In our email experience, sorry often is the hardest word to say.
But if you've done something wrong, you should always apologize. We're not going to get into the blame game here, but we can show you how to build effective apology emails that are honest, emotional, and effective.
In this guide to apology emails, we explain why you should say sorry (and do it as soon as possible). We follow up with a breakdown of the apology email structure and provide 10 samples. Finally, we use our techniques to build a foolproof apology email template.
Want to apologize in an email? Let's get started!
How to write an apology email
OK, we've explained why you might want to apologize in an email; here's how you should do it.
Firstly, you must follow the format (which we outline below). Good apology emails share a standard structure, which we've outlined here:
- Introduce yourself
- Acknowledge there has been a mistake – and apologize for it (obviously!)
- Explain what you're doing to fix it
- Outline next steps
- Sign off and move on
You'll see this structure used throughout our apology email samples and forming the basis of our apology email template. Read it, understand it, and use it, and your apology emails will be highly effective.
Apology email format
The apology email format should be familiar to anyone who has written a formal email. (If you haven't, check out our guide on writing formal emails!)
To make it as simple as possible, we've split the apology email process into 3 parts:
- Apology email subject line
- Apology email body copy
- Apology email ending
Each section builds upon the last to create effective apology emails. We kick off with the subject line.
1. Apology email subject line
The email subject line is the first thing every reader will see, so make the purpose of your message clear. Using words like "Apologies" or"Apologies for the error" is a good idea, as the person can understand exactly what you're messaging about.
Let's craft an email together to demonstrate what professional apology emails looks like.
Here are 10 apology email subject lines to get you started:
- "Apologies for the Miscommunication Earlier"
- "Regarding the Missed Deadline - My Sincere Apologies"
- "Corrected Document Attached - Apologies for the Error"
- "Running Late - Please Accept My Apologies"
- "Delayed Response - My Apologies"
- "Error in Report - Sincere Apologies for the Oversight"
- "Meeting Mix-Up - My Apologies for Any Inconvenience"
- "Apology for Accidentally Skipping Your Presentation Turn"
- "Apologies for the Accidental Deletion of Shared Files"
- "Sincere Apologies for My Remarks in Today's Meeting"
2. Apology email body
The email body copy is where you can get into the details and say sorry! First, engage the recipient with a personalized greeting.
Use the first sentence to introduce yourself and tell them what the email is about.
You can provide some context about the error and what caused it. Try to avoid apportioning blame.
You've apologized; now it's time to move on; say what you're doing to fix it and that it won't happen again.
You can add more information here (dropping in bullet points if that's easier). But stick to the apology email structure, and you'll be fine.
3. How to end an apology email
At this point, the reader will know everything they need to know, so let's sign off and move on.
Add a polite sign-off ("Thanks," "Many thanks," or "Kind regards"). Add your name, signature, and contact details, and you're ready to send.
Before writing your own apology emails, read our guide on email format and make sure to check out our 10 apology email samples below.
Should I apologize in an email?
Apology emails are effective at saying sorry, but should you send one? It depends on your relationship, context, and opinion.
An apology email may not be suitable to send to a partner, relation, or friend. Still, when you're at work, it's absolutely OK.
In the examples here, we're tackling minor infractions (like emailing the wrong person), not behavior that's damaged the business!
The rule is: If it's a minor problem, send it in a message. If it's a major apology, make a phone call.
Here are some examples or reasons why you might want to apologize in an email:
- Running late for a meeting
- Missed a deadline
- Typographical errors in a document
- Accidentally left someone out of a meeting invite
- Accidental incorrect data in a report
- Misunderstanding or miscommunication
- Accidentally sharing incorrect information
- Unintentionally skipping someone's turn in a round-robin presentation
- Forgetting to attach a document in an email
- Delay in responding to an email
- Technical issues causing disruption in work
- Accidentally double booking a meeting
- Unintentionally offending someone during a conversation
- Mistakenly deleting shared files or data
- Failing to update the team on essential changes
- Mistakenly overstepping or misunderstanding boundaries
- Inadvertently talking over someone in a meeting
Need to write a great apology email? Try MailMaestro for free!
MailMaestro can help you draft a professional apology email in a matter of seconds. One of our standout features is the Improve existing email option. You can input your draft and MailMaestro's AI email assistant will refine it, making it more professional, concise, and compelling.
🪄 MailMaestro tip:
Use MailMaestro's Improve existing email feature. Customize any of the email examples below to suit your needs. Or, enter a quick sentence explaining the message you'd like to convey. After filling in the placeholders, use MailMaestro's Improve existing email option. Then, paste your draft into the text box. Make sure to select your preferred email tone and length. And just like that, you'll have a polished email ready to send!
10 Professional Apology Email Templates - Ready-to-use
Using a well-structured apology email can turn a negative experience into an opportunity to demonstrate your commitment to relationship satisfaction. These apology email templates will save you time and help you convey your message clearly and professionally. Simply customize the details to fit your specific situation, and you’ll be on your way to mending any rifts and reinforcing your relationships.
With the help of an AI email assistant, you can personalize these templates further, ensuring your apologies are heartfelt and relevant to each situation. Each template includes a brief description of when to use it, followed by the email content itself. Whether you’re apologizing for mistakenly deleting data, a missed deadline, or overstepping boundaries, you’ll find the right words here.
Leverage tools like Outlook AI to automate and enhance your email writing process, making it even easier to maintain strong customer relationships.
If you've made any of these minor mistakes, here's examples for how to apologize in an email!
