- This letter should be written soon after the incident. It sometimes makes sense to take up the responsibility of an offense even if you are not the offender. For instance, you may be the offender's manager. Your letter would matter even if the offender writes a letter apologizing for the damage.
- Start with a direct apology to your offense.
- Express your gratitude for the reader's concern. Also, acknowledge the inconvenience caused to the reader.
- Mention the measures you have taken to rectify the error. You may choose to offer some compensation or restitution if necessary.
- End on a positive note.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I would like to express my deepest apologies for the rude treatment you received from one of our workmen. It is extremely unwanted from our employees to behave in a violent manner when you were purchasing your goods. I understand that this can be rather hurting as the person should have been rather serving you, thank showing you disrespect.
The concerned employee has been put on probation and has been warned about her job in case something similar is repeated. We treasure your continued patronage and expect you to receive our most sincere apologies about the same.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample apology letter for disrespect shown by employees.
Further things to consider when writing apology letters to clients
Apology letters are letters written to express regret towards a past occurrence or action. Simply put, apology letters are a way of putting down in words how you feel about a negative action and trying to make a positive impact on it. A great apology letter can repair your reputation and strengthen your connections. It might be that you have wronged a client or a customer, a professional situation in the workplace has not turned out as you expected, or you have done something terrible to your friend. You want to say sorry about these situations and salvage your relationship, so an apology letter is the greatest way to do this.
Apology letters should be written and sent immediately after the mistake has happened to show that you truly value your relationship with the other person. Begin the letter by stating how sorry you are, admit that you made a mistake, and take responsibility. Try to solve the issue and give suggestions on how you are going to do this. Assure the other party that the incident will not happen again in the future. Apologize again to the end and close the letter with a positive note.
Letters to Clients
Letters to clients are letters a person or organization writes to other people and/or organizations that benefit from the senders' products or professional services. These could be welcome letters to welcome the clients to the organization, introduction letters to introduce a product or service to the clients, or thank-you letters to appreciate clients for their continued support. They could also be response letters to respond to clients' queries or inform letters to notify the clients of important matters like discounts on products and services, relocation of offices, etc. Basically, a letter to a client can be just about anything, as long as whatever you are communicating is business-related.
Letters to clients are business letters, and therefore, they should be formal and professional. Start the letter with a proper salutation. Clearly state the purpose of your letter. If a client is required to take a certain urgent action, make sure to specify exactly what he/she is supposed to do. Be brief and straightforward and avoid adding irrelevant details. Close the letter by warmly inviting the recipient to respond or to take the necessary action. Sign the letter and provide your contact details. Print the letter on the company's letterhead.