Professional Apology Letter
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How to write a professional apology letter?
The way you deal with mistakes is the most important part of the actual problem that was caused and how people will perceive you and the company you represent. You can for example accept the mistakes, provide solutions, remember how the situation is caused, be kind and polite. The other side is that you start to defend and let it go. However, that may not be the best outcome for the future.
A good business apology should:
- have the correct timing. It is best to apologize as fast as you can, but no need to be impulsive. You need to prepare what to say.
- Wisely chosen means of communication. There are many ways to apologize: you can apologize in person, over the phone, or write an apology letter. Having eye contact is a good thing since apologies are personal; however, if a person was deeply hurt, a letter might be a better way.
- Explanation without excuses. After apologizing you can shortly explain why this happened, but be careful not to start making excuses. This would be impolite.
- “The customer is always right” principle. Whenever you need to apologize to the customer or business partner, you need to think about this principle. Most of the time it is better to accept all the blame.
- A quick explanation of what you will do not to let this happen again.
Consider the following:
- Is it easier for you to apologize in person or via other means of communication?
- Do you tend to give many excuses to explain your actions or the situation?
- There is a saying that goes “The more excuses you give, the guiltier you seem”.
- Do you think it’s true? Why or why not?
- If a customer or a business partner said that he has lost his trust in your company, what would you do or say?
Suggestions to take into consideration when sending an apology letter to your client:
- Address your client directly
- Add a personal touch to this template;
- Literally, say sorry and apologize;
- Summarize the problem, explain those appropriately and by using the right words;
- Empathize more on the solution and let them know that suggestions are welcome;
- Express your apologies, ask them to respond back with any suggestions.
- Make sure you make your client feel that you completely understand their situation.
- Let them know what are your further plans, also list down few solution options the company has thought of.
- Tell the client to choose from those options or suggest a new one.
- Say thank you at the end and treat them as they are the king.
- After completing, read the letter, understand, and make sure you must have liked it if you were the client.
Professional Apology Letter sample letter:
- Dear {{name}},
- I personally have investigated this matter and discussed it with the accounts department.
- We genuinely thank you for informing us about the problematic situation created by us in the invoice that you received from us understand that you received the wrong invoice which included incorrect amount of bill.
- Please accept my sincere apology for {{describe situation}} on/at {{date/time}}
- It was wrong of me to {{describe action}}, and I am truly sorry.
- Avoid using any contractions {{didn't and it's, I'm etc.}}.
- "Did not" and "It is" are more suitable for formal apology letters. Avoid using any casual language, slang, or vague terms for the entire body of the letter.
- I can appreciate how {{hurt/angry}} and {{frustrated/disappointed}} you are given the consequences of my actions and the trouble I have caused.
- I take full and complete responsibility. It was wrong of me to {{act/say/behave}} as I did. There is no excuse for that type of behavior.
- Please be assured that I have taken all the necessary measures so that this type of mistake never happens again.
- After all the investigation, I learned that it was a typing error which led to create so many problems for you.
- We are sorry for sending you out the wrong bill amount which created inconvenience for you.
- I agree that as promised by us, we are not living up to our standards and I deeply apologize for that.
- As a result of your complaint, the {[Product/service}} has been reviewed by our accounts department.
- Also, we will surely send you out a new invoice with the exact bill amount.
- Don’t hesitate to revert to us any time.
- You can contact us on {{PHONE}} or on our email: {{EMAIL}}. Looking forward to hearing from you.
- If there are tangible concrete steps that you have taken then include them here.
- I deeply regret it ever having happened at all and I am willing to do whatever it takes to correct the situation.
- If the situation warrants it or you have an idea how to make it up to them, include those details here.
- Once again, I am truly sorry and humbly ask for your forgiveness.
- Sincerely yours, / Respectfully yours,
- Thanking you,
Using our professional apology letter templates guarantees you will save time and provide the right inspiration to make the perfect personalized apology letter for your situation. Download this apology letter template now in order to help you to send proper apologies to your clients! Fast, safe, and easy!
DISCLAIMER
Nothing on this site shall be considered legal advice and no attorney-client relationship is established.
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