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Jun 22, 2023

How to write apology emails with 10 samples and a template

Saying sorry is easy with our guide to apology emails. Here’s a breakdown of the apology email format and 10 email samples.

Blog writer

Lawrie Jones

Writer

Blog writer

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Table of contents

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In our email experience, sorry often is the hardest word to say.

But if you've done something wrong, you should always apologize. We're not going to get into the blame game here, but we can show you how to build effective apology emails that are honest, emotional, and effective.

In this guide to apology emails, we explain why you should say sorry (and do it as soon as possible). We follow up with a breakdown of the apology email structure and provide 10 samples. Finally, we use our techniques to build a foolproof apology email template.

Want to apologize in an email? Let's get started!

How to write an apology email

OK, we've explained why you might want to apologize in an email; here's how you should do it.

Firstly, you must follow the format (which we outline below). Good apology emails share a standard structure, which we've outlined here:

Introduce yourself
Acknowledge there has been a mistake – and apologize for it (obviously!)
Explain what you're doing to fix it
Outline next steps
Sign off and move on

You'll see this structure used throughout our apology email samples and forming the basis of our apology email template. Read it, understand it, and use it, and your apology emails will be highly effective.

Apology email format

The apology email format should be familiar to anyone who has written a formal email. (If you haven't, check out our guide on writing formal emails!)

To make it as simple as possible, we've split the apology email process into 3 parts:

Apology email subject line
Apology email body copy
Apology email ending

Each section builds upon the last to create effective apology emails. We kick off with the subject line.

1. Apology email subject line

The email subject line is the first thing every reader will see, so make the purpose of your message clear. Using words like "Apologies" or"Apologies for the error" is a good idea, as the person can understand exactly what you're messaging about.

Let's craft an email together to demonstrate what professional apology emails looks like.

To

selena.gomez@interscope.com

Apologies for (whatever you're apologizing for)

Here are 10 apology email subject lines to get you started:

"Apologies for the Miscommunication Earlier"
"Regarding the Missed Deadline - My Sincere Apologies"
"Corrected Document Attached - Apologies for the Error"
"Running Late - Please Accept My Apologies"
"Delayed Response - My Apologies"
"Error in Report - Sincere Apologies for the Oversight"
"Meeting Mix-Up - My Apologies for Any Inconvenience"
"Apology for Accidentally Skipping Your Presentation Turn"
"Apologies for the Accidental Deletion of Shared Files"
"Sincere Apologies for My Remarks in Today's Meeting"

2. Apology email body

The email body copy is where you can get into the details and say sorry! First, engage the recipient with a personalized greeting.

To

selena.gomez@interscope.com

Apologies for (whatever you're apologizing for)

Hi Selena,

Use the first sentence to introduce yourself and tell them what the email is about.

To

selena.gomez@interscope.com

Apologies for (whatever you're apologizing for)

Hi Selena,

I hope you're well. It's (your name) here, and I'm contacting you to apologize for (whatever you're apologizing for).

You can provide some context about the error and what caused it. Try to avoid apportioning blame.

To

selena.gomez@interscope.com

Apologies for (whatever you're apologizing for)

Hi Selena,

I hope you're well. It's (your name) here, and I'm contacting you to apologize for (whatever you're apologizing for).

I wanted to explain what happened. (Explain what happened).

You've apologized; now it's time to move on; say what you're doing to fix it and that it won't happen again.

To

selena.gomez@interscope.com

Apologies for (whatever you're apologizing for)

Hi Selena,

I hope you're well. It's (your name) here, and I'm contacting you to apologize for (whatever you're apologizing for).

I wanted to explain what happened. (Explain what happened).

I've now fixed the problem (sent a new document, etc.), and I assure you this error won't happen again

You can add more information here (dropping in bullet points if that's easier). But stick to the apology email structure, and you'll be fine.

3. How to end an apology email

At this point, the reader will know everything they need to know, so let's sign off and move on.

Add a polite sign-off ("Thanks," "Many thanks," or "Kind regards"). Add your name, signature, and contact details, and you're ready to send.

To

selena.gomez@interscope.com

Apologies for (whatever you're apologizing for)

Hi Selena,

I hope you're well. It's (your name) here, and I'm contacting you to apologize for (whatever you're apologizing for).

I wanted to explain what happened. (Explain what happened).

I've now fixed the problem (sent a new document, etc.), and I assure you this error won't happen again

If you would like to discuss this, please contact me at (insert details). I hope you have a great rest of the day.

