter: Example 2

    Apology for missing a deadline

    Dear Mrs. Williams,

    I am sorry for missing the deadline for our final report that was on 12th of February. Your instructions were evident, and we had enough time to complete the report by then, but I lost my notes on the fourth week of January due to some computer malfunction.

    I searched everywhere to try and find them but was unsuccessful. I thought I would recreate my notes, but that did not work out. Finally, on February 13, I was able to find them after going through the computer’s backup files. Our report is now complete, but the deadline has passed. I am sorry for this late extension; if it has inconvenienced you in any way, please let me know.

    If you have any concerns or queries, please call me at extension 44721.

    Sincerely,

    Eddie Franks

    Administrative Assistant

    Templates and Examples

    Following are free editable templates for you:

    how to apologize for a mistake professionally

    Sorry for my behavior letter

    apology letter for wrong doing

    how to apologize for inappropriate behavior

    Apology-Letter-from-a-Drug-Addict_

    apology letter for wrong doing

    Apology-Letter-to-Girlfriend_Boyfriend_

    letter of apology for bad behaviour to girlfriend

    how to apologize for inappropriate behavior

    Business-Apology-Letter_

    Apology-Letter-to-Parents

      Tips for Writing it Efficiently

      Here are some tips for you to follow when writing an apology letter:

      • Be sincere: Saying that you are sorry does not only mean that you confess your fault or admit guilt. Saying sorry means owning your mistakes, acknowledging the problems they might have caused, and finding ways to rectify them. Your tone should not be defensive, sarcastic, or condescending.
      • Be selfless: When writing a professional apology letter, you should not think about yourself only; this is a letter written for another person’s benefit. Therefore, make sure to put yourself in the other person’s shoes when writing it. Take note of your feelings and emotions about the situation at hand and how you would feel if this happened to you.
      • Be concise: To avoid any complications and confusion, your message should be as clear and concise as possible. The words should be carefully chosen to make the message comprehensible for the recipient.

      Conclusion

      Writing an apology letter may not be easy, but it is necessary if you want to put yourself in the right light. To do that, you should not just write the letter but also make sure you follow through and amend your errors. Thus, before sending out your letter to your recipient, please take a moment to think about everything you want or need to include.

      Take time to think about how you want to say it, and make sure you can convey all the necessary information and facts so your recipient can easily understand what you are offering.

      Remember, if it is an apology letter to a person, then use their name in the letter and ensure that you end your letter with a closing statement that is as polite as possible. Lastly, proofread your apology letter to ensure no grammar or spelling mistakes.

      Keep Reading