You screwed up. Now it’s time to own it. Knowing how to apologize is a crucial life and career skill. But when you write an apology letter, creating a permanent record of an event and your response to it, it’s all the more important that you get it right.
Why is writing an apology letter so hard?
Memo Format (Updated 12:47 PM) All written work should be submitted in memo format. All memos are typed. Multi-page memos need to be stapled. Not folded near the top. Stapling ensures pages stay together-plus it makes reports easier to stack. Common to all memos is a 'memorandum top' which includes: MEMORANDUM Date. You might call the company president 'Maxi' on the golf course or in an informal note, but 'Rita Maxwell, President' would be more appropriate for a formal memo. Be specific and concise in your subject line. For example, 'Clothes' as a subject line could mean anything from a dress code update to a production issue.
Apologizing is an art form few of us seem to master. We don’t want to admit our mistakes because we think that making mistakes reflects badly on our character. But the truth is, not apologizing, or making a feeble non-apology, is often worse.
There are a few reasons you may struggle with apologies:
2 Page Memo Example
- You assume that making mistakes means you’re a bad person. When you feel ashamed, you have a hard time recognizing that one goof doesn’t reflect on your character as a whole.
- You get defensive. No one wants to feel ashamed. But a defense is not an apology.
- You worry that you’ll have to own all the responsibility, or that you’ll open the floodgate for more accusations. It could happen, sure. But not apologizing builds resentment over time, and that’s toxic to personal and workplace environments.
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The good news is that when you put your apology in writing, you have the luxury of polishing and editing your thoughts so that they say precisely what you mean to convey.
The Elements of a Good Apology Letter
Sorry does seem to be the hardest word, but if you can master these steps in the apology process, you’re sure to make a good impression. These guidelines apply whether you’re apologizing for a personal error, or you’re writing an apology on behalf of a team or business.
- Say you’re sorry. Not, “I’m sorry, but . . .” Just plain ol’ “I’m sorry.”
- Own the mistake. It’s important to show the wronged person that you’re willing to take responsibility for your actions.
- Describe what happened. The wronged person needs to know that you understand what happened and why it was hurtful to them. Make sure you remain focused on your role rather than deflecting the blame.
- Have a plan. Let the wronged person know how you intend to fix the situation.
- Admit you were wrong. It takes a big person to own up to being wrong. But you’ve already reminded yourself that you’re a big person. You’ve got this.
- Ask for forgiveness. A little vulnerability goes a long way toward proving that you mean what you say.
—If You Want to Know How to Apologize, First Do This…
It’s as easy (and as hard) as that. No minimizing, no shifting blame, no defenses. Now, let’s take a look at some apology letter examples that follow this format.
Apology Letter Examples
Before you begin writing, there are a few pointers to keep in mind. First, keep your letter brief and to the point. Don’t ramble on about what happened—distill it to the essentials. Don’t exaggerate, either. There’s no need to fall on your sword. But do keep your language respectful, sincere, and professional.
The Third-Party Apology
If you supervise an employee who made a mistake and find yourself apologizing to a customer or client, it’s important that you take responsibility without dumping all the blame on the employee. Sketch with asia pdf. Mirror for lg tv not working on tv. After all, what your employees do reflects your leadership.
Dear Ms. Jones,On behalf of ABC Office Equipment, I extend our sincerest apologies for the bad experience you had with our sales associate, James. I understand that James made unprofessional remarks when you visited our storefront to inquire about a new copier. You came to us in search of information, and instead were subjected to a pushy salesperson.
At ABC, it’s our goal to help you make an informed purchase decision without having to deal with aggressive sales tactics. James is a new employee that I’ve been training. I take full responsibility for his behavior. He has received a written reprimand and will be shadowing one of our senior sales associates until he has a better understanding of the ABC Office Equipment approach to customer service.
I’m grateful that you brought this issue to my attention and I ask your forgiveness. We’d love to earn your business. I’ve included a voucher for 20 percent off your next purchase in our store as a thank-you, should you decide to give us a second chance. We hope to see you again soon!
Kind regards,
Jennifer SmithEquipment Sales Manager
The Personal Apology Letter
Sometimes, you have to own up to something you did that hurt or inconvenienced another person. We’ve all been there. Keep it simple. Don’t make excuses. Show that you’re trying to improve.
