How to Write an Apology Letter: 14 Free Templates

An apology is used to show regret for one’s conduct and to recognize the hurt done to other people. Apologizing can help you repair your relationship with the person you offended by your error.

We seek to explain the significance of sending an apology letter and offer samples of effective letters to help with the writing process.

What is an apology Letter

An apology letter is a written declaration that confesses a fault, error, misunderstanding, or misconduct and asks for forgiveness or understanding. It can be sent as an email or physical document. 

In order to mend damaged relationships and restore trust among people, drafting an apology letter is crucial. It may be required to apologize in a variety of situations, including those involving coworkers, clients, bosses, and employees.

In a professional situation, apology letters are quite important since they show that you tried your best to make up for a mistake or failure. 

What to Include in an Apology Letter

Describe a strategy for improvement

Describe the measures you plan to take to prevent making the same error again. Give a detailed strategy for correcting the problem and preventing it from happening again. 

For instance, if your tardiness resulted in a team missing deadlines, explain how you’ve changed your schedule going forward to maintain timeliness. 

Ask the person you are apologizing to for their opinion as well, and see if there is anything further you can do to make things right.

Take responsibility for your actions

Don’t shift blame; instead, accept full responsibility for your error. Even if it hurts your reputation or ego, you must own your part in the circumstance. 

Also, be sure to stress your readiness to give up things personally if required to put things right and show your dedication to doing so.

Express your gratitude.

If preferred but not required, express appreciation for their prior diligence and valuable efforts. 

This indicates your sincere gratitude and strengthens your regret over what you did.

Recognize the severity of the damage done

Acknowledge their suffering and let them know you share their anguish by emphasizing how unpleasant it was. Use this chance to clarify that you never meant to hurt them.

Kindly admit your error while being clear

Once you’ve admitted that you need to apologize, state exactly what went wrong and why it was incorrect. Give detailed information, and don’t omit any crucial elements. 

The person you are apologizing to will understand your sincere understanding of your actions if you address the subject directly.

How to write an apology letter (Tips)

A well-written apology letter may be helpful in mending fences and resolving errors or wrongdoings. It is normal to feel unsure about where to start, what to include, and how to strike the correct tone when given the duty of writing an apology letter. Consider the following advice to help you write an effective apology letter:

Sincere regret should be expressed in an apology letter

Make sure your letter reflects a genuine feeling of sorrow and acknowledges the effects your actions had on the recipient. 

Addressing the problem right away shows that you are aware of your error and are truly sorry. While little indiscretions may be swiftly forgotten, serious offenses can need considerable emotional space before expecting forgiveness.

Refrain from giving justifications for your activities

Refrain from giving reasons or justifications for your acts. Excuses might call into question the sincerity of your apologies and suggest that you are not taking responsibility. 

Instead, concentrate on really saying “I am sorry” or “I apologize,” and let your body language show that you are truly sorry.

Keep your promises

If you vow to set things right or to do something specific, make sure you keep your word. By keeping your word, you establish credibility with the parties affected and show them that you are sincere.

Think about the best way to apologize

Depending on the seriousness of the situation and your connection with the impacted person, pick the best way to apologize. This might be done by the delivery of a written letter through mail, email, or in person.

Analyze the situation and take into account elements like the seriousness of the error and the professional hierarchy. Whatever method is used, honesty, sincerity, and humility should always come first.

Be aware of the potential legal repercussions

You should be aware that in some jurisdictions, making an apology might be construed as admitting guilt or legal responsibility.

If required, speak with a lawyer before offering an apology. However, unless there are major dangers involved, avoid invoking legal issues as a justification to avoid apologizing.

Give yourself time to forgive

Be aware that it might not happen right away. Give the impacted person time and space to process their sentiments while respecting their emotions.

Recognize their viewpoint and indicate that you are aware of how tough it is to forgive. Assure them of your dedication to improvement and show them via your actions that you are proactively trying to get better.

