Sample Business Apology Letter

From LoveToKnow Business

A number of sample business apology letters are available online to help you find the right words to extend an apology in a professional manner within a business environment.

When to Write a Business Apology Letter

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. Usually, if you acknowledge you've made an error in judgment, a mistake 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.

What to Include in Your Apology

When writing an apology business letter 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. What went wrong and how you plan to rectify the situation. Along with extending the apology in a timely manner, when you write an apology letter be sure to promise you won't repeat the offense. At the end of the letter, apologize one more time and mention that you value the business relationship.

Why Write a Business Apology Letter

Writing a business apology letter will show the injured 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.

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 – Use a common, easy-to-read font such as Times Roman using good quality, white paper.
• Use a formal business letter format. – Semi-block, full-block, etc.
• Incorporate your apology at the beginning of your letter.
• Clarify the problem when you apologize to a customer.
• Offer an explanation.
• Outline what action you plan to take to rectify the problem.
• Sign the letter by hand with black ink.

When to Postpone Writing a Business Apology Letter

While it is prudent in most cases to write and send your apology letter with a quick response, there are times when it is best to wait. For example, if the incident in question may result in legal action or liability issues, it is best to talk with legal counsel before you put anything in writing.