How to Apologize Professionally in an Email

As humans, we are prone to make mistakes. While perfection may be something we all strive for, it’s not something that anyone has attained, nor will anyone ever. In both our personal lives and our business lives, there are times when we do something that upsets a coworker or customer. When that happens, offering an apology is recommended.
One of the best ways to smooth things over in the business world is to write an apology letter — or, more accurately, an apology email. That may have you wondering how to apologize professionally in an email.
Admitting that you made a mistake can be incredibly challenging. To ensure your apology comes off as sincere and conveys the message you are trying to get across, you need the right elements. Below are some of the things you need to consider when sending a professional apology letter for any reason.
How to Apologize Professionally in an Email
When it comes to crafting your apology email, you want to express regret for whatever happened, as well as request forgiveness for the mistake that was made. These are incredibly important parts of the business world because they help you create and maintain strong relationships with coworkers and customers.
You’ll also become a more valuable part of the team if you’re willing to admit your mistakes and work on ways to improve. When asking how to apologize professionally in an email, there are certain steps you’ll need to take:
Step 1: Consider Your Audience
The first thing you’ll need to consider when getting ready to write your apology letter is who you are writing it to. What type of relationship do you have with the recipient? This will help you determine your salutation or the beginning of your letter.
The last thing you want to do is make it too familiar and risk offending your audience. If that happens, they may not even bother to read your email at all. Of course, you also don’t want to make it too formal if you have a close relationship with the other person, as this could make it seem like you are indifferent.
You have to strike the right balance with your opening to ensure you don’t upset the person even further and make the situation worse. Of course, you also want to keep it professional.
When it comes to wondering how to apologize professionally in an email for a coworker, the salutation you use will depend on how close you are. Using their first name might be more appropriate since it portrays a more personal connection.
However, if you aren’t super close to your coworker, referring to them with a title (Mr., Mrs. Ms., etc.) and their last name is appropriate. You don’t want to use their first and last name because then it looks like the email was mass generated and the name was input by the computer.
Another thing to consider is that if you are sending an apology email to your boss or someone higher than you in the company, then it’s a good idea to use a title and their last name — even if you happen to be good friends. That instantly shows that you respect their position and are trying to make things right.
Step 2: Admit that You Made a Mistake
When learning how to apologize professionally in an email, after you’ve found the best opening for the letter, you then need to admit that you made a mistake. In essence, you need to let the reader know why you’re writing the email in the first place.
Not only does this step let the reader know that you have a desire to take care of the issue right away, but it also shows them that you are sincere and want them to hear about what happened from you rather than someone else.
If you are looking for a how to apologize professionally in an email sample, for this part of the letter, it might look something like this:
Jane,
This email is to inform you that I was the one who removed your name from the email chain about the meeting with Bob. I realize that this action caused you stress, as you needed to be aware of the meeting for scheduling and training purposes.
Step 3: Apologize Sincerely
After you have made the recipient aware of the mistake that was made, the next thing you need to do is offer a sincere apology. The last thing you want to do is make excuses for what happened.
Your goal is to have the reader forgive you, so make sure you express regret for what happened and any consequences that may have resulted from the action.
This section might look like this:
I am extremely sorry that I didn’t send the meeting information directly to you. I felt awful when I discovered how stressed that moment made you and that you had to spend time making phone calls and sending emails to figure out what was going on.
Step 4: Put a Plan in Place
When learning how to apologize professionally in an email, after offering a sincere apology, the next thing you need to do is put a plan in place to improve the situation. You want to do what you can to assure the email reader that you are doing what is necessary and in your power to help. Be specific about the plans you are putting in place to resolve the situation.
In addition to offering your own plan to fix the problem, you might also ask the reader if they have any suggestions of what they would like to see you do. While you are the one responsible for fixing the error, your suggestion may not make things better for them. The best way to smooth over the situation could be to ask them directly what they need or want you to do.
Here’s another how to apologize professionally in an email sample for this section:
I am fully aware that my actions had a negative impact on your day and mental health. In the future, I will ensure that you are included in every meeting email so that you know what is going on and can make the necessary arrangements.
Step 5: Ask for Forgiveness
In your email, you want to make sure you ask your reader directly to forgive you. This doesn’t mean they will, but you are at least putting forth the effort.
The goal is to make sure you have a professional, healthy relationship with your coworker. When you ask for forgiveness, you are letting them know that the issue hasn’t yet been resolved until they take this next step. This is your way of asking for closure and a resolution to the matter.
When looking for a how to apologize professionally in an email sample, a way you might ask for forgiveness is as follows:
I hope that you can find a way to forgive me. I’m aware that it may take a while for this to happen, but I want our relationship to be cordial and professional so that we can continue the amazing work we’ve already done for this company.
Step 6: Add the Right Closing
When asking how to apologize professionally in an email, like your salutation, you want to make sure the closing of your letter conveys the proper attitude and respect toward your reader.
Depending on your relationship, ending with a “Sincerely,” “Regards” or even a “Thanks for your time” might be appropriate.
Endings such as “Best wishes” or “Cheers” probably aren’t appropriate for the end of your professional apology email. They may take away from the seriousness and sincerity you attempted to convey in the body of your message.
Step 7: Send the Email
After re-reading your email to ensure that it contains the sentiment you want it to convey and that there are no glaring spelling or grammatical issues, you can then send it to the intended recipient.
How to Apologize Professionally in an Email Sample
If you’re looking for a how to apologize professionally in an email sample, here is how all of the parts included in the steps above are put together:
Jane,
This email is to inform you that I was the one who removed your name from the email chain about the meeting with Bob. I realize that this action caused you stress, as you needed to be aware of the meeting for scheduling and training purposes.
I am extremely sorry that I didn’t send the meeting information directly to you. I felt awful when I discovered how stressed that moment made you and that you had to spend time making phone calls and sending emails to figure out what was going on.
I am fully aware that my actions had a negative impact on your day and mental health. In the future, I will ensure that you are included in every meeting email so that you know what is going on and can make the necessary arrangements.
I hope that you can find a way to forgive me. I’m aware that it may take a while for this to happen, but I want our relationship to be cordial and professional so that we can continue the amazing work we’ve already done for this company.
Sincerely,
Tom
Apology Email to Customer for Wrong Delivery
When wondering how to apologize professionally in an email, one of the emails you might have to send could be to a customer if they received the wrong delivery. If this is the case, here is what you need to do:
Step 1: Open with the Appropriate Greeting
The first thing you need to do when creating an apology email to a customer is to address it correctly. Since you more than likely aren’t best friends with the person, you don’t want to address them by their first name.
Using a title (Mr., Mrs., Ms.) and their last name is the best way to open the email.
Step 2: Let Them Know You Made a Mistake
Be specific about the mistake that was made. If they had ordered 20 blue cups and you accidentally sent them 5,000 red cups, state that in the email.
This lets your reader know that you are personalizing the message and not sending out a form letter. This step could be the difference between ingratiating yourself to your customer or making them feel like nothing more than a revenue provider.
Step 3: Apologize for the Mistake
After letting them know exactly what the mistake was, apologize for what happened. Don’t try to make up excuses (the computer was down that day or we have a new employee in the warehouse), just let them know you’re sorry it happened.
Step 4: Let Them Know How You Are Going to Fix the Problem
In your apology email to customers for wrong delivery, after you have offered a sincere apology, let them know how you are going to fix the problem.
At the very least, you should be finding a way to get them their correct order. If it has already been sent out, let them know when they can expect it to be delivered.
You may also decide they can keep the wrong items that were sent or let them know how they can ship them back to your company. You need to make this as stress-free as possible for them. After all, you’re the one that made the mistake, not them.
Not only can you suggest a plan to make everything right, but you might also ask your customer what they would suggest to fix the problem. You don’t necessarily have to oblige them (especially if they want something you can’t provide), but this will make them feel like you are listening to them.
Step 5: Ask for Forgiveness
Your goal is to remain on good terms with your customer — not because they spend money with your company or could possibly leave a bad review that might hurt your reputation, but because your business is full of decent human beings that are trying to do what’s right.
When you ask for forgiveness, you’re letting your customer know that the issue is still unresolved until they take this final step. In a way, it gives them a sense of control and lets them know you are acknowledging their concerns and stresses.
Step 6: Send the Email
After you’ve double-checked your email for any glaring spelling or grammatical issues, you can then send it to your customer.
Doing What’s Right
It can be extremely difficult to admit when you’ve made a mistake, especially at work, but it’s necessary to maintain professional relationships and a good working environment. If you’re wondering how to apologize professionally in an email, here’s what you need to do:
- Step 1: Consider Your Audience
- Step 2: Admit that You Made a Mistake
- Step 3: Apologize Sincerely
- Step 4: Put a Plan in Place
- Step 5: Ask for Forgiveness
- Step 6: Add the Right Closing
- Step 7: Send the Email
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