Apology Letter Format

Apology Letter Format

A good apology letter format will help you draft an effective apology letter. This can help you to bridge any gaps that may have occurred between you and the aggrieved addressee. Read this article which will provide samples and tips for the same.
Mistakes are an inherent part of everyone's lives. Everyone has committed a blunder, however big or small, at least once in his or her life. Some may be avoidable, others unavoidable. Some intentional, and some unintentional. What helps in such situations is the realization that the mistake has taken place. And that you are willing to make amends. If it is a personal relationship, then a face-to-face apology works best. However, for those who shy away from or cannot bear the confrontation, apology letters always come in handy. Apart from the personal front, mistakes and misunderstandings are also a common part of day-to-day business activities. And in such cases, it is an absolutely necessary business writing practice, to give a written apology. This serves the purpose of written acceptance of the blunder committed and the evidence that the party at fault has duly agreed and cannot discredit the other party in case of any claims made. Let us see what a formal apology letter looks like.

How to Write an Apology Letter
In order to know what an apology letter looks like, you must first know what exactly you must include in the letter.
  • Names of both parties
  • Reason for writing the letter
  • Brief description of the error committed
  • Apology for the error committed
  • Assurance that the error will not be repeated
  • Mention any compensation that you may have to give as a result of the error
Apology Letter Template
After these writing tips, let us move on to the format. With the help of the template given below, you can better understand the format.

Date
Your Name
Designation
Name of Your Organization
Address of Your Organization

Name of Addressee
Name of Organization
Address of Organization

Salutation (Dear Mr./Ms. is the widely accepted salutation)

In the first paragraph, begin straight away with your apology. State the reason you are apologizing.

In the next paragraph, you can give an elaborate (but not too elaborate) justification of why and how the error occurred. Also, assure the party, that such mistakes will not be repeated and that you are offering them compensation for the blunder on your part.

The third paragraph is the conclusion. So once again, apologize for the error that has occurred. And thank the party for being understanding about the whole situation.

Salutation (Sincerely, or Yours sincerely are the most commonly used).
Your Signature
Your Name
Your Designation
Seal of the Company

An Example

Date
Your Name
Designation
Name of Your Organization
Address of Your Organization

Name of Addressee
Name of Organization
Address of Organization

Salutation (Dear Mr./Ms. is the widely accepted salutation)

I, (your name), would like to, on behalf of my organization (name of organization), profusely apologize for not being available to receive you at the (name of airport) on (date and time).

Your company (name of company) is one of our best clients and I was appalled when I heard that a misunderstanding had taken place. The driver had been given the wrong date by the administration. I have begun an inquiry and I assure you that such an error will never occur again.

I greatly appreciate the kind and professional manner in which you approached the matter with us. As a token of our appreciation, your company will receive a free pick-up and drop service for the next 10 trips.

Thanking you, once again.

Salutation (Sincerely, or Yours sincerely are the most commonly used ones).
Your Signature
Your Name
Your Designation
Seal of the Company

So, I hope this apology letter format has helped you hone your letter writing skills, and that now you can draft one for your organization. Remember to keep it simple and professional, because overdoing an apology can often come across as fake.
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