Kind regards,
Justin

Before writing your own apology emails, read our guide on email format and make sure to check out our 10 apology email samples below.

Should I apologize in an email?

Apology emails are effective at saying sorry, but should you send one? It depends on your relationship, context, and opinion.

An apology email may not be suitable to send to a partner, relation, or friend. Still, when you're at work, it's absolutely OK.

In the examples here, we're tackling minor infractions (like emailing the wrong person), not behavior that's damaged the business!

The rule is: If it's a minor problem, send it in a message. If it's a major apology, make a phone call.

Here are some examples or reasons why you might want to apologize in an email:

Running late for a meeting
Missed a deadline
Typographical errors in a document
Accidentally left someone out of a meeting invite
Accidental incorrect data in a report
Misunderstanding or miscommunication
Accidentally sharing incorrect information
Unintentionally skipping someone's turn in a round-robin presentation
Forgetting to attach a document in an email
Delay in responding to an email
Technical issues causing disruption in work
Accidentally double booking a meeting
Unintentionally offending someone during a conversation
Mistakenly deleting shared files or data
Failing to update the team on essential changes
Mistakenly overstepping or misunderstanding boundaries
Inadvertently talking over someone in a meeting

If you've made any of these minor mistakes, here's examples for how to apologize in an email!

10 apology email samples

You should now understand what an apology email is and how to structure it. Here are 7 apology email samples covering some common reasons you might need to say sorry at work.

1. Apologize for a mistake sample email

We've all made mistakes at work; how you deal with it matters. In this sample, apologizing for a mistake, we stick to the structure, accept we've made a mistake, and move on.

Hi (Recipient's name),

I'm contacting you to apologize for our recent mistake in your order.

Unfortunately, our warehouse sent the wrong product to you.

We've investigated the issue and have identified the error. We've sent you the correct product today, and it should be with you in the next few days.

All of us at (company name) would like to apologize for the error here and hope you'll continue to shop with us.

Many thanks,
(Your name)

2. Apologize after sending an email to the wrong person sample

Sent an email to the wrong person by mistake? It happens – especially if your inbox is as cluttered as ours!

How serious this is depends on what you sent.

In this apology email sample, we're assuming this is a minor infraction and something that hasn't embarrassed you too much. The format is familiar (introduction, acknowledgment, and explanation).

Hi (Recipient's name),

My name is (your name)m, and I"m contacting you about an email sent to you in error. Firstly, I'd like to apologize for sending you the email and for any inconvenience this may have caused.

Please can I ask you to delete the email?

I've updated my email system, and this error will not happen again.

Kindest regards,
(Your name)

3. Professional apology email sample

Formal emails are, by their nature, professional. While you should still use the person's first name (or professional title), the rest is rigidly prescribed and 100% professional.

This professional apology sample is suitable for your boss, senior manager, or highly valued client or customer.

Here's how to apologize professionally in an email sample that can be shaped for any situation.

Hi (Recipient's name),

My name is (your name), and I'm contacting you to apologize for (whatever you're apologizing for).

To ensure this will not happen again, I/we have taken the following steps: (provide details).

I want to apologize again and assure you that this isn't how (company name) operates. I can reassure you that this will not happen again.

You can contact me at (insert details) if you want to discuss this. I am available at your convenience.

Kindest regards,
(Your name)

4. Apologize for short notice sample email

Giving someone short notice (for a meeting, visit, or delivery) is a minor issue, so the apology is brief.

This sample apologizes for any inconvenience and provides all information and details. We use bullet points as a way to list out information in an easily accessible manner.

Hi (Recipient's name),

Please accept my apologies for the short notice, but would you be available for a meeting on (insert details)?

I've listed the details below:

Bullet points are great for rapid lists

If you can confirm attendance ASAP, I'll send a calendar invite shortly. Once again, apologies for the short notice, and I hope you can attend.

Many thanks,
(Your name)

5. Typo error apology email sample

Typ errors can be embarrassing, but they're rarely serious (unless you've paid a supplier far too much money!). In this sample, we apologize for a simple typo in their name. We've all experienced this common issue (try spelling my name without looking).

If the apology is delivered early enough and earnestly, it won't impact your relationship.

Hi (Recipient's name),

I'm contacting you to apologize for a spelling error in my previous email.

I've reissued the information below (without the typo).

Thanks for your understanding.
(Your name)

6. Sorry for the inconvenience email sample

We've all inconvenienced people in the past, and when it happens, we should always say sorry. We may have been late to a meeting, failed to send an email, or held up a meeting.