Key takeaways

Being truthful and faithful to your word is essential for conveying your message clearly. Even though it sometimes means having to swallow your pride to apologize, keeping your word can improve relationships.

Letter Template: 1

Professional Apology Letter

[Name of the sender]

[Designation of the respective person]

To,

[Name of addressee]

Subject: corporate apology letter 

Respected [sir/ma’am],

I am [mention the name of the sender] working with the [mention the name of a team] in your reputed.  Through this letter, kindly accept my apology for forwarding the wrong reports to one of our biggest clients. I promise you that it was not intentional at all.

Just because of my irresponsibility I have risked so many things for the company. I know I have let the name of our company go down and I deeply apologize for that. I understand that both the company and the client were unhappy to see me perform so casually like this. Just for one mistake, all my good image has now turned into a bad image not only in front of the office but also in front of the clients. 

Whatever I do I know it cannot defend my actions but I would like to inform you that from last week I have been working extra shifts as I have the pressure of [mention a number] major projects on my shoulder. Just because of this reason I got confused and somehow sent the wrong folder to the wrong client.

I am so sorry [mention the name of boss] for my actions. I have already had a talk with the clients and apologized personally for sending them the wrong file and then handed over the right file to them. I am truly sorry for committing such a big mistake and for being so careless. 

It would be an honor if you give me another chance to prove myself worthy of the position. I promise to never repeat such mistakes ever again. I promise to stay more focused and determined towards my work.

Thanking you 

Yours truly,

[Mention the name of the sender]

Professional Apology Letter

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Letter Template: 2

Professional Apology Letter

[Name of the sender]

[Designation of the respective person]

To,

[Name of addressee]

Subject: corporate apology letter 

Respected [sir/ma’am],

I am [mention the name of the sender] working for [mention the name of the company] as a [mention the name of a high post] and I am writing this letter on behalf of our company. As per your complaint that was reported by you on [mention the date] and I would like to ask for your apology for the inconvenience that was caused because of us. Basically, something like this never happens but we were not at all aware of this and we deeply regret this terrible mistake that was caused by us.

We are so sorry to hear that the product you received from us was defective and didn’t function as promised. We are deeply sorry for the inconvenience. As per our rules and regulations policies, if a product comes out to be defective from the very beginning, we change the whole product with a brand new one free of cost.

As per the proof that you have shared with us which contains an opening video of the package and there only we can notice that the product is partially defective. 

We are seriously very sorry for this and as promised we will be delivering the new product at your doorstep within 3 – 4 business days. I hope we are able to justify our actions. But still we would be very grateful if you give us another chance by shopping from our site again.

Again we apologize for the inconvenience caused due to us but please be patient and still if you have any more questions feel free to contact us again. We hope that we are able to solve your problem and thank you for choosing [mention the name of the company].

Thanking you 

Yours truly,

[Mention the name of the sender]

Professional Apology Letter

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Letter Template: 3

Professional Apology Letter

[Name of the sender]

[Designation of the respective person]

To,

[Name of addressee]

Subject: corporate apology letter 

Respected [sir/ma’am],

I am [mention the name of the sender] working with the [mention the name of a team] in your reputed. I am writing this letter to kindly ask you to accept my apology for delivering the wrong parcel to one of our regular clients. I promise you that it was not intentional at all. Just because of my casualties I have risked so many things for the company.

I know I have let the name of our company go down and I deeply apologize for that. I understand that both the company and the client were unhappy to see me perform so irresponsibly like that.  

Whatever I do I know I cannot defend my actions but I would like to inform you that due to [mention a good reason for being under pressure] I was having a lot of pressure on myself. Just because of this reason I got confused and somehow delivered the wrong product to the wrong client.

I really apologize from the bottom of my heart [mention the name of my boss] for my actions. I have already talked with the clients and have asked for their apology personally for delivering them the wrong product and then handing over the right product to them. I am truly sorry for committing such a big mistake and for being so careless. I would be very grateful to you if you give me another chance to prove myself worthy of the position. I promise to never repeat such mistakes ever again.

