Writing Apology Emails Guides with Examples

Email is one of the most important as well as one of the common marketing strategies for different businesses regardless of which field you are from.

It’s also a great channel for creating a relationship and direct communication with the customers. It creates both ways as the customer can share their thoughts, feedback, and queries with the brand.

In a situation when you need to apologize for the mistakes, maybe a later delivery or wrong parcel, you can send an apology email, and to know more about it, here are what can help : 

Why Writing an Apology Email Is Different And Why It’s Hard? 

Apologizing is an art, it’s different than writing emails for different purposes. 

There are a lot of reasons why it’s so difficult. Starting with that you don’t want to admit the mistake because it will reflect badly on your brand and yourself. 

But not apologizing can  make it worse,  also there are different reasons why you might struggle in apologizing, it includes : 

  • You assume that making mistakes will make you a bad person, it makes you feel ashamed and it will have a hard time recognizing and it will reflect on your character. 
  • You get defensive as you don’t want to feel ashamed so when you are in defense, it doesn’t make you apologize.
  • You worry that you own all the responsibility and it will open the floodgate for receiving much more accusations. 

What Are The Elements Of Writing A Good Apologize Email? 

Sorry does seem the hardest word, but there are some basic processes that you need to follow. 

So when you are writing an apology email, there are some basic elements you need to have in the email: 

  • Say sorry with a clear message, instead of saying I am sorry, say I am sorry. 
  • Own your mistake, it’s important that you show that you are taking responsibility for your actions.
  • Describe what happened, and tell them what happened to make them aware of the situation. 
  • Have a plan, and let them know how they can fix the situation. 
  • Admit that you were wrong, it takes time for a big person to own up to the mistake. 
  • Ask for fitness and thank them for being understanding. 

What Are They Doing And Don’ts For Writing An Apology Email?

In writing an email to apologize to clients and customers, you need to be aware of what to do and what to not. 

It’s important that writing an email to apologize follows the list of doing and don’t, in order to write the effective ones. 

It includes : 

Do Make Sure You Feel It 

Well, it doesn’t seem like something you need to know, but when you are writing an email to apologize, make sure you are feeling it. 

Sincerity is important and so is empathy. There are important points to remember that you need to be aware of what’s going on and what made your customer angry in the first place. 

Don’t Add The Excuses 

You might think that making excuses and giving valid reasons for mistakes can help in earning sympathy and will help in protecting the brand’s image. 

But in reality, it does the opposite, using excuses in your apology letter might make the apology less genuine. 

However, you can add the reasons but with a proper apology and solution. 

Don’t Add Advertisement And Sales Email

Offering the customer product vouchers and discount codes for apology letters makes it much more effective. But remember to draw a line in the dryer to prevent the email from becoming a sales email. 

Do Consider The Time

It’s important that you are focusing on it when you are sending It. Don’t send the email too late or too quickly. 

It’s best to send the apology email soon and it will help you in fixing the mistakes. 

Also, make sure you are proofreading the mail before and after you send it, and also correct emails as soon as you see there is a mistake. 

Do Check Your Attachments In Email Apology 

Well there are chances you end up sending emails without checking and there are attachments that are missing. 

ITs are not something that happens rarely, in fact, there are always chances of making such mistakes. 

Don’t Throw Others Under The Bus 

Some businesses try to blame someone, it can be employees,  staff, or sometimes even customers.  It is mostly for saving their face, however, this makes it even worse. 

So own the mistake you made and be clear about everything.

List Of Examples Of Writing Apology Email For Different Situations 

You need to understand that different apologies work in different situations. 

There are different reasons, and this is why you need to be prepared for it. 

So here are the examples of how you can write an apology email

Apology Email For Sending Wrong Attachment 

When you send the email to the client, you forget to add the important attachment or it was the wrong one. 

Here is what you consider : 

Dear ( Add client’s name)

You might have realized that we have sent you an attachment ( add the type of attachment type) that is not correct in our last email. 

First of all, what we did, there is no excuse and we are deeply sorry for the mistake and inconvenience we caused. Please refer to the attached file for this one ( attachment type)

We want to make sure that this one is right and also fix the mistakes. Please accept( add discount percentage) vouchers for the next purchase at our website and store. 

Once again, we apologize for the mistake and guarantee it will never happen again. 

Thank you for understanding.

Best regards, 

( Add your signature)

Apology For Sending Faulty Format In Document 

Apology for writing an email about sending faulty documents in the wrong format, here is what you can consider. 

Dear ( Add your recipient’s name)

In our last email, we added a document, however, the format was not correct which made it difficult to read. 

For the inconvenience we caused and the mistake, we sincerely apologize. The problem resulted in ( add the short explanation). Please refer to the attachment added in the email with a fixed document. 

Once again, we apologize for the incident and hope that it doesn’t affect your experience in purchasing with us. 

