GUIDELINES

  1. If something bad happens, write a letter as soon as possible. If you can't take full responsibility, then there is no point in apologizing. Your primary focus should be on the actions to make things right. Don't talk about a "damage plan". A sincere apology and remedial actions can patch up a damaged relationship. It is better to set a meeting and talk face to face. You can also send a handwritten note.
  2. Start your letter with a candid apology.
  3. Your tone should be caring. Acknowledge the reader's frustration. Tell them that you understand their situation.
  4. Express your regret for the mistake you made. Ask the reader to forgive you. If it is alright, talk about the actions you will take to make things right.
  5. End on a positive note or give hope to the reader, if it fits the situation.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

I am sorry for the kind of distress I might have caused you in the last Saturday's part. In that part, I mistakenly revealed your coming session's plans to the people present there. I did not intend to do so, and I realize that it must have hurt you. You are my friend, and I would try to gain your trust again in the long run

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -