The sooner you write an apology business letter after an infraction the better. If you’ve committed a business offense of some kind, extend an apology shortly thereafter. Acting quickly can make the difference between saving or ending a business relationship.
What to Include in Your Apology
Usually, if you acknowledge you’ve made an error in judgment or were wrong in some fashion and express your regret sincerely, the person receiving the letter will forgive the infraction and continue to do business with you. However, sometimes it takes more than words, and an apology letter must be accompanied by appropriate restitution to repair your business relationship.
Start by saying you are sorry. You want the intent of the letter to be clear. Next, offer an explanation regarding the reason for the letter. Acknowledge what went wrong and how you plan to rectify the situation. Along with extending the apology in a timely manner, be sure to promise you won’t repeat the offense. At the end of the letter, apologize one more time and mention you value the business relationship.
Why Write a Business Apology Letter
Writing a business apology letter will show the offended party you not only realize you were wrong, but you also value the relationship. It’s important you accept responsibility for what happened. In return, you may be surprised to find the injured party might also accept partial responsibility and apologize in return. Some reasons to write this type of letter include:
- Missing an important meeting
- Poor customer service
- Incorrect delivery of products
- Shipping defective goods
- Overcharge on credit card
- Delay for a refund
Business Apology Letter Writing Tips
Along with viewing sample business apology letters, the following quick tips will come in handy when writing your own letter:
- Type the apology using a common, easy-to-read font such as Times Roman.
- Print your letter on good quality, white paper.
- Use a formal business letter format such as semi-block or full-block.
- Incorporate your apology within the beginning of your letter.
- Clarify the problem when you apologize to a customer.
- Offer a specific explanation.
- Outline what action you plan to take to rectify the problem.
- Sign the letter by hand.