Thanking you 

Yours truly,

[Mention the name of the sender]

Professional Apology Letter

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Letter Template: 4

Professional Apology Letter

[Name of the sender]

[Designation of the respective person]

To,

[Name of addressee]

Subject: corporate apology letter 

Respected [sir/ma’am],

I am [mention the name of the sender] working with the [mention the name of a team] in your reputed. Through this letter, kindly accept my apology for missing the meeting with one of our biggest clients. I promise you that it was not intentional at all. 

Just because of my irresponsibility I became so unprofessional which has risked almost everything for the company. I know I have let the name of our company go down and I deeply apologize for that. I understand that both the company and the client were unhappy to see me perform so casually like this. Just for one mistake, all my good image has now turned into a bad image not only in front of the office but also in front of the clients. 

Whatever I do I know it cannot defend my actions but I would like to inform you that as I was crossing the signal, a truck that was in front of me suddenly took a left turn without any indication due to which I had to hit the brakes and left-right and unknowingly I hit another motor car and the man got blood clots and small cuts all over his legs.

I had to take him to the hospital but the doctors there were making a big scene just because it was an accident case. After that, the police came and I explained everything and everything to them and after everything was over, the meeting time was over and I missed it just because of this reason.

It would be an honor if you give me another chance to prove myself worthy of the position. I promise to never repeat such mistakes ever again. I promise to stay more focused and determined in my work.

Thanking you 

Yours truly,

[Mention the name of the sender]

Professional Apology Letter

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Template: 5

Apology Letter for Sleeping on Duty

(Your name)

(Your address)

(Your contact information)

(Date)

(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Letter to Apologize for Sleeping on Duty

Dear (Name of the Recipient)

I really apologize for my irresponsible of sleeping during duty hours, which happened on the day of (mention the details of the issue). I am really regretful for my behavior and for the inconveniences it has caused you and your institution. I am really very sorry as I fell asleep, but it was really unintentional on my part.

As I take full responsibility for the mistake from my side, I assure you that this mistake will not repeat itself again in the future. I feel regret for the problems you and your institution had to face for my nonsensical attitude.

I would really appreciate this if you consider my problem and circumstances which is the main cause of my faulty behavior. I hope you will give me another chance to prove myself and my qualities.

I am ready to receive the result of this mistake caused by me. If you have anything to say to me regarding this matter you can contact me at any time. I am always ready to be in touch with you. Hope you will consider my request and oblige me.

Thank you for your kindness and support like always,

Sincerely,

(Hand-written Signature)

(Date)

(Notary or witness if required)

sleeping on duty apology letter

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Letter Template: 6

Apology Letter for Sleeping on Duty

(Your name)

(Your address)

(Your contact information)

(Date)

(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Letter to Apologize for Sleeping on Duty

Dear (Name of the Recipient)

I [mention the name of sender] am writing this letter to apologize for irresponsibility sleeping during the working hours on [mention the date on which the incident took place]. I am so sorry sir/ma’am for my irresponsible behaviour. For me the company as well as you had to face the consequences and I am really sorry for that. I really apologize for falling asleep during the working hours but I would like to inform you that it was not intentional at all. 

As because of my careless behaviour the company had to face the problems, I hereby would like to take the full responsibility for the mistake that I have committed. I can assure you that this kind of terrible mistake will never happen again. I feel so guilty for my actions and I feel more guilty that because of my actions you and our company had to face the consequences. The reason why I fell asleep during working hours was [mention the reason why the sender fell asleep during working hours]. I would really appreciate it if you consider understanding my situation and know that it was not intentional at all. 

I would kindly request you to give me another chance so that I can prove myself to you that I am not at all so careless and irresponsible but that day somehow things went out of my hands and I fell asleep during the working hours. Do consider giving me another chance, I promise not to disappoint you or the company ever again. I promise that I will never repeat this kind of mistake ever again and I will never let the name of our company go down. Thank you so much for being understanding.