We will be extra careful in our next emails. Thank you for understanding. 

With Best regards 

( Add your signature)

Apology Email For Sending Wrong Information 

If there is an issue of sending the wrong message to your client in the email, you should apologize for the mistake, however, In order to do that, here is what you can consider.

Dear ( add your client’s name)

In our last email to you, we made the mistake of sending the wrong information regarding (adding the product, discount, etc). The correction ( Add the type of information) should be ( right information ) instead of that we sent ( add wrong information).

We are extremely sorry for the mistake and inconvenience it caused you. 

We want to make this up, so please accept (a discount percentage) for the next purchase on our website and store. 

Once again, we are sincerely sorry for the incident and promise not to happen again. 

Thank you for your understanding.

Best regards 

( Add your signature)

Replying With Apology Email For Sending Wrong Attachment 

Sending the wrong attachment in the mail and it’s not noticed by the client, not just that, they also complained about it. 

In such a situation, you need to handle it carefully,  you can consider sending an email like : 

Dear ( Add the client name)

First of all, we are extremely sorry for the mistakes we did and it caused you such inconvenience. We added the attached file to this email,  so please refer to that. 

We know there is no excuse for what we did. But we want to make up for the mistake,  please accept our ( discount percentage and voucher ) for the next purchase. 

We would like to apologize for our mistakes one more time, and thank you for understanding. 

Best regards 

( Add your signature )

Apology For Sending Wrong Email To Work Partner 

If you have sent the wrong email to your work partner, here is what you need to consider : 

Dear ( add your partner’s name)

Just now I have realized that we have sent the wrong email that was supposed to be sent to another recipient. 

The problem resulted due to ( add very short explanation). We are really sorry for the confusion and inconvenience that we caused you. 

We hope you can understand and help us by deleting the email from the mailbox since it contains information and secrets between our client and the company. 

We hope that won’t affect the partnership and guarantee, that it won’t happen again. 

Thank you for being understanding about the situation. 

Best regards

( Add  your signature )

Apology For Sending Wrong Email 

The next situation could be when you have sent completely wrong mail to the client or customer instead of sending it to the right recipient. 

Here is what you can refer to for sending an apology email to them. 

Dear  ( Add the recipient’s name)

You have received an email that was supposedly sent to another address. 

It was a very unprofessional act for us, and we are incredibly sorry for that.  It happened due to ( add a short explanation ).

Since the information was private between the client and the company, I hope you delete the email from the mailbox. 

Please accept our apology and we guarantee it won’t happen again. 

Thank you for being understanding. 

Best regards 

( Add your signature )

Apology Email To Send Late Email To Client 

Sometimes you are required to send the email to the client, however, you missed the time and you need to send the apology email to the client. 

Here is what you can consider sending the email : 

Dear ( Add your recipient’s name)

First of all, please refer to the attached file attached to the email ( add the information type)

Second of all, we are extremely sorry for sending the information to you later than what was requested. This is due to ( add the reason but kept it short)

We understand it was totally unprofessional to do, but we want to make it up to you. So here is our ( add the discount percentage)  voucher for the next purchase. 

We apologize if we caused any inconvenience. 

Thank you for understanding the situation. 

With best regards 

( Add your signature)

Apology For Sending  Error Link To Client 

If you have sent the wrong error link to your client, it’s important that you need to send write one with the link, and here is what you can write : 

Dear ( add your client’s name)

We have just realized that we did make the mistake of sending the wrong link to ( where the link leads), in our last email. 

The right link should ( add the right link ).

We are extremely sorry for the inconvenience that we caused, and make this up to you, please accept ( add discount percentage) vouchers for ( add the voucher where you can apply it) with our sincere apology. 

Thank you for understanding and have an amazing day. 

With best regards, 

( Add your ‘s signature) 

Apology For Sending Unfinished Email 

There are a lot of times when you hit a button without checking if it’s completed or not. 

So if you are in the same situation, you can consider this. 

Dear ( Add your client’s name)

I am writing this email to apologize that we sent you an email that was not finished. 

Somehow I accidentally pressed send without completing it. 

The complete content of the email should include ( add missing connect of your last email). 

I am deeply sorry for making an unprofessional mistake, and I hope it doesn’t cause inconvenience or affect your experience. 

Thank you for understanding. 

Best regards 

( Add your signature )

Apology Email For Sending Typos In Email

There are chances that you have corrected the email and even if you did, you might have missed a few typos. In order to make this correct, here is what you can send : 

Dear ( Add your recipient’s name)

We have realized that we have sent an email with typo mistakes and it might have caused confusion for you. what we actually wanted to say that ( add the right sentence with the meaning)

We are extremely sorry for the unprofessional mistake and I hope it doesn’t cause too much inconvenience.

Thank you for understanding. 

Best regards 

( add  your signature)