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Sample apology letter for mistake

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Sample apology letter for mistake
June 25, 2019 1st Anniversary Wishes 2 comments

We provide plenty of concrete examples and samples at the end so don't worry too . Apology letter to unsatisfied customer for mistake and the inconvenience.

Some mistakes are unavoidable and unfortunately, they can have an adverse effect on our reputation at work.

However, making mistakes is something that we all do and if the cliché “to err is human” is something to go by, we may be at odds with our bosses every now and then.

But to make sure that our jobs are not at risk, we should apologize to our boss if we have made a mistake.

And what better way to apologize than to write an apology letter to her? Writing a letter is an effective means of communication.

It gives you a good leeway to write your thoughts and provides the recipient with enough room to contemplate that you have made a mistake and can be forgiven – provided that the mistake is not something that has cost your office too much in monetary terms.

It goes without saying that your letter should have an apologetic tone. You need to take responsibility for your actions and you need to make amends for what you did. How you do this depends on what mistake it was that you made.

See also:Apology Letter for a Mistake

The following sample apology letter can make things clearer for you.

Sample Apology Letter to Boss for Mistake

Trisha Hall
Sales Representative
(000) 854-9565

July 23, 2019

Ms. Wendy Watson
Sales Manager

Dear Ms. Watson:

I am extremely regretful for the fiasco that transpired with our regular customer Mr. Nathan Perry yesterday. I realized the mistake in providing him incorrect price information as soon as I uttered the words and should have spoken up at that time.

I understand that the erroneous transaction yesterday means a huge amount of financial loss to Macy’s. At the time that this was happening, I did not completely comprehend the enormity of the situation and I am very sorry about that. I am aware of the fact that Mr. Perry is a regular customer and the company would not like to be at odds with him by informing him that he has purchased an item at a much lower price than it was for in actuality.

In view of this situation, I would like to offer a solution. To minimize loss to the company, I agree to have part of my salary docked each month until a fair amount (or full) has been acquired. In due time, I anticipate that this will be covered and I can be at ease with my conscience again.

Once more, I would like to apologize for making such a huge mistake, despite the hours of training and product knowledge crammed into me over the years. I vow not to let such a situation transpire again.


Trisha Hall
Sales Representative

Published in Category: Sample Letters

We provide plenty of concrete examples and samples at the end so don't worry too . Apology letter to unsatisfied customer for mistake and the inconvenience.

FREE Sample Apology Letters

sample apology letter for mistake

Brought to you by Front, the collaborative inbox for teams. Check out our email inbox used by Shopify, HubSpot, and more than 5,000 teams worldwide.

It takes 12 great customer experiences to make up for a single bad one. When something goes wrong, sending a polished, professional apology letter to your customers is the first step to making it right again.

Whether it’s a scheduling mishap, a bug in your product, or something more serious like an app outage or security breach, communicating about mistakes with customers certainly isn’t easy. The good news? Sending an apology email is your chance to start a healthy conversation and potentially build a stronger relationship with your customers.

Crafting a message that strikes the right tone for your apology can certainly be an art — and we can learn a lot from seeing how others do it. We collected a few real examples from customer success managers and company leaders. They contain great copy for admitting your mistakes, apologizing, and setting customers up for future success.

When you're sending an apology as a reply:

1. We were wrong. Here’s what happened.

Hi [client name],

Thanks for being patient while we sort this out. After an in-depth discussion with my team, we’ve realized that we’re responsible for these issues. Given the progress we’ve made the in the last {weeks/months/years}, our relationship is extremely important to us, and we never want our errors to set you off track. We want to make sure you’re back on track for meeting your goals ASAP.

We’re very committed to making it right, so here’s our plan for moving forward: {insert plans here}.

Thank you for your patience and understanding,

When to use this apology email:

Your client will see you as more credible and trustworthy if you give them every detail of what happened and why. If something was truly your fault, avoid using language that blurs the lines or shoves off the blame, like “we’re sorry this happened to you.” Instead, send this to take full responsibility for the problem.

2. We’re working on it.

Hi [customer name],

I’m sorry about {insert problem here}. I’m talking with my team about exploring this issue more now. I just want to let you know that your issue is important to us, and we’ll get back to you ASAP with proper insight and solutions.

Thanks for your patience,

When to use this apology email:

Giving a swift reply explaining that a customer’s issue is top a priority can make a huge difference in showing them you care. Send something like this when you’re still working on finding a resolution and digging into a problem.

3. Still not sure…help us understand the problem further.

Hi [client name],

Thanks for reaching out to us about {insert issue here}. We’ve spent the last few days assessing what’s been going on, and we really appreciate your patience during this time. Although we’ve been working on resolutions, we still haven’t found a fix. Here’s what we’ve tried so far:

{list what you’ve tried}

I am very committed to fixing this for you. I’d really like to hear more about your experience so that we can make sure we’re on the same page and figure out next steps. To start, I have some questions:
{insert questions}

Thanks again for your patience while we work through this. I’m confident we’ll find a resolution soon.

Sincerely, {name}

When to use this apology email:

This message is for that time when you’ve been working on fixing a problem for a while, and you still can’t figure it out. The best course of action? Be transparent about it. Make a list of bulleted list of the things you tried, and follow with a list of questions. This email should be straight to the point, but keep an optimistic attitude.

In the instances above, you’re replying when a customer comes to you with a problem. But that’s not always the case. What about when you're initiating the conversation?

When you're initiating the apology:

1. Important Security Notice

Dear Ashley,

We are writing to inform you that we were recently able to confirm that there was unauthorized access to a {company} database containing user profile information. We have since blocked this unauthorized access and made additional changes to our technical infrastructure to prevent future incidents. We have made all relevant details available on our blog. No specific action is required of you.

However, we have also just released Two Factor Authentication (“2FA”; also known as “two step verification”) and we strongly recommend that all users enable this feature, which provides an additional layer of security for their account. Additional details are available in our help center and you can enable 2FA directly on your account settings page.

Since the compromised system was first discovered, we have been working 24 hours a day to methodically examine, rebuild and test each component of our system to ensure it is safe. We are very aware that our service is essential to many teams. Earning your trust through the operation of a secure service will always be our highest priority. We deeply regret this incident and apologize to you, and to everyone who relies on us, for this inconvenience.

For more on our security practices and policies, see {link}. Again, for additional information, we encourage you to read the blog post for more details.

{Your name}

What makes this apology email great:

This tone of this apology is serious, but optimistic. It starts with a detailed, honest assessment of the problem and a recommendation to help fix it. Next they explain their fault, commitment to a resolution, a sincere apology, and resources for finding more information.

2. Outage

Hello Sarah,

I'm emailing to update you on our service outages on {time and day}. Service was fully restored at about {time}.

I know this has been a very frustrating and trying time for you as a {company name} customer, and for that I apologize. Please know that our team has been working through the night to resolve these incidents. (The post mortems on these incidents are here.)

This has been a tough {time period} knowing that we've let you down, and we want to make amends. We failed to provide you with the service you deserve. I wish I could tell you this outage was unpredictable, or it was all an external party's fault, but it wasn't.

We have been aware of the possibility of this kind of outage. We have in fact been working on hardening our system to this kind of risk for months. That’s why we know it was preventable. In the end, we did not execute quickly enough to prevent these issues from affecting you.

We feel no great irony in the fact the specific component that lead to this outage was scheduled to be replaced this week. The positive news is that we spent the last months rewriting how the particular servers affected today are set up. Had the servers been using this new set up, it would have helped avoid this issue. These updates are still due to be released imminently as they were scheduled to do so regardless of this particular outage.

You can rest assured, we are taking this seriously. I realize that doesn't make up for lost business {time and day} though. As a mea culpa, we are issuing you 2 days worth of credit on your account. You should see that reflected in the next few days.

If you feel this isn't sufficient, please let me know and we can discuss further.


PS: You can subscribe to service status updates at {status page}

What makes this apology email great:

This message not only tells — but shows — just how seriously they’re taking this outage. They give a breakdown of what happened, link directly to their post mortem, and admit to their fault, plain and simple. They also explain how the problem was preventable, how they could have solved it, and what stopped them from preventing it, which shows that they’re taking steps to make sure it never happens again.

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3. App Downtime Apology

Dear Ashley,

You may have noticed, we experienced a downtime of our indexing API today. For about {time period} starting at {day}, some write operations were refused by the API with a {error code}. {Feature} was not impacted, and {Feature} ran as usual.

It's the first time that an outage has happened since we launched the service, and we are deeply sorry for the inconvenience. We published a full explanation of the problem and its resolution on our blog: {blog link}

Should you want any details, feel free to contact us anytime.

{Your name}

What makes this apology email great:

This message gives customers what they need to know without dwelling on the error. They acknowledge exactly what was impacted, list what was unaffected, and give a link to more detail for those who want to explore it further. They clearly take fault without blowing the situation up into something catastrophic.

Showing customers you’re human can go a long way in building better relationships. When it comes to writing apology emails, admitting to your mistakes and having empathy are the best things you can do to make it right and make customers happy again.

Intercom's Wyl Villacres said it well: "Having a difficult conversation yield a positive outcome can get you a glowing endorsement from your customer. And just like defusing the tensions in a bar, it starts with empathy, and making sure that the customer feels heard before things heat up."

About the author

Julie MorseJulie is a journalist, researcher, and content strategist who lives between San Francisco and Mexico City. She loves writing about technology, healthcare, and finance.

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Sample letter of increment

Apology Letter

sample apology letter for mistake

How to Write a Letter of Apology

We all make mistakes from time to time.  When that happens, it is worthwhile to mend the situation.  One way of patching things up is by writing a letter of apology to say you’re sorry.  But how should you go about writing an apology letter?  Keep reading for more about how to write a letter of apology, and then see a free sample apology letter that you can use as a guide for writing your own. 
You may need to write a personal apology letter or a formal or business letter of apology.  In either case, send the letter soon to show that you really value your relationship with the other party.  But wait!  The only thing that could be worse than sending a letter of apology late or not at all is sending one with mistakes, because it will look like you really don’t care.  To prove that you’re sincere in saying sorry, check your spelling, English grammar, and punctuation.

When writing a personal letter of apology…

1. Begin the letter by saying you’re sorry.
2. Admit what you did wrong and take responsibility.
3. Ask if there is any way you can help resolve the situation, and offer to do that.
4. Reassure the other party that you will do your best to prevent the problem from happening again.
5. Suggest meeting in a neutral place to apologize in person and start to rebuild the relationship.
6. Apologize again to close the letter.
7. Consider handwriting the letter instead of typing it on the computer and printing it, for a more personal feel.
8. be sincere!

When writing a formal or business apology letter…

1. Type the letter in a conventional font like Times Roman and print on high-quality, white paper. Use a formal block or semi-block format.
2. Begin the letter by saying you’re sorry.
3. Clearly state the problem and explain as much as possible what went wrong.
4. Try to solve the problem, and give examples of how you can do this.
5. Apologize again to end the letter.

Apology letter example for business:

  • Your address
  • Date
  • Name of Addressee
  • Title, organization
  • Address
  • Dear [name]:
  • I am writing to apologize for the confusion surrounding transaction # 765-989.  We recently began using a          new packaging system, which still has a few small bugs.  This morning we straightened out your order and        sent it.  To compensate for the inconvenience, we have enclosed coupons for you to enjoy on future                  purchases at any of our retail stores. Again, I apologize for the mix-up in your order and any trouble this            may have caused you.
  • Sincerely,
  • Signature
  • First name Last name
  • Customer Service Manager

Read our tips on writing an apology letter to customers, then use our So, it's pretty disheartening when you know you've made a mistake with.

How to Write an Apology Letter for Making a Mistake at Work

sample apology letter for mistake

When people wonder how to write an apology letter, they often get stuck right in the opening line. It's hard to know where to begin and how to apologize without sounding desperate or trite. Below, you'll find an outline to follow, as well as a few samples, that'll get you started in writing a sincere letter of apology.

What Makes a Sincere Apology Letter?

A sincere apology letter comes right out and says what you did wrong. There's no beating around the bush or saying something backhanded like, "I'm sorry you felt hurt." A sincere apology quickly highlights your wrongdoing and then expresses remorse for the misstep.

Beyond this, a sincere apology letter doesn't require groveling. After all, everyone makes mistakes. This will (hopefully) spark a discussion between you and the person you offended. It will also restore their dignity if they feel burned by your bad behavior.

In the end, whether your apology is accepted or not, you can rest assured that you did the right thing by taking responsibility for your actions. You can't control the behavior of others, only your own.

Apology Letter Outline

Whether you're drafting an informal apology to a friend or family member, or a formal apology letter to a colleague or customer, there's a basic format you can follow. Consider this as the basis for your outline:

1. Express your remorse

Since a sincere apology letter comes straight out with it, you can literally begin with "I'm sorry…" or "I apologize for…". If you're not feeling truly sorry for your actions, then this entire exercise is in vain. It will reek of insincerity. You have to be authentic in your desire to show remorse, especially in the opening lines.

2. Take responsibility

Taking responsibility for your actions doesn't mean making excuses. Quite the opposite. You shouldn't bother with excuses because the offended person won't want to hear it. Taking responsibility means admitting what you did wrong. Empathize with the person, showing that you can understand why your actions or words were offensive or hurtful.

3. Offer to make amends

When you offer to make amends, you show that you want to make the situation right. If you can offer an olive branch, now's the time to do it. In the sample letters below, you'll note that after the writer offers to make amends, they always hold out an olive branch.