Sincerely,

(Hand-written Signature)

(Date)

(Notary or witness if required)

Apology Letter for Sleeping on Duty

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Letter Template: 7

Apology Letter for Sleeping on Duty

(Your name)

(Your address)

(Your contact information)

(Date)

(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Letter to Apologize for Sleeping on Duty

Dear (Name of the Recipient)

I am [mention the name of sender] and I am writing this letter to apologize for carelessly sleeping during the working hours on [mention the date on which the incident took place]. I apologize sir/ma’am for my irresponsible behaviour and promise to never repeat it again. For my careless behaviour the company as well as you had to face all the problems and I am really sorry for that. I am really sorry for falling asleep during the working hours but I would like to inform you that it was not intentional at all. 

Because of my irresponsible behavior, the company had to face the consequences, I would like to take full responsibility for the mistake that I have committed. I promise you that this kind of terrible mistake will never happen again.

I feel so bad for my actions, and I feel more guilty that because of my actions, you and our company had to face the problems. The reason behind me falling asleep during working hours was [mention the reason why the sender fell asleep during working hours]. I would really appreciate it if you understand my situation and know that it was not planned at all. 

I would request you to give me another chance so that I can prove my worth to you that I am not so careless or irresponsible but that day somehow things went out of my hands, and I fell asleep during working hours. Please consider giving me another chance, I promise I will not disappoint you or the company ever again. I promise not to repeat this kind of mistake ever again, and I will never let the name of our company go down. Thank you so much for being understanding.

Sincerely,

(Hand-written Signature)

(Date)

(Notary or witness if required)

Apology Letter for Sleeping on Duty

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Letter Template: 8

Overpayment Apology Letter

To

[Mention the name of the addressee]

[Mention the designation of the addressee]

[Mention the address of the addressee]

[Mention the date]

Subject: Letter to Apologize for The Overpayment.

Respected Sir / Madam, 

I [mention your name] would like to extend an apology for the mistake of overpayment made by me on [mention the date] for [mention the loan type or any other subscriptions or recurring deposits or any other similar types].

The mistake was not done knowingly. It happened so, [mention the reason happened]. When I realized the mistake till then the payment was already made. I tried to call my [mention the name of the bank] for withdrawal of the payment but couldn’t get through. And I had no way to rectify the mistake.

The payment was done on [mention the date] through [mention the mode of payment]. My payment was supposed to be [mention the amount] but by mistake, I made a payment of [mention the payment]

In past, no such mistake had happened on my end and I assure you that nothing like this will happen in the future. I would request you to give this one chance for rectification. I had always paid all the payments on time and in proper order in past, so considering the same please give me a single chance. 

I would request you to adjust the overpayment of [mention the amount of extra payment done] with my next due payment. I will remain grateful if you kindly accept my apology.

Please let me know the process for the request I made. I would be obliged if you send me the details over to my mailbox [mention the mail id] and my contact number is [mention the contact number].

Thanks,

Yours Sincerely,

[Handwritten Signature]

[Mention your name]

[Mention your contact details]

[Mention the date].

overpayment apology letter

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Letter Template: 9

Incorrect Mail Apologize Letter

[Name of the sender]

[Designation of the respective person]

To,

[Name of addressee]

Subject: letter to apologize for incorrect mail

Respected sir/madam,

This letter is to inform [mention the name of the person] from [mention the name of the company or the organization to which you are writing this letter] that our company didn’t mean to send you an incorrect mail. This action was not done intentionally. On [mention date and time] our team was going through some panic situation, due to which we ended up sending you the incorrect mail.

We would like to apologize for it and we apologize for the inconvenience that you faced because of our company. Very soon we will send you your right mail and we assure you that this will not happen again in the future. [Give reason for sending the incorrect mail according to you in your own words, this is just an example given].

We request you to kindly delete that mail as it contains security information for our business client. We hope you would understand our situation and support our firm.

