2.6.- How to write an apology letter

Brainstorming about possible problems in a wedding ceremony

 

Compilation Video about 'Best Wedding Fails'


Team discussion about at least five possible problematic situations that could appear in an assigned event of the following ones:

1.- A workshop

2.- An open-air charity supper

3.- A seminar

4.- A prom

5.- A sweet-fifteen celebration

6.- A bachelorette or hen party

7.- An open house

8.- A brand new car launching


When a client presents a problem, the Public Relations Department must write an apology letter.


What is an apology letter?

An apology letter is a physical document or email that acknowledges a mistake, expresses regret and asks for the letter recipient's forgiveness or patience. Apology letters are important in the workplace because they create a physical or digital record of your admitting to and attempting to rectify a mistake or failure. Employees who can recognize when they are wrong and who make an effort to fix their mistakes are valuable additions to any professional team.


Key information in an apology letter


1. Acknowledge your mistake

The first step in writing an apology letter is informing your reader what the letter is about. Your first sentence should explain what you have done wrong and acknowledge the consequences that your mistake has had. For example, your letter might begin:

'Jackie, 

I need to tell you that I was the one responsible for sending you the wrong flight information for your most recent business trip. I realize that my mistake made you miss your flight and caused you unnecessary stress.'

2. Apologise sincerely

 A sincere apology will involve saying you are sorry without any excuses in order to express your regret for the consequences you caused. For example, you might say:

'I am sorry for forgetting to email you the financial report you asked for. I felt awful when I heard that you had to reschedule your meeting with accounting because of my forgetfulness.'

3. Share your plan to fix the problem

In addition to expressing your regret, you will also need to find a way to improve the situation. Assuring your recipient that you will do everything you can to make the matter right is a good place to start, but it will be even better if you can share the specific steps you will take to do so. Having this kind of plan shows your recipient that you recognize you owe them in some way and that you have put serious thought into how you can make the situation better. For example, you might write:

'I realise that my mistake made you look bad in front of the district manager. I have already called the district office and scheduled a meeting so I can explain that I am actually the one to blame.'

4. Ask for forgiveness

Your letter should conclude with a specific attempt at making things right between you and your recipient. In most cases, this should involve a direct request for forgiveness. Asking for forgiveness shows that you realize the matter is not truly resolved until your relationship with the recipient is mended. It also invites the recipient to contribute to resolving the issue and finding closure. An example of this might be:

"I need to humbly ask for your forgiveness. I know that my mistake upset you, but I can hope we can resolve this and continue to work well together."

An apology letter sample

Mr. Anders,

Please accept my sincere apology on behalf of Edgar Wright Motors. We are so sorry to hear that your experience with the auto parts that we delivered did not meet the specifications you sent us. Our design and manufacturing teams should have studied your request more thoroughly and asked for your approval before shipping the final product. We understand this mistake and the delay that it has caused has been frustrating for you.

We take full responsibility for our fault in this situation and would like to replace the incorrect parts and offer you a company gift card for $100, usable in any of our 15 locations and through our online store. We hope you will accept this gesture of apology. Our development team will contact you soon to discuss your order and make certain that the replacement parts meet your needs.

We want to assure you that this type of issue will never present itself again. We have taken initiative with our manufacturing team to make sure special orders are filled more carefully in the future. We value you and your business and we hope to continue our professional relationship moving forward.

If you have any questions or want to discuss this matter further, please contact me directly or any member of our Customer Service team.

Yours Sincerely,
Jack Dylan
Regional Manager
Edgar Wright Motors

Source: https://www.indeed.com/career-advice/career-development/how-to-write-an-apology-letter


Assignment: Imagine you are part of the Public Relations staff and you have to write an apology letter for at least one of the problems you listed about the assigned event in the team activity.

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