When to send an apology letter?

Well, say sorry as soon as you realize that you have committed something wrong or inappropriate. By sending an apology letter before it gets too late, you will be able to save your friendships and business relationships.

How to Write a Personal Apology Letter?

Personal apology letters should be written on a piece of paper. Offer your apology in the beginning of the letter. Clearly state what you did wrong and accept responsibility. Note that in an apology letter you are not supposed to blame the other person. Express sincere regret in your apology letter and promise not to repeat the offensive action. You may even express your desire to meet the other person at a restaurant or some other place so that you can apologize in person.

When dealing with apologies directed to other companies, a group, or to the community at large, a formal approach should always be taken. Whether it's through a public apology or an apology letter,(especially in business) the formality underscores the sentiment, reinforces the message, and conveys to the recipient that you're taking the situation seriously.

However, if the recipient of the apology is an individual then we need to examine the relationship we have with them prior to deciding on how formal an approach we should take.

These are exactly the types of questions you need to ask yourself before deciding on how formal the apology should be.

A rule of thumb to go by is the more distant the relationship the more formal the approach. A formal apology is also warranted whenever hierarchy is involved, for example, when apologizing to one's boss or to an employee.

What if the employee or boss is also a friend? Then a two-tiered approach can be taken. This will help to define the relationship as one of both business and friendship. So, a moreformal letter of apology should be written to satisfy the business side while a follow-up conversation will help to re-establish the friendship.

Individual personalities and formal apologies

Your personality and that of the recipient are other key considerations when it comes to the level of formality required. If you or they are formal by nature, then it only makes sense that your apology should reflect the same.

If the person is normally shy or reserved and doesn't enjoy confrontation, take that into account. This type of individual would more likely appreciate receiving a note or letter rather than a face-to-face apology.

Formal public apologies

Most often delivered by people in the public eye or those that represent public institutions a public apology will almost always be directed at multiple recipients.

Whenever a group is involved a formal approach should be taken regardless of whether the apology is delivered verbally or through an open letter. Here, more importantly than in any other situation, the formality underscores the seriousness of the incident and conveys an understanding of the implications and repercussions of the event.

Understanding who you're apologizing to and knowing the kind of relationship that you have will help determine the type of business apology required, how formal an apology it should be, and the manner in which to deliver it.

Rules:

1. Formal Approach: To make a good impression, we need to be sincere in our apology. A formal approach that treats the situation with respect and provides an explanation or details comes across as genuine and sincere.

2. Proper Wording: “I’m sorry”, “I apologize” and “my apologies” are all much better choices than more casual, informal expressions like “oops” and “my bad”.

3. Tip: When in doubt, it is always better to come off as extra polite instead of too informal.

We often feel that an apology means we are taking responsibility for situations not caused by us. No! A good apology means we care. It shows we are responsible. It proves we value people and can be trusted.

We all want to avoid unpleasant situations, but sending a note indicates you take the liability seriously, and are truly sorry. It conveys a sincerity that a simple phone call does not.

Some Guidelines:

• Overtly state you are sorry.  “I apologize.” “I’m sorry.” “I regret.”

• Ask the reader to accept your apology.

• Summarize what happened, to reflect your understanding.

• Offer remedies, if this is needed.

• Address only the apology in your note. Keep it to this one subject.

• Don’t infer your reader was also to blame. Not: “I only wish you had been more clear my attendance was needed.” Address only your own actions.

• Don’t blame anyone else. Not: “My team leader was unclear with his instructions, so I thought I was to present next week, not this week.”

• Don’t globalize the issue. Apologize for this situation, at this time. Not: “I’m sorry I was late, but you rarely start meetings on time. I thought I would arrive before the meeting started.”

• Most importantly, don’t use the common “sorry, but” formula. It’s insincere and makes you look angry. Not: “I’m sorry I overreacted, but you were not clear about your instructions.”

Types and style of formal condolences

A letter of condolence, or condolence letter, is used to express sympathy to another party; usually in the case of the death of someone close to the recipient.  Condolence letters are appropriate in both business and personal situations.  Condolence letters are sometimes referred to as sympathy letters, or letters of sympathy, which are just different names for exactly the same type of letter.