Sometimes in life there are situations when it is necessary to apologize in writing. In English, a letter of apology can be informal / personal (informal / personal) and business (formal). His writing in the event of any error, default, impossibility of performance, and so promises. N.
In general, the structure of the letter of apology is not particularly different from that of the usual formal / informal letter. However, there are also features. Consider the style of each letter separately apology.
Informal Letter of apology
It so happens that you’re hurt or upset someone in the family or a friend and you want to bring a sincere apology. You can save the relationship by sending a letter. What is it to write? According to the structure of your letter will look like this:
- Dear (Name),
- Introduction (§ 1) — why you are writing this letter. It should start with an apology, admit his mistake.
Here are some useful phrases for the opening of the letter, which will help to express my sincere apology:
English expressions Estimated value of the expression I hope you will understand when I say that … I hope you will understand when I say that … What can I say, except I’m sorry that … What can I say except I’m sorry … I’m sorry for … I am guilty … (I’m sorry …) I owe you an apology. I owe you an apology. I’m sorry if I upset you in any way … I’m sorry if in any way offended you … I can not describe how sorry I am and how guilty I feel. I do not have words to describe how sorry I am and how I have wronged you. I feel dreadful about … I acted badly … It was my fault, and I’m sorry. It was my fault, I’m sorry. My sensitivity was on vacation that day and I’m so sorry. I was terribly insensitive to the day, I’m sorry. I must beg your forgiveness for my outspoken and insensitive remarks. I plead forgive me for my terrible statements. Please forgive me for being so late. It was inexcusable. Forgive me, please, for the delay. I have no excuses. I apologize most humbly for (ignoring your feelings). I sincerely apologize for …
- Main Body (§ 2-3) — and an explanation of the reasons for your action. In the main part of the message you are trying to explain why it happened that way. It is important to fully acknowledge their mistake, even if you feel that it was not only your fault. Otherwise, a letter of apology would be meaningless and will only aggravate the conflict. In no case do not blame the recipient. Promise not to repeat such mistakes.
The main part of these will help steady the phrase:
English expressions Estimated value of the expression I blame myself for what happened. I blame myself for what happened. It was my fault (responsibility). It was my fault (charge). I’m embarrassed to admit that … I’m embarrassed to admit that … Please accept this letter as my personal promise to … Please accept this letter as my personal promise … I am sorry for the hurt I know this causes. I’m sorry for causing offense. I admit that I was in the wrong. I admit that I was wrong.
- Conclusion (final §) — the final part of the letter you once again apologize, wondering what you can do to resolve the situation, I promise that this will not happen again. Since this is a loved one, promised to call or meet personally to once again apologize.
The following phrase will help to make the final paragraph:
English expressions Estimated value of the expression I hope you believe me when I say how sorry I am. I hope you believe how much I regret. I can not tell you how sorry I am. I can not even tell you how sorry I am. I beg you to forgive me. I beg you, forgive me. There is no excuse for … and I hope you’ll forgive me. I am very guilty … but I hope you will forgive. I sincerely hope … I sincerely hope … All this being said, I again apologize for the problems I have caused you. Having said this, I want to once again ask for your forgiveness for any problem. We hope you are willing to give us another chance. I hope you will give us another chance. I hope this incident will not stand in the way of our friendship. Hopefully, this case will not be in the way of our friendship. Again, I apologize for betraying your trust. Once again, I apologize for not having lived up to your trust. I hope that as time passes you will find a way to forgive me. I hope that in time you can forgive me. I understand that it might be difficult for you to accept my apology, but … I understand that it is difficult to you to forgive me, but … I will call you later this week to apologize in person. I’ll call you this week to apologize in person. I can promise you that this will never happen again. I promise it will not happen again.
- At the end of the letter of apology is the final phrase. For example:
Sincerely (Sincerely yours),
Examples of personal letters of apology in English, you can see here:
Formal Letter of apology
Now consider a formal letter of apology.
