An apology letter is a way of expressing regret towards a past action or by letting the person know that you understand that you acted in an inappropriate way.
Date:______(Date on Which Letter is Written)
Subject: Apology Letter for Offensive Behavior
Dear _______(Sir/Madam/Name of the individual),
I’m sorry for my offensive behavior at ________ (where did it occur/where did you get offensive at). I know the day _____ (When you reacted offensively) was extremely bad for you and trust me, it was for me as well. It just lost my cool, and now that I think of it, the reason for the outburst was very silly and childlike. I’m truly ashamed of myself. I wish I could undo the damage I have done. Sadly, I can’t. Hence, an apology letter.
I can very well understand how you must have felt. Please forgive me. I promise that I will not behave in such a manner again. I don’t want to lose this important relationship in my life. Believe me; I will not repeat this in the future.
I apologize for all the inconvenience and my reactions.
It's important to know how to apologize if you've made a microaggressive comment in the workplace. The most important thing to know when.
My husband is very good at apologizing. It’s not that I don’t apologize. Admitting when you’re wrong is hard, but I always do it when I believe I’m wrong. It’s that the way I apologize doesn’t get received as being sincere. I’m working on getting better at apologizing and this is what I’ve learned so far.
In any apology, the hearer is usually willing to accept it if they believe the apologizer is sincere. The problem comes in how we determine whether or not someone is sincere. This all has to do with how you were taught to apologize.
In my family, you could do or say something nice as a gesture of apology. If you used words you just said, “I’m sorry” and that was enough. But in my husband’s family, apologies are more detailed than that. Rather than simply saying, “I’m sorry,” you say what you’re sorry for. In his family apologies are specific. He’s used to hearing things like, “I’m sorry I reacted without getting clarification first.”
Our different methods of apology have lead to some complicated situations in our home. I would do something inconsiderate. My husband would point it out. I’d mull it over, agree internally that it was inconsiderate, and do something nice as a gesture of apology. Then my husband would get mad that I glossed over the issue by doing something nice. I’d be left confused by the whole incident.
Other times I would do something inconsiderate. My husband would point it out. I’d mull it over, agree and say, “I’m sorry.” My husband would say, “You’re not sorry, you don’t even know what you’re sorry for!” So I would say, “But I agree with you! I’m really sorry!” And he would say, “I don’t believe you’re truly sorry.” Once again, I’d be confused.
The differences in the way my husband and I hear apologies are pretty common. So what do you do when the person you love doesn’t hear you when you say, “I’m sorry?” In his book, Things I Wish I’d Known Before Getting Married, Dr. Gary Chapman details five languages of apology that are universal.
This language appeals to the emotions. It indicates that we are aware that we caused pain. “I’m sorry I spoke harshly. I know I’ve hurt your feelings and I’m so sorry for that.”
This language spells out what was done wrong. “I was wrong to speak to you in that tone. I shouldn’t have reacted like that.”
This one is all about how to make up. Usually the request will fall in line with that person’s love language. “I can’t believe I reacted that way. Please tell me what I can do to make it up to you.”
This one is pretty self-explanatory. “I keep losing my temper and I know that’s not right. I don’t want to repeat this. Can you think of anything that could help make sure this doesn’t happen?”
This is where forgiveness has to be requested before the apology is seen as being sincere. “I’m so sorry I spoke harshly and reacted the way I did. I know this hurts you. Will you please forgive me?”
One of these languages of apology will resonate the most strongly with you. (For me it’s expressing regret). And likely, a different one will resonate more strongly with your spouse. (For my husband it’s accepting responsibility). Now we’re learning how to apologize in each other’s languages, as well as to extend the grace in accepting an apology that didn’t come out in our preferred language.
Something else I try to practice is to NEVER say “I’m sorry…but” even if there was wrongdoing on the other side. The “but” nullifies the whole apology. It’s an attempt to excuse your own bad behavior based on their bad behavior. It takes strength and humility but you ALWAYS have a choice over your actions. Be responsible for owning up on your end.
Do you feel defeated trying to repair a broken relationship in your life? It can really help to talk things through with someone. We have mentors through this site who are ready to listen and to encourage you. It’s confidential and free of charge. If you fill in your info below, you’ll hear back from a mentor on our team soon.
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This article was written by: Andrea ShairPhoto Credit: Wyatt Fisher
Writing an apology letter for bad service should be standard procedure for any company. Poor or inadequate service can damage a company's reputation both off- and on-line, particularly through social media where the reach extends far beyond a customer's immediate circle.
Whether it's your salesperson, receptionist, customer service representative or a senior member of the team, extending an apology to your customer for any bad experience is necessary for any successful business.
Every employee is a representative of your company and your brand, and a bad service experience of any kind will inevitably hurt the bottom line and lead to customer erosion.
The good news is that taking the time to craft a sincere customer apology letter for bad service can do more than just mend fences, it can also deliver a more loyal customer.
Keep in mind that perception is as important as reality when it comes to customer service, so even if you feel that your customer is unjustified in his or her complaint—APOLOGIZE!
Our sample letter below for poor service includes a set of 'Notes' to help you tailor your apology to your particular situation.
|Notes||Example: Apology Letter For Bad Service|
Apologize and give a detailed account of the situation.
