writing an apology letter

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Writing an Apology Writing an Apology Letter Letter

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Page 1: Writing an Apology Letter

Writing an Apology Writing an Apology Letter Letter

Writing an Apology Writing an Apology Letter Letter

Page 2: Writing an Apology Letter

• Each of us has, at one time or another, said or done something that we wish we hadn't said or done. Rather than dwell on the mistake, however, we should take quick action to remedy the problem and then get on with life. An effective letter of apology is an important part of that process and can help turn "lemons into lemonade" and actually improve a relationship. These PPTs will give you several reasons for writing an apology letter and offer a few important suggestions to help you write a good one.

Page 3: Writing an Apology Letter

• TIMING. Write the apology letter as

soon as possible.

• ACTIONS. Rather than focusing on the damage you have caused, write about things you will do to rectify the situation

Page 4: Writing an Apology Letter

• BRIEF. Keep your apology letter short and to the point.

• SINCERITY. No one wants to read overly dramatic language. Choose your words carefully and express yourself clearly and simply.

Page 5: Writing an Apology Letter

• TONE. Your apology letter should be considerate and respectful. Remember, you are trying to rebuild a damaged relationship.

• BLAME. Take full responsibility for what you have done.

Page 6: Writing an Apology Letter

• FOLLOW UP. Try to set up a time when you can apologize in person, then back up your apology with considerate behavior in the future.

Page 7: Writing an Apology Letter

Apology Letter Tips:• For a defective, damaged, or incomplete

product • For a late payment • For a missed deadline • For a shipping delay or error • For betrayed trust • For hurt feelings • For missing a meeting or an appointment • For missing an event or for forgetting someone

Page 8: Writing an Apology Letter

Apology Letter Tips:• For being late to a meeting or

appointment • For offensive behavior • For poor or inadequate service • For someone else (business) • For someone else (personal)

To an employee or employees • Business apology • Personal apology

Page 9: Writing an Apology Letter

For a defective, damaged, or

incomplete product • Write this apology as soon as possible

after the incident. Focus on actions to rectify the situation rather than any damage you may have caused. Accompany your apology with a promise of compensation or restitution. A sincere apology can go a long way toward winning back a disgruntled customer. Consider offering the customer a peace offering such as a discount on their next purchase

Page 10: Writing an Apology Letter

For a late payment • Your apology should be brief and to the point.

Your reputation as a trustworthy customer and credit risk may be in question, so your immediate and thorough attention to the matter is important. Focus on your actions to correct the problem and offer assurance it won't happen again. A sincere, well-worded apology can do much to defuse a potential problem. Rebuild your reputation by consistently making payments on time in the future.

Page 11: Writing an Apology Letter

For a missed deadline

• Apologize for a missed deadline as soon as possible after the incident. The tone of your letter should be considerate and respectful because you have probably caused some inconvenience. The letter should focus on actions you will take to make up for the missed deadline. A sincere, well-worded apology followed by positive action can do much to undo any damage to your reputation. Rebuild your reputation by consistently making your deadlines in the future

Page 12: Writing an Apology Letter

For a shipping delay or error

• Write this apology as soon as possible after the incident. Do not apologize unless you plan to take full responsibility, and do not blame your reader or anyone else in any way. A sincere, well-worded apology can be effective in winning back an unhappy customer's confidence and patronage. Consider offering the customer a peace offering such as a discount on their next purchase.

Page 13: Writing an Apology Letter

For betrayed trust • Write this apology as soon as possible after

the incident. Don't apologize unless you plan to take full responsibility. Focus your comments on the actions you are taking to rectify the situation, not on the damage done. A sincere, well-worded apology, coupled with action, can go a long way toward repairing the damaged relationship. In this situation, it is usually best to apologize with a handwritten note or face to face

Page 14: Writing an Apology Letter

For hurt feelings • Write this apology as soon as

possible after the incident. Assume your reader has good reason for being offended. Express your regret with deep sincerity. In this situation, it is usually best to apologize with a handwritten note or face to face.

Page 15: Writing an Apology Letter

For missing a meeting or an appointment

• Whether you have already missed an appointment or will miss an appointment in the future, an explanatory note is a courtesy that will be appreciated. It shows you do take the relationship seriously. Be concise and polite.

Page 16: Writing an Apology Letter

For missing an event or for forgetting

someone • Write this apology as soon as possible

after the incident. Focus your comments on what you are doing to rectify the situation rather than on any damage you may have caused. A sincere, well-worded apology can go a long way toward patching up a damaged relationship. Back up your apology with considerate behavior in the future.

Page 17: Writing an Apology Letter

For being late to a meeting or

appointment • Write this apology as soon as

possible after the incident. Don't apologize unless you plan to take full responsibility and don't blame anyone. Rebuild your reputation by being consistently on time in the future.

Page 18: Writing an Apology Letter

For offensive behavior

• Write this apology as soon as possible after the incident. This apology is best expressed with a handwritten note. Back up your apology with considerate behavior in the future.

Page 19: Writing an Apology Letter

For poor or inadequate service

• Write this apology as soon as possible after the incident. Don't apologize unless you plan to take full responsibility. A sincere, well-worded apology can help win back disgruntled customers and business associates. Back up your apology with model behavior in the future.

Page 20: Writing an Apology Letter

For someone else (business)

• Normally, you should only apologize for your own offenses. However, if you are in some way accountable for the offender's behavior—as a supervisor might be, for example—it may be appropriate to write an apology even if the offender also writes one. Write a sincere apology as soon as possible after the incident.

Page 21: Writing an Apology Letter

For someone else (personal)

• Normally, you should only apologize for your own offenses. However, if you are in some way accountable for the offender's behavior—as a parent or youth leader might be, for example—it would be a good idea to write an apology, even if the offender also writes one (under your guidance). Write a sincere apology as soon as possible after the incident.

Page 22: Writing an Apology Letter

To an employee or employees

• Write this apology as soon as possible after the incident. The apology should be unilateral. Do not attempt to apologize unless you plan to take full responsibility. A sincere, well-worded apology, coupled with action, can go a long way toward patching up damaged relationships with employees. Consider offering the employee(s) some sort of peace offering such as a check bonus or a one-time, 2-hour lunch break.

Page 23: Writing an Apology Letter

Business apology

• Write this apology as soon as possible after the incident. It should be clear, concise, and dignified. Focus on actions you are taking to rectify the situation, rather than on any resultant damage. A sincere, well-worded apology can go a long way toward winning back disgruntled customers and business associates

Page 24: Writing an Apology Letter

Personal apology • Write this apology as soon as possible

after the incident. Focus on actions you are taking to rectify the situation, rather than on any damage you may have caused. A sincere, well-worded apology can go a long way toward patching up a damaged relationship. Back up your apology with considerate behavior in the future.

Page 25: Writing an Apology Letter

Apology-Letter Summary

• In order to make a letter of apology effective, always write it as soon as possible after the offensive action takes place. Write a brief letter that is carefully worded and sincere. Whenever possible, make suitable restitution and assure the offended party that you will not repeat your regrettable behavior in the future. Back up your apology letter with appropriate behavior at the next available opportunity.