Formal Letter of apology is usually sent in response to a complaint letter (Letter of Complaint). The purpose of a business letter, an apology — to explain the causes of the problems mentioned in the letter of complaint, as well as to convince the recipient that steps would be taken to resolve the problem and avoid their repetition in the future. It is advisable to offer compensation.
If compiling from literacy Personal Letter of apology depend on your personal relationship with anyone, it is a business letter, an apology can be a step towards the normalization of relations with the client / partner to help fix a bad situation in the business to maintain the company’s reputation.
Consider every structural part of the letter.
- At the beginning of the letter of apology, we appeal to the recipient by name. That is the type of treatment Dear Sir / Madam or To Whom it May Concern — are undesirable. Such treatment may seem too formal, the impression that you do not even bother to learn the name of your destination.
- Introduction (§ 1) — why you are writing this letter. It should start with an apology, expression of personal concern about the situation.
Here are some useful phrases for the opening of the letter:
English expressions Estimated value of the expression I am writing to apologize for … I am writing to apologize for … I am writing to offer my apologies for … I am writing to express my apologies for … I must (would like to) apologise for … Should (would like) to apologize for … Please accept my / our sincere / profuse apologies for … Please accept my / our sincere apologies … We apologise for … We apologize for … Thank you for bringing the matter / issue / problem to our attention. Thank you for letting us know about this matter / issue. I appreciated your advising me of this incident. For me it is important to your message. I would like to begin by giving my sincere apologies for the inconvenience that you experienced. At the outset I would like to express my sincere apologies for the inconvenience.
NB !!! Recall that in the official style is not allowed reduction of type I’m, do not, I’d and so on. N.
- Main Body:
(§ 2-3) — the reasons and explain the situation / problem.
(§ 4) — an offer of compensation.
The main part of the letter of apology (Section 2-3) to explain the cause of the error / problem. Every problem — in a separate section. It is necessary to recognize the guilt of the company, to express my regret and sorrow, to report on the measures taken.
It is desirable to provide any compensation for the error (paragraph 4).
Here are some useful phrases for the main part of the business letter, an apology:
English expressions Estimated value of the expression We accept full responsibility for the mistake. We take full responsibility for the error. I assure you we are taking the necessary steps to prevent it from happening in the future. Be assured that we take all necessary steps so that this will no longer happen. You have my assurance that … I guarantee you … Please be assured that we will … Be sure that we will … I am trying to sort it out (sort the problem out) as a matter of urgency. I’m trying to deal with it (solve the problem) immediately. I can assure you that this will not happen again. I promise that this is the future that does not happen again. We are doing everything we can do to resolve the issue. We do our best to solve the problem. Please allow me to suggest you … as compensation for … Let me offer you … as compensation for … To compensate for the inconvenience caused … For compensation for the inconvenience … Please allow me to offer you … by way of compensation … Let me offer you … in respect of …
- Conclusion (final §) — the final part of the letter need to apologize once again to express the hope that the incident will not affect your further cooperation, to write your contact information so that you can contact if the need arises.
You can employ the following expressions:
English expressions Estimated value of the expression Once again, our (my) sincere apologies for the inconvenience caused … Once again, please accept our (my) sincere apologies for any inconvenience caused … I hope that you will accept my apologies (that my apologies will be accepted). I hope you accept my apology (apologies will be accepted). I hope that you can forgive (overlook) this regrettable error. I hope you can forgive this unfortunate mistake. Thank you for your understanding. Thank you for understanding. If you would like to continue this conversation, please feel free to call me at … If you wish to continue our conversation, please do not hesitate to call me on the phone … Should you have any questions related to this correspondence, please feel free to contact me at your convenience. If you have questions regarding this letter, please contact me at your convenience.
- At the end of the letter — the final phrase:
Sincerely (Sincerely yours),
Examples of business letters of apology in English, you can see here: