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Download apology letter sample in PDF format.
Apology Letter Format: What Should Your Apology Look Like
Have you ever made a mistake that hurt the feelings of another and perhaps even hampered your relationship with that person? If so, you are certainly not alone and, as you know, there are many methods you can use to make amends—including, but not limited to, a written response in a proper apology letter format.
The truth is that everyone, at least at one time or another has committed a mistake they regret, and whether that mistake was intentional or intended, the proper course of action is to say you’re sorry. But how do you go about it? Well, if the actions or words you regret were between you and a close personal friend or family member, a personal and spoken apology may be best, but if it was between you and somebody not-so-close to you, perhaps a customer of your business, someone who had a bad experience with your company, you may want to issue a more formal apology letter.
A Closer Look at the Apology Letter Format
Before you decide on the format you will use for your letter, you must first consider several factors such as: you’re specific reason for writing the letter, the person the letter is intended for, what you want to say and your desired outcome. For example, if the letter you intend to write is a personal apology to a friend or family member, you’re more likely to use an informal format with casual and personalized language. However, if you are constructing a business apology—a letter admitting fault and regret to a customer or to another business—a more formal, business letter format is definitely the best choice.
Since there are basically no required or obligatory set of rules for the personal apology letter, let’s look instead at the business apology letter and the format suggested by most of the experts in the field.
The Business Apology Letter
The business apology letter format is essentially the same as the standard business letter. At the top of the document you should include your name and the name of your business, complete with your address, city and state. The date would come next, followed by the name and address of the person to whom you are apologizing. In the salutation, make sure the name you state matches the first name of the person listed above, and then you are ready to compose what you want to say.
In the body of the letter you should identify the mistake or error that occurred, and admit your part in that mistake. Here you will want to take care that the language you use is sincere, while expressing to the customer the steps you have taken to ensure the mistake will not recur. Also, because of the trouble or inconvenience that your error undoubtedly caused, it’s appropriate that your letter includes some type of concession to the customer in an attempt to “square things.” This could be in the form of a refund, exchange or even a coupon for a future visit. Once you’ve done this—admitted your mistake, apologized and made a concessionary offer—finish the body of your letter by apologizing again and ending with a proper closing.
Everyone makes mistakes, and whether your error occurred between friends, family or a business customer, an apology letter is a fantastic way to make things right once again.