Content of Apology Letters
Apology letters should have a formal, professional voice. The content needs to include the details of your mistake, an open apology, any actions you undertook to correct the mistake, and the manner in which you will proceed to prevent the mistake from happening again. End the letter with a strong emphasis on the fact that you resolved all problems that resulted from the incident.
What Not to Do in Apology Letters
Writing an apology letter is going to take forethought. You want to come across as sincere while you may be hurt and frustrated. Avoid sounding like the letter is only being written out of obligation. Stay away from words like if, may, might, but and the dreaded that you. Depending on their use, they imply the problem is that others are seeing your mistake in a bad light. I’m sorry if my behavior caused a problem. I’m sorry that you feel that way. A sincere, honest apology is when you accept responsibility, don’t deflect the impact of those actions, and acknowledge how the situation affected others.
Stay away from generalizations. Say I’m sorry I mislabeled the package. Not I’m sorry for my mistake. The specifics indicate you are fully aware of what you did.
Do You Mean It?
There may come a time when you have to apologize for an action that you don’t regret. You may believe other parties need to come clean. At this time, you need to consider your actions specifically and how they disrupted production, ruined opportunities, hurt reputations, or caused loss or damage. Evaluate your personal involvement and use that to craft your apology letter.
Lastly, never write apology letters when you’re angry and conflicted. Clear your head first.
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