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22. HOW TO WRITE A LETTER OF APOLOGY.
What is an apology letter?
An apology letter is a physical document or email that acknowledges a mistake, expresses regret and asks for the letter recipient's forgiveness or patience. Apology letters are important in the workplace because they create a physical or digital record of your admitting to and attempting to rectify a mistake or failure. Employees who can recognize when they are wrong and who make an effort to fix their mistakes are valuable additions to any professional team.

Writing an effective apology letter can be challenging but is also an incredibly significant skill. If you can humbly acknowledge your shortcomings and make amends for your mistakes, you are likely to be an effective employee and an asset to your workplace.

Related: Formatting Your Business Letter: Definitions, Tips and Examples
How to write an apology letter
When the time comes to write an apology letter, you may find yourself at a loss as to how to start, what to say and how much to write. Here are some simple steps you can follow to help you write an effective apology letter:
Acknowledge your mistake
Apologize sincerely
Share your plan to fix the problem
Ask for forgiveness
Deliver the letter
1. Acknowledge your mistake
The first step in writing an apology letter is informing your reader what the letter is about. Your first sentence should explain what you have done wrong and acknowledge the consequences that your mistake has had. For example, your letter might begin:
"Jackie, I need to tell you that I was the one responsible for sending you the wrong flight information for your most recent business trip. I realize that my mistake made you miss your flight and caused you unnecessary stress."

Owning up to your mistake from the very beginning of your letter will help you seem sincere and humble. It will also ensure that your recipient hears about your mistake from you instead of through office gossip. Confronting your mistake and reaching out to the affected party directly will help you resolve the issue as quickly as possible.

2. Apologize sincerely
The next step in writing your letter is to apologize. A sincere apology will involve saying "I am sorry" without any excuses or caveats. In many cases, a genuine apology that does not attempt to shift blame to anyone else is sufficient in earning your recipient's forgiveness. Part of apologizing sincerely is expressing your regret for the consequences you caused. For example, you might say:
"I am sorry for forgetting to email you the financial report you asked for. I felt awful when I heard that you had to reschedule your meeting with accounting because of my forgetfulness."
3. Share your plan to fix the problem
In addition to expressing your regret, you will also need to find a way to improve the situation. Assuring your recipient that you will do everything you can to make the matter right is a good place to start, but it will be even better if you can share the specific steps you will take to do so. Having this kind of plan shows your recipient that you recognize you owe them in some way and that you have put serious thought into how you can make the situation better. For example, you might write:
"I realize that my mistake made you look bad in front of the district manager. I have already called the district office and scheduled a meeting so I can explain that I am actually the one to blame."
4. Ask for forgiveness

Your letter should conclude with a specific attempt at making things right between you and your recipient. In most cases, this should involve a direct request for forgiveness. Asking for forgiveness shows that you realize the matter is not truly resolved until your relationship with the recipient is mended. It also invites the recipient to contribute to resolving the issue and finding closure. An example of this might be:

"I need to humbly ask for your forgiveness. I know that my mistake upset you, but I can hope we can resolve this and continue to work well together."
5. Deliver the letter
Depending on the situation and your relationship with the recipient, you might choose to either email your letter, send it by post or deliver it in person. If your mistake was an accident and if you and your recipient are equals in the workplace, a simple email would probably suffice. However, if your mistake was a result of poor judgment and if it affected your supervisor, manager or your entire team, it would likely be better to print the letter out and deliver it to a superior's office in person. Regardless of the particular situation, the most important things to focus on are sincerity, humility and honesty.
Read more: How to End a Letter
Tips for writing apology letters
Here are some specific tips on how to write an effective apology letter:
Be sincere
The most important thing to communicate in an apology letter is genuine emotion. If your letter is too stiff or impersonal, your reader is not likely to appreciate the gesture. Try to imagine how the other person is feeling and respond appropriately. It may also help to read your letter out loud before sending it to make sure it sounds natural.