1. Be straightforward and express your apology for the event that transpired.
  2. Acknowledge the feelings of the other party.
  3. Relate how and why the incident occurred, but make sure not to be defensive and do not make excuses.
  4. End the letter on a positive light.


[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 writing to you to apologize for any unpleasant events that happened in the previous meeting. I know you must be feeling horrible after the events that occurred.

It was an unfortunate event of the (state the reason here).

I hope that we can put this incident behind us and start anew.


[Senders Name]
[Senders Title] -Optional-

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