Whatever the reason for the delay, always apologize. If you need a template, here's our sorry for the inconvenience sample!

Hi (Recipient's name),

I'm contacting you to apologize for any inconvenience caused by (whatever you did).

Unfortunately, the delay was caused by (whatever the reason was). I appreciate your patience while I deal with this, and I apologize again for any issues this may have caused.

Thankfully, everything is now in order, and we can continue with our meetings/negotiations, etc.

Many thanks
(Your name)

7. Apologize for the delay in response email sample

Have you left an email in your inbox for too long without replying? It happens to all of us, and here's what you should do.

You'll see in this sample we stick to the formal format, apologizing for the delay, providing an explanation, and outlining the next steps.

Hi (Recipient's name),

I'm contacting you to apologize for the delay in my response to your previous email. This was caused by (being too busy, on leave, conflicting priorities, etc.)

I can confirm now that I have received the email and will respond by (insert date).

Again, I'd like to apologize for the delay and reassure you that this is now my number 1 priority.

I'll be in touch ASAP.

Thanks,
(Your name)

8. Apology email to client

Crafting an apology message to a client means following the format above, structuring a response that acknowledges the issues and provides a positive way forward.

In this example of how to apologize to the client for a mistake, we provide a standard apology letter you can shape to your circumstances.

Subject line: Sincerest apologies

Dear Simon Smith,

I would like to sincerely apologize for the poor quality service you received from us at (company name). We recognize that we failed to live up to your expectations and understand how frustrated and upset you were.

All of us at (company name) would like to sincerely apologize for the service you received. In light of your experience, we are making changes to ensure this never happens again.

We hope you will continue to work with us and look forward to hearing from you in due course.

Yours Sincerely,
John Alison

9. Apology email to customer

Depending on your business, service, or sector, this customer service apology template can help you regain trust and restore respect.

Some of the reasons you may need to send an apology email to a customer:

Apology email to customer for delay in delivery
Apology to a customer for a mistake
Apology to a customer for long wait time
Apology to a customer for delay in response
Apology to a customer for bad service
Apology email to customer for poor service
Apology email to customer for a damaged product

Here's an example of an apology email to a customer you could use in various different situations.

Subject line: Please accept our apologies

Dear Simon Smith,

I want to apologize for our mistakes when dealing with your previous order. Unfortunately, your order was delayed due to circumstances outside of our control. We understand the impact that this delay has had n your business and want to reassure you that it will not happen again.

You are a valued customer, and we hope you continue to trust us with your business. Please don't hesitate to contact me if you want to discuss this further.

Yours Sincerely,
John Alison

10. Apology email to boss

There are many situations when an apology email or apology to a boss is required. Still, they can all be managed with our template on how to say sorry to a boss for your mistake.

We've stuck to the structure outlined above in this apology message to a boss, delivering a straightforward apology with a focus on the future.

Subject line: I am sincerely sorry

Dear Simon Smith,

I would like to apologize for the mistakes that I have made recently. However, I take pride in my work and realize this reflects poorly on myself and the organization.

I want to reassure you that I am committed to improving and will ensure that I never make these mistakes again. I personally want to thank you for your support and will repay this in the future.

Finally, thanks for retaining confidence in me, it is very much appreciated.

Best regards,
John Alison

Apology email template

If any of our apology email templates don't fit your needs, you can use this proven email template to create your own.

Copy and paste it, then work through each stage and fill in the gaps to build your own perfect apology email!

Be careful to strike the right tone of voice, and focus on how you can add value. And once your apology template is completed, be sure to send it as soon as possible.

This template follows the established apology email structure, including the following:

Introducing yourself
Acknowledge there has been a mistake – and apologize for it (obviously!)
Explain what you're doing to fix it
Outline next steps
Sign off and move on

Here's our 100% customizable apology email template!

Hi (Recipient's name),

"I hope you're well. It's (your name) here, and I'm contacting you to apologize for (whatever you're apologizing for)."

"I wanted to explain what happened. (Explain what happened)."

Use bullet points to add some details...

"I've now fixed the problem (sent a new document, etc.), and I can assure you that this error won't happen again."

"If you would like to discuss this, you can contact me at (insert details). I hope you have a great rest of the day."

Kind regards,
(Your name)

Apology email template by Flowrite

Flowrite is an AI writing tool that turns your instructions into ready-to-send emails and messages in seconds.