 Lastly, we would like to apologize for this inconvenience, please accept our apology. We hope this will not harm our business deal.

For further queries, you can reach our management department at [mention phone number] or directly through an email [mention email address].

Sincerely,

[Sender Name]

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Letter Template: 10

Incorrect Mail Apologize Letter

[Mention the Name of the sender]

[Designation of the respective person]

[Name of the company]

To,

[Name of the recipient]

[Designation of the recipient]

[Name of the company]

[Mention contact details]

Subject: letter to apologize for sending an incorrect mail

Respected sir/madam,

We are writing this letter to inform you [mention the name of the person] of the company [mention the name of the company to which you are writing this letter] that our company (mention the name and details of your company) had no intention to sent you an incorrect mail. This action was not done intentionally. On [mention date and time] our team was undergoing some critical situation regarding the malfunction of our computers, as a result of this; we end up sending you the incorrect mail.

We would like to earnestly apologize to you for this mistake and the inconvenience you had to face because of us. Very soon we will send you the accurate mail and we can assure you that this mistake will not repeat again in the future.

We request you kindly delete that mail, as it has some important and confidential information for our business client. We hope you would understand our difficult situation and support us like always.

Once again, we would like to apologize for this inconvenience on behalf of our entire team, please accept this. We hope this mistake will not harm our business relationship in the near future.

For any queries or information, feel free to reach our department of (mention details) at [mention phone number] or directly through an email [mention email address].

Thanking you,

With regards,

[Mention Sender’s Name]

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Letter Template: 11

Forgery Apology Letter

[Name of the sender]

[Designation of the respective person]

To,

[Name of addressee]

Subject: Letter to Apologize for Forgery

Respected sir/madam,

This letter is to inform you about my forgery to you. I would like to say that I am sorry for forging my parent’s signature on my report card. I was scared of getting scolded for my bad marks.

I had then, but now I am feeling guilty about it. Actually, I was not prepared for the exam. There had been a situation going on in the family and due to this, my parents were not able to concentrate on my studies.

I was trying to study on my own, but the results were not good. I didn’t want to show the exam score to my parents as I had no intention of upsetting them, which is why I signed the report card on their behalf.

I apologize for the action that I took and my parents understand the situation now. They will come and talk to you in person soon. Please accept my apology for this. My parents advised me not to do such a thing in life again and I have promised to be good and not to repeat it again in the future.

Thanking you,

Yours faithfully

[Name of the sender]

forgery apology letter

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Letter Template: 12

Forgery Apology Letter

(Mention your name)

(Mention your address)

(Mention the designation)

(Mention the name of the company)

(Date)

To,

(Mention the name of the Recipient)

(Designation of the recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Letter to Apologize for Forgery

Respected sir/madam,

I am writing this letter to apologize to you for my misconduct of forgery. I would like to express my deepest apology for forging my parent’s signature on my progress sheet for this year (mention details).

I was scared of receiving bad comments for my poor marks. Though I had done that shameful task already, now I am feeling guilty about it. Actually, I was not prepared mentally to give the exam.

There had been a problematic situation going on in the family regarding (mention the details), and due to which I was not able to concentrate on my studies for a long period of time. Although I had tried my best to study independently, the results were unsatisfactory.

I was not prepared to show the exam sheet to my parents as I did not want to hurt them, which is the reason, I signed the report card on my own without informing them.

I greatly apologize for the shameful action that I have taken and request your forgiveness. They will come to talk to you in person very soon. Please be kind enough to accept my apology for this. I promise not to do such a shameful thing in life again and to be a respectable and sincere citizen.

Thank you very much,

Yours faithfully,

[Name of the sender]

forgery apology letter

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Template: 13

Forget Birthday Apology Letter

[Name of the sender]

[Designation of the respective person]

To,

[Name of addressee]

Subject: Letter to Apologize for Forgetting Birthday

Dear [candidate name],

This letter is regarding my apology to [mention the name of the person to whom you are apologizing]. I would like to apologize to you for forgetting your birthday. I got so busy with the office work that I totally forgot about the day.

