If you've made a mistake or hurt someone's feelings, you'll want to apologize in a way that shows you really care. Writing an apology letter, personal or professional, can help fix any mistakes you've made. The tone of your letter will vary depending on whether it is a personal or professional letter. However, there are some things you should consider to make sure the message you want to communicate is authentic and effective.
Steps
Method 1 of 3: Personal Letter
Step 1. Ask if there is anything else you can do
The person you're apologizing to may have some ideas about how you can fix your mistakes. By asking for this type of suggestion, you are indicating that you are willing to do whatever it takes to show that your apology is sincere and to improve the situation.
For example, you could say, "I know I made a mess by not coming to your party after I said I was coming. Can I take you out for a drink or invite you to my house for dinner to make up for it? I want you to know how important you are to me."
Step 2. Ask if you can apologize in person
Depending on what the problem is, it may be best to meet in a neutral place so that you can apologize face to face. So ask for this possibility before concluding your letter, but keep in mind that depending on the severity of the problem, the offended person may not want to see you. However, it is important that you request the opportunity to meet each other.
For example, you can say something like, "I would really like to meet you and have a chance to apologize in person. Please let me know what day and time you might be available."
Step 3. Use a signature that conveys your emotions
If you are sending a personal apology letter, you can sign in a more informal way and express how you feel about the person. You can use "Affection", "I'm sorry" or "A Hug".
Method 2 of 3: Professional Letter
Step 1. Suggest ways to solve the problem
When you apologize for a mistake you made in business, it's important to let your customers know that you intend to fix it. Offer solutions to remedy whatever the reason you are apologizing for. Make sure the solutions you propose are concrete, don't just focus on what you think the customer wants to hear.
For example, you could propose a solution like this: "To remedy the fact that we lost your last shipment, we would like to send it back for free and also offer you a 30% discount on your next order"
Step 2. Emphasize the intention to make sure that the error does not happen again
In your last paragraph, list the precautions you are taking to prevent the same mistakes from happening again. Specify as much as possible in describing what you did and how your solution will prevent it from happening again.
For example, you might say, "I have taken several steps to avoid missing project deadlines in the future. I have created an online calendar, with reminders weekly, daily, and eight hours before deadlines. I have prepared very detailed lists of things to do. make sure that each phase of the project is completed in a timely manner"
Step 3. Use an appropriate signature
If you're writing a professional apology letter, your signature should be a little more formal. You can use "I wish you the best" or "Sincerely" as the closing of the letter, before signing it.
Method 3 of 3: Setting the Right Tone
Step 1. Use a polite, yet professional tone for a professional apology
If you are apologizing for a mistake you made in a corporate setting, be polite but professional. Explain the situation and apologize as sincerely as possible. Don't use a familiar tone in order to make the recipient soften towards you.
- For example, you can say something like "Again, I apologize for the mistake I made on this issue, I can assure you that I have taken steps to ensure it never happens again."
- Avoid saying something like, "I'm really, really sorry and I hope deep down in your heart you can forgive me." It's too personal for an apology in the workplace.
Step 2. Use a genuine tone for a personal apology
If you are apologizing to someone in your private life, the tone should be personal. Using a more formal tone can give the impression that your apology is false or forced.
For example, you might say something like, "I'm really, really sorry I hurt your feelings with my joke. I said it without thinking and I understand why it hurt you. I'm sorry."
Step 3. Don't make excuses
It can be tempting to seek excuses for the mistake you made, especially if there were other circumstances that led to the mistake. But making up excuses can give the impression that you don't mean to ask for forgiveness. Take your responsibilities and apologize.
For example, instead of saying "I'm sorry that this part of the project was neglected, but I had the flu. After that my daughter got sick too and then we had already planned the holidays"; instead say something like "I'm sorry this part of the project has been neglected, I've taken steps to ensure this doesn't happen again"
Step 4. Don't blame anyone else
It might seem tempting to end your letter by pointing out that you believe someone else should be blamed too. Doing this at the end of the letter basically erases everything you said before and makes it less likely that anyone reading your letter will accept your apology.
Step 5. Sign the letter
If you take the time to actually sign the letter, it shows that you care enough to add a personal touch. You should sign both personal and professional apology letters. Print the letter and write your signature by hand.
- A professional apology letter should be sent by email, a personal apology letter can be delivered by hand.
- If for some reason you absolutely don't have the ability to hand-sign a professional letter of apology, be sure to use a digital signature. Some word processing software allows you to add your signature to the document. You can also write it down on a piece of paper, scan it to your computer and save it as an image to insert into a letter.