It takes care of the email structure, capitalization, grammar, spelling, punctuation – you name it. Essentially you can focus on your thoughts and ideas, and Flowrite will give them wings. We dare to claim that it's the fastest way to start writing better emails.

Our AI template collection features dozens of email templates that can help you with all the aspects apology emails.

To grasp how easy and fast it's to write apology message with Flowrite, just check out the example of resolving a customer complaint below.

Final words on apology emails

Apology emails aren't always easy to write, but they are essential. If you've made a mistake, say sorry in a message!

Sticking to the format and following our top tips will help you apologize professionally while protecting your reputation. Always proofread your messages and double-check the details (you don't want to have to apologize again!).

Finally, send your apologies as soon as possible to avoid embarrassment.

Bonus: 100 apology examples

There are an almost infinite number of ways you can say sorry, but we've included 100 below. These are split into categories to help you select the most suitable apology for each situation.

Personal apology examples

Here are some examples of writing a personal apology to someone you know.

I sincerely apologize
I highly apologize
I greatly apologize
I deeply apologize
I would like to sincerely apologize for...
I would like to express my sincere apology for...
I would like to offer a sincere apology for...
I apologize for not...
I apologize for the confusion
I apologize for what happened
I apologize for the multiple emails (don't apologize for this if you're applying for a job)
I apologize for the mistake I made
I apologize on behalf of the company
I apologize for any grammatical errors (and here's how to say thank you for pointing them out!)
I am sorry for my mistake
I am sorry for my actions
I am sorry for messing up
I am sorry for any misunderstanding I may have caused
I am sorry for disappointing you
I am sorry and apologize for...
I am sorry to bother you again
I am sorry and sincerely apologize for the inconvenience caused
I am so sorry about this
I am asking for an apology
I have to apologize for forgetting (here's how to send a reminder)

Please accept my apologies for the mistake
Please accept my sincere apologies for the inconvenience caused
please accept my sincere apologies for the delay
Please accept my apologies for the late response
Please accept my apologies for the short notice
My apologies, I forgot to attach (...my resume)
My apologies for the mistake
My apologies for the delay in sending the document
My apologies for the confusion
My apologies for overlooking your email
My apologies for my absence...
My apologies for the last-minute request...
Many apologies for...
Utmost apologies for...
A big apology for...
A formal apology for...
A heartfelt apology for...
A personal apology for...

Sorry for the typo
Sorry for the issue
Sorry for the mix-up
Sorry for my actions
Sorry for the mishap
Sorry for the problem
Sorry for my behaviour
Sorry for the oversight
Sorry for bothering you
Sorry for disrespecting you
Sorry for my incompetence
Sorry for wasting your time
Sorry for the inconvenience
Sorry for the misunderstanding
Sorry for the last minute notice
Sorry for not getting back to you sooner
Sorry for the delay in sending the report
Sorry to confuse you
Sorry to inform you ... (for example, that you're leaving the company)
Sorry I was mistaken
Sorry it was a mistake
Sorry I said the wrong thing
Sorry I missed your visit
Sorry I have overlooked your email
Sorry I couldn't attend the meeting

Business apology examples

These apology examples are suitable for writing as a representative of a business, company, organization, or service provider.

We sincerely apologize
We highly apologize
We greatly apologize for
We deeply apologize
We would like to apologize for...
We apologize for the mistake and the inconvenience
We apologize for any misunderstanding
Our apologies for the oversight
Our apologies for the mistake
Our sincere apologies for...
Please accept our sincere apology for...
Please accept our apologies for any inconvenience caused

How to say sorry at the end of an email

We've suggested apologizing up front, but sometimes you'll want to drop one in at the end. So here's to say sorry at the end of an email.

...My greatest apologies.
...My most sincere apologies.
... I am deeply sorry.
...I am sincerely sorry.
...I am sorry for my mistakes.
...I am so sorry for the inconvenience.
...Sorry for the trouble.
...Sorry for the hurdle.
...Sorry for pushing.
...Sorry for informing you late.
...Sorry again.
...Sorry if there are any mistakes in...
...Apologies again for the inconvenience.
...with regret,
...with my apologies,
...We would like to apologize in advance for the inconvenience.
...We are extremely sorry for the trouble caused.
...We are really sorry for the inconvenience.
...Please accept our apologies for the inconvenience.
...We are sorry and apologize for the mistake.
...We regret the inconvenience caused.
...Our deep and sincere apologies.
...Once again, sorry for the inconvenience caused.

In case you want to learn more email closing phrases check out our article on the topic.

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