APOLOGY LETTERS
An apology letter is a type of letter in which you express that you are sorry for something. If
you believe that you have done/said something that has offended or hurt someone, any of your
action has caused injury to someone, or if you have broken your promise, it's time to apologize.
What to include in an apology letter:
Express your remorse, and say that "I'm sorry" (in an informal letter) or "Please accept
my sincere apology" (in a semi-formal or formal letter) in the opening line(s) of your
letter.
Give some explanation for what happened. Specifically mention why you are sorry /you
are apologizing for. That will give the recipient of the letter a clear idea that you
understand what you did.
Take responsibility for the situation. Don't give an excuse, rather admit your fault.
Vow that you won't do that again.
Offer to make some amends.
Tips for writing an apology letter
1. Write an apology letter shortly after the offence.
2. Always be honest and ethical: Be honest in all your business and personal dealings.
Decide to always tell the truth. Freely acknowledge what you did wrong and express
sincere regret in your apology letter.
3. Accept responsibility for what you did and do not blame the other person.
4. Promise in your apology letter not to repeat your offensive action.
!!! Apology letters can be both formal and informal. According to your addressee you may
write either of them. Please note that the main difference between a personal/informal and
formal/semi-formal letter is the expression and tone you use in your letter. An apology letter to a
friend/ family member can take on a more casual tone, while a semi-formal/formal apology letter
written to someone other than your friend or family will be much formal and have formal
expressions.
Less Formal More Formal
I apologize for missing your party. I wish to sincerely apologize for missing
the meeting.
I regret that I couldn’t make it. I deeply regret that I was not in
attendance.
Please accept my apology. Please accept my sincerest apology.
I’m so sorry I wasn’t able to come. I am very sorry that I was not able to
come.
Sample Letter Analysis
You should spend about 20 minutes on this task.
You have received the invitation to take part in your friend’s wedding ceremony, but you
will be in Canada on a business trip on that day with your boss. Write to your friend to
apologise for not being able to take part in the wedding ceremony.
You should write at least 150 words.
You do NOT need to write your address.
Begin your letter as follows:
Dear...,
Dear Jackie,
Thank you very much for inviting me to take part in your wedding ceremony on Feb. 12.
First of all, please accept my warmest and most sincere congratulations to you and Mary! But I
have to ask for your forgiveness of not being able to turn up at the ceremony because on that day
I will be in Canada with my boss on business. You know I have just come to this firm and I am
the only secretary whose English is good enough to interpret for the boss. Therefore, I just
cannot tell the boss that I won’t go with him to Canada. What a pity it is to miss your wedding
ceremony! What makes me feel even uneasier is that you came to my wedding last year! Well, to
make up for the disappointment, I will visit you before I leave for Canada to present my
greetings to you. I will give you a call beforehand.
Say hello to Mary.
Yours sincerely,
Larry Smith
Larry Smith (170 words)
Analysing this sample letter
Below are the main parts of this letter:
1. Thanking the sender for inviting him to the sender’s wedding ceremony.
2. Offering an apology and explaining the reasons.
3. Suggesting a way to make up for the problem: visiting the sender before leaving for
business.
1. Commonly-used statements in an apology letter
I apologise for... I think you can understand me.
I offended you quite unintentionally. Would you mind changing another time?
Please accept my apologies. Would you please send another form to me?
I terribly regret that... I cannot... because ...
Much to my regret, I cannot... This is the reason that I...
I regret to inform you of... The reason why I was late is that...
I regret to say that... This is one of the reasons I couldn’t make it.
I am sorry that I shall not be able to ... The only reason for the delay is that ...
I know ... but I’m afraid ... I hope you will accept my sincere apologies
I must say sorry to you first. for ... Will you be good enough to excuse
I make a second apology to you. me for ...
2. Commonly-used words and expressions in an apology letter
Accident arrive ashamed
Apology blame correct
Arrival excuse expected
Avoid forgive misunderstand
do wrong neglect duties offend
fail redress errors regret
misunderstanding reimburse for a loss reason
regretful sorry to see to it
pay damages unintentionally wrong
admit apologise
arrange arrangement
You should spend about 20 minutes on this task.
Your neighbours have recently written to you to complain about the noise from your house-flat.
Write a letter to your neighbours. In your letter
explain the reasons for the noise
apologise
describe what action you will take
Begin your letter as follows:
Dear …,
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You should spend about 20 minutes on this task.
You have been invited to attend an interview for a place studying a course at a college.
Unfortunately, because of a previous appointment, you cannot come at the time they wish.
Write a letter to the admission tutor. In your letter,
explain your position
apologise and offer to come on another day or later the same day
also ask how long the interview will be, and whether there will be any tests during it
Begin your letter as follows:
Dear Sir or Madam,
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