4. Vow you won't make the mistake again

Finally, assure the other party that this mistake won't happen again. Whenever you offend someone, you create a tiny crack in their trust. They worry if you'll be able to hurt them again. This is why it's important to make reassurances in your closing.

Sample Apology Letters

Whether you're writing an informal or formal apology letter, the intent and format will be the same. You'll want to show remorse, empathize with the person who was slighted, and make a "grand gesture" to put your words into action. Let's take a look at three samples.

Personal Apology Letter

Here is a sample apology letter to a friend or family member. You can email this to them after having time to think it over or condense the sentiment into a text to send immediately after something bad has happened.

Dear Marie,

[Express remorse.] I'm so sorry I hurt your feelings when I said the toy you bought my daughter was garbage. Equally appalling, I told you to buy that kind of toy for Madison, so I really feel awful for offending your kind gesture.

[Take responsibility.] I can only say that in a time of stress I lost control of my temper and lashed out at someone who was just doing a good deed for my daughter on Christmas. You did nothing wrong.

[Make amends.] I wonder if you'll join us for New Year's Eve. I'd love to have you back at the house again, when I'm in better spirits and feeling less stressed.

[Vow you won't make the mistake again.] You can rest assured that I'm going to be working on my anger management and bad manners in the future. You won't have to endure my lashing out ever again.



Professional Apology Letter

Now, let's move on to a formal apology letter. This, too, can come in the form of an email to a colleague. Or, perhaps you'll print it out and leave it on their desk. Either way, the premise is similar.

The key difference between a personal and professional letter is the tone. A letter to a friend or family member can take on a more casual tone, while a professional apology letter will err on the side of formality.

Dear Amy,

[Express remorse.] I apologize for demeaning you during your presentation yesterday. You spent a lot of time and effort crafting a speech and I nitpicked and publicly embarrassed you in front of your peers.

[Take responsibility.] I know that I hurt your feelings when I behaved without any restraint. Beyond that, I made the difficult task of public speaking almost unbearable, when I chastised you like that in the conference room.

[Make amends.] You're a great speaker and a diligent worker. I had no right ruining a speech you spent many hours creating. I'd like to invite you to lead next month's staff meeting with a presentation on marketing and communication - a topic everyone on staff can benefit from.

[Vow you won't make the mistake again.] Please know that I am going to manage my stress better, moving forward. I will take every measure to ensure I never snap at you, or any member of the team, again. If I do, please call me out on it.



Third-Party Apology Letter

Finally, there may come a time when you need to issue a blanket apology or write to someone you've never met. This is often the case when dealing in customer service. Let's say you received a complaint from a customer about one of your associates. Here's a sample letter to help you format your response:

Dear Mr. Smith,

[Express remorse.] On behalf of Furry Friends, I'd like to offer a sincere apology for your experience with our front office staff. After reviewing our camera footage, I see that Amelia was rude and unprofessional when she made an offhand remark about your dog. You came to us for an enjoyable and professional experience and, instead, both you and your dog Rex were made to feel uncomfortable.

[Take responsibility.] Here at Furry Friends, it's our goal to make everyone feel welcome and at home. Amelia's behavior is unacceptable and not at all in line with the standards and principles we uphold as a company. Know that a written warning has been placed in her file and she will be removed from the front desk until she has completed further training.

[Make amends.] I'm grateful you brought this unfortunate event to my attention. We would love to have another chance to groom Rex and give him the care and pampering he deserves. Enclosed, you'll find a $50 voucher, which will cover a deluxe groom.

[Vow you won't make the mistake again.] If you choose to visit us again, you have my word it will be an enjoyable experience. I will supervise Rex's entire stay. We hope to see you again!


Felicia Keys, Owner

What to Expect Next

It can be difficult to issue an apology. You have to swallow your pride and expose your bad behavior. In the same way, it can be difficult for someone to accept an apology. Sometimes people forget we're all susceptible to mistakes and don't easily forgive others. Or, sometimes people have been so hurt, they just can't keep the door open to forgiveness.

As such, you're only responsible for your ability to apologize. You can't expect the other person to forgive you automatically, and certainly not right away.

Don't push the issue after you've issued an apology. Try to move on and give them some breathing room to make the next approach.

Either way, a well-written letter opens the door to communication and that's an essential element to any relationship, personal or professional. In the future, if you find yourself on the flip side of the coin, here's a guide for writing a complaint letter. It will allow you to remain objective and get your point across without losing your cool - the very thing that sparks many an apology letter.

Writing an apology letter

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