Apology Letter

Apology letters are written in both business and personal situations. There are many times one regrets having done, written or said something, and would like to mend the situation somehow. If one has caused offense in some manner, it is important to write an apology letter, as it can usually help to save a relationship before things get out of hand, and the situation ends up becoming irretrievable. In most cases, if there is unqualified acknowledgement of the wrong done, with a sincere expression of regret in writing, reciprocation in the form of understanding and forgiveness will usually be the response. In appropriate situations, an offer to materially compensate the other for the loss he/she suffered on account of your wrongdoing may go a long way in mending a relationship that is on the verge of souring.

A properly drafted and sincere letter of apology can let you rebuild your credibility if it contains a promise of avoiding a repetition of the particular incident, and a perceptible change in behavioral pattern. The letter can be used to convey the true value that you attach to your relationship with the injured party, and view a severing of relationships as an unbearable loss. This itself will be sufficient indication to the person who has suffered the injury that you now realize your mistake and are remorseful, and that you hold his/her friendship in high esteem.  If you accept responsibility for your actions that may have led to loss to the other party, the other person may also accept responsibility for some mistake on his part, and offer an apology in return. This would save the relationship from breakage, and may even strengthen it further.

But then there are also other factors to consider. Not always would an immediate letter of apology be appropriate. Be patient and try to use your wisdom in deciding when to write your apology letter, keeping in view your earlier experience with the party concerned. Think calmly about whether it would be better to apologize immediately, or allow a brief interim cooling off period before sending the apology letter.

While writing a personal apology letter, it would be proper to send a hand written one. Pen it on your own stationery, and begin by saying that you are 'terribly sorry...' or that you 'want to apologize…' and continue by stating the exact wrong that you may have committed in the very first part of the letter. If there were heated exchanges about some incident, express regrets like, 'I know I should not have blown my top like that…' or, ‘I wish to sincerely apologize for having taken ... in your absence without informing you'. Your acceptance of responsibility for the fundamental action should be complete, without any hint of putting any part of the blame on the other person. You should express that you realize that all that happened was completely your fault, and that you accept total responsibility for what has happened. The letter should also contain your assurance of never allowing such things to happen again, and ask the other person to test you out, by giving you an opportunity to let you prove that you are sincere about what you are saying.  Try to fix a meeting for getting together for lunch or dinner at some place that is calm and quiet, where you can converse calmly and freely without getting disturbed. This will offer a good opportunity to mend your crumbling relationship.

Use good quality white paper for a business apology letter. Type the letter on your computer in a serif font, such as Times New Roman. Your apology should be at the beginning of the letter, with a clear statement with respect to the problem. For example, 'Please accept our sincere apologies for not being able to respond to your query--------', or ' We sincerely apologize for the inconvenience caused on account of ------'

The statement of apology has to be accompanied by an explanation detailing the reason for whatever has happened, followed by the steps that you are taking to rectify the problem. If the customer has paid something in advance, offer a full refund. If the product against which the advance has been given is expected to become available after some time, ask the customer if he/she is willing to wait and assure him/her the product will be dispatched on priority, as soon as it is available. Sign the letter personally using a black pen.

A timely and properly drafted letter of apology can save you from a lot of future trouble, and can help build and strengthen tottering relationships, whether on a personal level or in business.