I know you might was expecting me to come to meet you, but unfortunately, because of my office work I was not able to attend that, I am genuinely very sorry for it.

I hope you will understand and accept my apology for this. You are a great friend to me, I remember each and every moment of our school days. I promise you I will take care of it from now, and will not repeat it again. I hope you will forgive me, and we will be the same as before. 

Lastly, please accept my apology and forgive me, I will shortly come to meet you. I hope you will forgive me for forgetting your birthday.

Thanking you

With love,

[Name of the sender]

forgot birthday apology letter

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Template: 14

Forget Birthday Apology Letter

Dear [mention first name of the recipient],

I am extremely sorry [mention first name of the recipient] that I forgot your birthday even though you always remember mine.

Trust me if it wasn’t for the late-night work, I would have not forgotten your birthday and wished you immediately when the day started. I know that you are probably very sad and angry at the same time, but I know that after seeing what I have sent to you along with the letter, you will definitely forgive me.

I know that you had told me that you wanted the entire family together on your birthday or else you would not celebrate it but please, for my sake at least, celebrate this day to your heart’s content and do whatever you want to do make sure that you do not flout any of the COVID-19 rules and regulations that have been placed in by the government.

I only wish that you enjoy this day but do keep yourself safe and healthy, 

Thanking you

With love,

[Mention the first name of the sender]

forgot birthday apology letter

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Letter Template: 15

Insulting Someone Apology Letter

[Name of the sender]

[Designation of the respective person]

To,

[Name of addressee]

Subject: Apologies for insulting someone

Dear [candidate name],

This letter is in regard to my apology to [mention the name of the person to whom you are apologizing]. I would like to apologize for insulting you. I didn’t mean to use such words for you.

I know I have made a mistake, and I am genuinely sorry for my action. You have been a very close friend since childhood and one of my classmates too.

I don’t want to break our relationship due to this issue. I hope you will understand and accept my apology for this. You are a great childhood friend to me; I remember each and every moment of our school and tuition days spent together.

I promise you I will take care of it from now and will not repeat it to any person. I hope you will forgive me, and we will be the same as before. 

Lastly, please accept my apology and forgive me; I will shortly come to meet you. I hope you will forgive me for insulting you; I genuinely didn’t mean to hurt you. Please forgive me.

Thanking you

With love,

[Name of the sender]

Insulting Someone Apology Letter

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Letter Template: 16

Insulting Someone Apology Letter

[Name of the sender]

[Designation of the respective person]

To,

[Name of addressee]

Subject: Apologies for insulting someone

Dear [candidate name],

Just like every food needs the right amount of salt in it in order to be perfect, I need you around me all the time in order to be perfect. I am so sorry [mention the name of the recipient] for insulting you and not giving you any respect or attention. Please understand that everything I said was not intentional at all and I really didn’t mean any single word of it. 

I cannot unsay anything I said, and I know that no matter what I shouldn’t have insulted you but believe me if there was anything I could do to delete all those harsh moments I would have done it as soon as possible.

I have realized that you were right from the very beginning and I was the one who didn’t pay attention to you. I know that I took our relationship very casually and I shouldn’t have done it. 

Please give me another chance to prove myself to you that yes I can change myself or do anything else to keep you by my side. It has really become very hard for me to process a single day without you by my side.

Please consider my apology and forgive me for this time. I promise I will never repeat this mistake and I will always give priority to you and of course to what you say.

I hope that you will understand that due to all the work pressure and stress on that day I totally lost control over myself and said all those insulting words but believe me after that I realized that I was wrong and started regretting immediately.

I am really very sorry [mention the name of the recipient] for using such cruel words against you. Now that I have realized it was my fault from the very beginning I promise I will change myself. Please consider giving me another chance and I promise I will show you that you are the most important thing to me. 

Thanking you

With love,

[Name of the sender]

Insulting Someone Apology Letter

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