GUIDELINES

  1. You should be quick in writing a letter after the incident. Either take full responsibility and apologize or don't apologize at all. You should focus more on what you will do to set things to right instead of talking about what went wrong. Don't hesitate in offering appropriate indemnity. A simple apology can improve everything.
  2. Your letter should start with a straightforward apology that points to the mistake.
  3. Accept that you understand your reader's anger and frustration.
  4. Tell the reader that you are ready to offer appropriate reimbursement for the damage you have done. End with a positive statement.

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 very sorry that I knocked down your fence post coming out of the driveway you own last Saturday. I also know that you always used to work hard on that wall. I am offering my apologies. I just was not paying attention to it.

I am going to pay for all the repairs as soon. Jenna said that the home insurance policy might cover this, so she told me that I should wait till you get called by the company. I would be glad actually to follow through all the repairs. It is the least I could do. Thank you for putting up like this with. I will be in touch.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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