Please accept my sincere apology on behalf of our company. I am very sorry to learn that your experience with Jane, our Customer Service Representative, was less than adequate. She should have handled the situation differently and transferred your call to someone with more authority.
Acknowledge the hurt and damage done.
I understand your frustration at having made a simple request to speak with a supervisor—someone who had the authority to fix the problem at hand. We let you down in that regard and for that, I am also sorry.
Take full responsibility and make it very clear that you were at fault.
We take full responsibility for the situation and understand why Jane's offer to remedy the situation did not meet your expectations. Our Customer Service Representatives are given a set of guidelines for compensation that they are supposed to adhere to, however in this case, clearly those standards were insufficient.
Recognize your role in the situation with a detailed account of what happened without making excuses.
In this regard, we failed. We should have trained our staff so that they understood that under certain circumstances, they should immediately connect a customer with a supervisor who would can override the standard guidelines and procedures.
|Promise that it won't happen again and why it's important that it doesn't.|
Please be assured that this type of situation will never happen again. We have put new procedures in place as of today, that will ensure that any customer who wants to speak with someone more senior, for any reason, will be transferred immediately.
It's very important to us that our customers have access to anyone within the company, all the way up to senior management.
Include a statement of regret.
I regret that we provided you with bad service and a poor customer experience—it is the exact opposite of what we pride ourselves on. We value our customers and understand how important it is to offer exceptional service.
Provide some form of restitution and a way of easing the pain caused.
We have issued a full credit on your account and a coupon for 30% OFF of your next order as a gesture of our gratitude. We very much appreciate your business and hope that you will remain a valued customer.
End by thanking them and showing a willingness to do whatever is necessary to retain them as a customer.
I would like to thank you for bringing this to our attention. It will help us improve our operations and services.
If there are any other issues that need to be addressed, now or in the future, please don't hesitate to contact me personally by phone, email, or in person.
Our example is really a template for you to write your own letter and is easily modified to any situation. Use the 'Notes' to guide you and replace the details with your own situation.
You can change the order of each of the elements but make sure to include them all because an apology letter for bad service MUST show the recipient that customer service, is in fact, the company's #1 priority.
Do you know of a problem but your customer hasn't complained yet? Take a look at this proactive sample apology letter.
Learn about the brands that have mastered the art of the apology, and admitting feelings, for example, it's more common for them to say something like, "I'm sorry if your feelings were hurt." . Let us know in the comments.
As a parent, one of the hardest parts I have found to be about parenting is discipline.
Finding a consequence that leaves a lesson can be hard.
One thing seems to have a longer lasting effect with my kids?
Writing an apology letter.
Yep. A handwritten, one paragraph containing at least 5 complete sentences, addressed to the victim or person my child choose to disobey, apologizing for their behavior.
The idea actually came in 2nd grade with our oldest.
Our ideas for consequences was running thin, but we knew she enjoyed writing AND she needed to work on her handwriting skills so we decided to turn it all into one experience.
Buggy got a lot of experience (sadly enough) last year in 2nd grade with this consequence and this year, as a 1st grader, Buddy is getting his experience under the belt.
Our letters can be to the bus driver for not listening, the playground aide for making fun of them, a peer for being mean, the cafeteria aide for being too loud when asked to quiet down, a teacher for disrupting class (just a few that our letters have been addressed to the last year and a half).
Our letters must:
Start with “Dear [person]”. We try to find out the proper name for the person involved, but we have had to write a letter to “Dear Playground Aide” before because we didn’t know their name.
Contain at least 5 complete sentences. A paragraph is exactly that – 5 complete sentences.
Contain an apology for the offense. Just saying they are sorry is not enough. My children must apologize for what their behavior was.
“I am sorry for calling you ugly on the playground.”
“I am sorry for not sitting down while the bus was moving.”
They need to understand what behavior was unacceptable and understand that they are apologizing for that specific behavior(s).
Say what actions they will take so it doesn’t happen again. Or at least what they are going to do to try and prevent it from happening again.
“I will not call you names.”
“I will try to keep my bottom on the seat while the bus is moving.”
Our kids need to figure out how to correct the behavior so that they can learn how to change that behavior.
Give their letter in person. When possible, we try to make our kids give their letter to the person. In person. It holds them accountable.
Be done on the same day as the behavioral offense! I am sure as parents, you have heard this one before. You must deliver the consequences as close to the offense as possible.
For us, I get multiple daily reports from my kids after school.
My kids self report plus they have daily planners brought home that are marked if there was an issue.
I have also had the teacher email me and or the principal call me.
If I suspect something, or I have questions, a quick email to the teacher immediately after school usually gets answered fairly quickly so that my child can have an apology letter, in hand, the following morning.
These are our “musts”.
I personally make sure their spelling is correct. Their handwriting is legible and neat (if we are doing a punishment, we might as well be learning proper handwriting technique as well, shouldn’t we?)
Is there a consequence you have found that works extremely well for your children? What is it? Leave me a comment and let me know! I am always open to new suggestions!
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Kindly accept this letter of apology for any insult to you individually and collectively. In the future I Comments for Sorry For Our Child's Behavior. Click here to.