Dear Dylan,I apologize for not arriving on time to pick you up from the airport yesterday afternoon. I have no excuse for keeping you waiting and wondering when your ride would show up.
It’s important to me not to let people down when they’re depending on me. Next time, I’ll make better use of calendar alerts so I’ll be sure to leave in plenty of time to arrive as scheduled, or even ahead of schedule.
I humbly ask your forgiveness. I hope my mistake won’t prevent you from seeking my help in the future. I’m always happy to be of service.
All the best,
Jillian
The Mass Apology
It’s horrifying to think about, but sometimes you end up upsetting a group of people rather than just one person. As with all apology letters, It’s important not to say, “I’m sorry if anyone felt offended.” (That’s like saying, “It’s too bad some of you don’t know how to handle my personality.”) Instead, say, “I’m sorry that I offended anyone.”
Hello Everyone,I owe you all an apology. When I planned my costume for our annual company Halloween bash, I clearly wasn’t thinking. I now realize that what I wore was offensive to some of you, as well as to your families.
It was never my intention to cause anyone distress. Looking back, however, I can clearly see that I didn’t think things through before I decided on what to wear. Next time, I’ll be sure to weigh my warped sense of humor against my sense of propriety and choose something that isn’t controversial.
I hope you’ll forgive me for making you uncomfortable. Please accept the cupcakes in the breakroom as a sincere peace offering.
All the best,
Jamie
Memo Format (Updated 01/08/2014 12:47 PM)
All written work should be submitted in memo format. All memos are typed. Multi-page memos need to be stapled. Not clipped. Not folded near the top. Stapling ensures pages stay together--plus it makes reports easier to stack.
Common to all memos is a 'memorandum top' which includes:
Date:
Subject:
To:
From:
All written work should include a memorandum top using headings similar to the above. For all written work except case-based assignments, you can proceed using any format that you think will be most effective in conveying your message. For example, if you are answering numbered questions, then you might proceed by providing numbered answers. However, for case based assignments, you need to follow a more structured format. For case-based assignments, include the following three primary sections: Introduction, Findings, Discussion. Thse are explained below.
Introduction (or Background)
A couple of sentences that state the problem that you are addressing and what you plan to do about it here. Do not put your conclusions or key findings here--those things go below.
Findings
a.k.a. 'Recommendations', 'Highlights', 'Summary', 'Conclusions', or something else with a similar summative tone.Up to three key points that you want to leave with the reader. Each key point should be a couple of sentences long. All of your findings must be supported by your data and analysis below. If not, then your findings are editorial or opinion--something that you want to avoid in.
What your analysis contains will depend on the specifics of your project. When writing up your analysis in the Discussion section, it is a good idea to use sub section headings, like the boldfaced introductory words used at the beginning of the paragraphs here. This helps you stay organized. It also helps the reader understand what you are doing.
Avoid big blocks of narrative text. Large paragraphs are difficult to read quickly. Better to break up your thoughts into smaller sized chunks.
Data and analysis are often housed in tables or graphs. Place tables and graphs in your analysis close to place where you will discuss them (do not place them at the end of your analysis as attachments). Tables and graphs should have titles and numerical reference (e.g., Table 2: Profit Analysis of Capacity Alternatives; Figure 3: Sales Projections for Asian Markets), and your analysis should make specific reference to each table or graph you have included in your report (e.g., 'see Table 2').
You will score more points with your readers if you cite outside work and sources. Citations bring in external perspective that many organizations can use. Footnotes are preferable to endnotes or bibliography sections, as it is more convenient for readers to look down at the bottom of the page for a citation rather than to page to the end of the paper. It saves the reader time--something that almost always wins you points.
Business Memo Template
Recommendations. Spend a paragraph or two discussing what action you think we should take based on the findings of your study. Usually, you will not be the one with decision-making authority--your readers are usually the decision-makers. However, your readers will be curious about what you think we should next. Think Conservative Next Step (CNS). Your readers will usually be more likely to accept your recommendations if you suggest small, bite-sized changes rather than large, radical changes. If you think that big change is needed, imagine dividing it up into smaller steps and, here, suggest the first step.
Limitations. What are the limitations of your analysis and findings? For example, the data that you use may be incomplete or suspect--you may need to note that to your reader. Indeed, a 'Limitations' or similar section may be a chance to impose your superior grasp of the context that frames your project. Your reader will appreciate this.