Letter Writing

Apology Letter Format

Depending on the circumstances, you may have insulted or disappointed someone in your life. In the business environment, sending an official apology letter to a colleague, client, or boss is the most effective and professional approach to apologize. In this article, we will learn about apology letter format and how to create apology letters by looking at some sample letters in this article.

Apology Letter Format

Apology Letter

An apology letter is a written declaration, either in the form of a physical document or an email, that admits error, mistake, misunderstanding, or misbehaviour and requests forgiveness or tolerance. The purpose of writing an apology letter is to repair broken relationships and trust between two individuals, who could be friends, employees, bosses, clients, customers, wives, boyfriends and girlfriends, and so on.

When it comes to writing an apology letter, one of the most difficult problems is deciding what words to use. You must ensure that you compose the apology letter in a polite tone.

What to include in an Apology Letter

There is a basic four-part pattern you can follow when writing an informal apology to a friend or family member or a formal apology letter to a colleague or client.

  • The first thing you’ll want to explain is why you’re sending the letter, and to do so, you’ll need to apologize first and foremost.
  • You must accept full responsibility for your error. Accepting responsibility entails admitting what went wrong. Demonstrate empathy for the individual by demonstrating that you realize why your actions or words were inappropriate or painful.
  • You will also explain why you did what you did, whether it was deliberate or unintentional.
  • Finally, convince the other party that this error will not be repeated.

Guidelines to Write an Apology Letter

  • Show integrity and don’t be afraid to apologize. Sincerity is essential in an apology, so make sure your letter expresses real regret.
  • Because an apology letter is a formal document, ensure that the tone and content are formal.
  • Accept responsibility for the event and apologize.
  • If necessary, provide the event’s specifics. However, do not try to justify yourself.
  • Provide a solution or plan of action for the error.
  • Maintain your word and finish it to demonstrate to others that your apologies is genuine. You can also demonstrate your trustworthiness in this manner.
  • Consult a legal professional, if necessary, before extending an apology.

Apology Letter Format

Sender’s Address


Recipient’s Address


Subject: Apology Letter for __________



Body of the Letter: Begin with an apology, Accept responsibility for the event and, if necessary, explain the situation, Explain the steps done to correct the wrongdoings, and Assure the receiver that such an occurrence will not happen again.


Complimentary Closing

Sender’s Name

Sender’s Signature

Explore More Sample Letters

Apology Letter Samples

Sample 1 – Formal Apology Letter for Bad Behavior

Sam Fernandes

XYZ International School


5th April 2022

Mrs. Mary Joel

XYZ International School



Subject: Apology letter for Bad Behavior


Dear Mrs. Mary,

With all due respect and humble submission, I would like to sincerely apologize for my harsh behaviour in class. I’m sorry for my conduct and the repercussions. I didn’t mean to disrespect you in any way, nor did I want to ruin the mood of the class, and now I see that my behaviour was entirely wrong and disrespectful.

I will make certain that such an incident does not occur again in the future. Your effort to instil knowledge in us is incredibly inspiring. I hope you will forgive me for my acts and allow me to continue learning and growing under your supervision.


Yours Sincerely,

Sam Fernandes

Explore More Sample Letters

Sample 2 – Apology Letter for Incorrect Delivery of Products

The Manager

ABC Clothing

High Street Phoenix

Delhi – 46

23rd November 2021

Karan Sharma

5th Avenue, MGM Road

Delhi – 42


Subject: Apology for delivery of incorrect products


Respected Sir,

In response to your raised query on (date), we respectfully apologize for the wrong delivery of your products from our end, which you had ordered on our website on (date). First and foremost, we apologize for any difficulty caused by our error. We will replace it as soon as you return the inaccurate items to us (to the above-mentioned address). We’d also want to express our apologies by providing a coupon code (Coupon Code No.) that you can use on your future purchases. We look forward to a long and fruitful partnership with you.

Please bear with us for a short period of time. If you have any further questions or concerns, please contact us by phone or email.

We apologize once more for any inconvenience this has given you.


Thanking you,

Yours truly,

Designation, name and signature

Company name

Sample 3 – Apology Letter for Delay in Report Submission

Viraj Desai

XYZ Company

Sales Associate


1st June 2022

Mr. Cameroon

XYZ Company

Senior Sales Manager



Subject:  Apology for Delay in Submission of Project Report


Dear Mr. Cameroon,

I am deeply sorry for failing to meet the project report submission deadline. I assume full responsibility for my actions and the resulting difficulties.

The entire Project Report was supposed to be completed by June 1st, 2022, which I failed to meet. I am taking this very seriously and working on it day and night in order to complete and submit the Project Report by June 3rd, 2022. I promise to make every effort possible to make this initiative a success. I am once again grateful for the opportunity to collaborate on this project.


Yours Sincerely,

Viraj Desai

Frequently Asked Questions

Q1. What exactly is an apology letter?

Answer. In an apology letter, the sender writes to the recipient to apologize and make apologies for any mistakes made by the former. The ultimate purpose of an apology letter is to work toward restoring a relationship’s lost trust.

Q2. What are some suggestions for writing an apologetic letter?

Answer. Focus on the recipient’s sentiments and experience when writing a meaningful apology letter. Avoid using the letter to justify yourself or your point of view. This can be accomplished by writing clear and concise apologies for the specific transgression and admitting your role in the circumstance. Then, explain how you want to prevent repeating old mistakes in the future.

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