How to Write Apologies - How to Write Letters | Gallaudet University (2024)

FAQs

How to Write Apologies - How to Write Letters | Gallaudet University? ›

Guidelines for writing apologies:

Clearly state what you are apologizing for and accept responsibility for your actions. Express regret and empathy for any harm caused. Offer a solution or plan to rectify the situation if possible. End with a formal closing, such as "Sincerely" or "Yours faithfully," followed by your name.

Statements such as “I am sorry that this happened,” or “I am sorry that you are in such pain” capture regret in a blame-free manner. Describe the event and medical response in brief, factual terms. If additional follow-up is indicated, discuss those plans with the patient.

Here are some examples of good and bad apologies. "I'm sorry I lost my temper last night. I've been under a lot of pressure at work, but that's no excuse for my behavior. I love you and will try harder not to take my frustrations out on you."

Guidelines for writing apologies:

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.

I am writing to offer my deepest apologies for [briefly describe the issue or reason why an apology is needed]. I deeply regret [describe what you did] and understand the impact it has had on you. I value our [relationship/connection] and am committed to making things right.

Therefore, make sure you say these exact words: “I'm sorry.” If you open the letter with “I'm sorry, but…” you are off to a bad start. This is a sure sign that you are not actually going to take responsibility for what happened. Therefore, always open your letter with the words: “I'm sorry.”

A sincere and effective apology is one that communicates genuine empathy, remorse, and regret as well as a promise to learn from your mistakes. In other words, you need to really believe you did something wrong and feel sorry for the hurt you caused.

What words should you avoid in an apology letter? ›

An apology should include the reason the apology is needed to show a clear understanding of what went wrong. Apologies should not try to shift the blame or use language that is passive, ambiguous or dismissive about what happened. Avoid using words such as 'if', 'but', 'however' and 'any'.

Acknowledge what happened, what you did, and what damage you may have done. Make it clear that you understand why your actions were wrong. Avoid justifications and obfuscations. The words “if” and “but” don't belong in your apology, nor does pushing the blame off on someone or something else.

Passive-aggressive apologies are also insincere and intended to make the recipient feel badly. An example of this is emphatically repeating, “I'm sorry, I'm sorry, I'm sorry!” Coerced apologies or those that fulfill someone's expectations are not sincere. Transactional - “I apologized now, so it's your turn.”

Example: Dear [Customer's Name], I wanted to follow up regarding the recent issue you had with our service. Once again, I want to express our sincere apologies for the mix-up—it was our mistake, and we are completely responsible for it.

I am writing to express my deepest apologies for [mention the specific incident or behavior]. When I [describe the incident], I didn't realize how much it would affect you. I understand now that my actions were thoughtless and hurtful. I regret that I let you down and caused you pain.

‍Detail personal circ*mstances, such as your age, the shame and reflection you've undergone since the incident. ‍Express that you will not repeat this behaviour again, and do not try to make excuses for why you committed the crime that you did. Simply acknowledge your wrongdoings and take full accountability.