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Do you have an apology to make? Have you been late in saying thank you for a gift or invitation? Have you been involved in some kind of misunderstanding that you want to clear up? Has your child misbehaved? Have you damaged someone else’s property? Have you been unable to keep an appointment or a promise? Have you been rude or insensitive?
Here are some tips on how to write your apology with dignity and sincerity.

Guidelines for writing apologies:

  • Write as soon as possible after the incident. Apologize, but do not go overboard by saying, “I am very, very, very sorry.” Keep it simple and to the point. Summarize what you are apologizing for, and apologize only for the particular situation or problem. Be brief. Apologize cheerfully and sincerely. Do not express feelings of guilt.
  • Explain what you will do to correct the mistake or situation. Assure the person that this will not happen again.
  • Do not put blame on another person and do not blame problems on computer errors or carelessness.
  • Thank the person for bringing the problem to your attention if you were unaware of the situation.
  • Reread the letter to check your grammar, spelling and tone.

Helpful words you can use

Click on each word to get definitions and examples from WordNet 2.0 Vocabulary Helper.

Acknowledge Admit Amend Apologize
Compensate Excuse Explain Fail
Forgive Intend Misinterpret Misquote
Mistake Misunderstand Neglect Offend
Pardon Patience Rectify Regret
Reimburse Repair Repay Sorry
Understanding Violate Wrong

Missing an Appointment

To Mr. Happy Day,
I would like to apologize for missing our scheduled appointment last Wednesday, April 21, 2015. I also apologize for not calling in advance to cancel. I will call your office this week to reschedule a meeting with you.
Thank you for your understanding and patience.
Sincerely,
Your Signature
Your typed name

Apology for Reply to Belated Invitation

Dear Mr. and Mrs. Benjamin Alott,
Thank you for the invitation to your party. However, please accept my apologies for this late reply.
I would very much like to attend your party and hope that you can accept my RSVP at this late date. Please let me know if I am too late in responding.
Again, thank you so much for the invitation.
Thank you,
Your Signature
Your typed name

Apology for Broken Object

Dear Ms. Green,
I would like to apologize for the damage my daughter caused to your window. Please send me the repair bill, so I can reimburse you. I assure you that this will not happen again. If there is anything else I can do for you, please let me know.
Sincerely,
Your Signature
Your typed name, your neighbor

sourced by Janel Muyesseroglu

Back to How to Write Letters

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