10 apology email samples
You should now understand what an apology email is and how to structure it. Here are 7 apology email samples covering some common reasons you might need to say sorry at work.
1. Apologize for a mistake sample email
We've all made mistakes at work; how you deal with it matters. In this sample, apologizing for a mistake, we stick to the structure, accept we've made a mistake, and move on.
2. Apologize after sending an email to the wrong person sample
Sent an email to the wrong person by mistake? It happens – especially if your inbox is as cluttered as ours!
How serious this is depends on what you sent.
In this apology email sample, we're assuming this is a minor infraction and something that hasn't embarrassed you too much. The format is familiar (introduction, acknowledgment, and explanation).
3. Professional apology email sample
Formal emails are, by their nature, professional. While you should still use the person's first name (or professional title), the rest is rigidly prescribed and 100% professional.
This professional apology sample is suitable for your boss, senior manager, or highly valued client or customer.
Here's how to apologize professionally in an email sample that can be shaped for any situation.
4. Apologize for short notice sample email
Giving someone short notice (for a meeting, visit, or delivery) is a minor issue, so the apology is brief.
This sample apologizes for any inconvenience and provides all information and details. We use bullet points as a way to list out information in an easily accessible manner.
5. Typo error apology email sample
Typ errors can be embarrassing, but they're rarely serious (unless you've paid a supplier far too much money!). In this sample, we apologize for a simple typo in their name. We've all experienced this common issue (try spelling my name without looking).
If the apology is delivered early enough and earnestly, it won't impact your relationship.
6. Sorry for the inconvenience email sample
We've all inconvenienced people in the past, and when it happens, we should always say sorry. We may have been late to a meeting, failed to send an email, or held up a meeting.
Whatever the reason for the delay, always apologize. If you need a template, here's our sorry for the inconvenience sample!
7. Apologize for the delay in response email sample
Have you left an email in your inbox for too long without replying? It happens to all of us, and here's what you should do.
You'll see in this sample we stick to the formal format, apologizing for the delay, providing an explanation, and outlining the next steps.
8. Apology email to client
Crafting an apology message to a client means following the format above, structuring a response that acknowledges the issues and provides a positive way forward.
In this example of how to apologize to the client for a mistake, we provide a standard apology letter you can shape to your circumstances.
9. Apology email to customer
Depending on your business, service, or sector, this customer service apology template can help you regain trust and restore respect.
Some of the reasons you may need to send an apology email to a customer:
- Apology email to customer for delay in delivery
- Apology to a customer for a mistake
- Apology to a customer for long wait time
- Apology to a customer for delay in response
- Apology to a customer for bad service
- Apology email to customer for poor service
- Apology email to customer for a damaged product
Here's an example of an apology email to a customer you could use in various different situations.
10. Apology email to boss
There are many situations when an apology email or apology to a boss is required. Still, they can all be managed with our template on how to say sorry to a boss for your mistake.
We've stuck to the structure outlined above in this apology message to a boss, delivering a straightforward apology with a focus on the future.
Apology email template
If any of our apology email templates don't fit your needs, you can use this proven email template to create your own.
Copy and paste it, then work through each stage and fill in the gaps to build your own perfect apology email!
Be careful to strike the right tone of voice, and focus on how you can add value. And once your apology template is completed, be sure to send it as soon as possible.
This template follows the established apology email structure, including the following:
- Introducing yourself
- Acknowledge there has been a mistake – and apologize for it (obviously!)
- Explain what you're doing to fix it
- Outline next steps
- Sign off and move on
Here's our 100% customizable apology email template!
Final words on apology emails
Apology emails aren't always easy to write, but they are essential. If you've made a mistake, say sorry in a message!
Sticking to the format and following our top tips will help you apologize professionally while protecting your reputation. Always proofread your messages and double-check the details (you don't want to have to apologize again!).
Crafting a professional and sincere apology letter can significantly impact your relationship with colleagues, clients, and customers. It shows that you value their experience and are committed to making things right, which can help rebuild trust and loyalty. These apology emails not only help mend relationships but also provide an opportunity to improve your services and prevent future issues.
Finally, send your apologies as soon as possible to avoid embarrassment.
For those wondering how to apologize professionally, these templates offer a structured approach that can be easily customized to fit specific situations. Additionally, leveraging tools like ChatGPT for Outlook can further enhance your email writing process, allowing you to deliver personalized and thoughtful apologies faster and more efficiently.
Bonus: 100 apology examples
There are an almost infinite number of ways you can say sorry, but we've included 100 below. These are split into categories to help you select the most suitable apology for each situation.
Personal apology examples
Here are some examples of writing a personal apology to someone you know.
- I sincerely apologize
- I highly apologize
- I greatly apologize
- I deeply apologize
- I would like to sincerely apologize for...
- I would like to express my sincere apology for...
- I would like to offer a sincere apology for...
- I apologize for not...
- I apologize for the confusion
- I apologize for what happened
- I apologize for the multiple emails (don't apologize for this if you're applying for a job)
- I apologize for the mistake I made
- I apologize on behalf of the company
- I apologize for any grammatical errors (and here's how to say thank you for pointing them out!)
- I am sorry for my mistake
- I am sorry for my actions
- I am sorry for messing up
- I am sorry for any misunderstanding I may have caused
- I am sorry for disappointing you
- I am sorry and apologize for...
- I am sorry to bother you again
- I am sorry and sincerely apologize for the inconvenience caused
- I am so sorry about this
- I am asking for an apology
- I have to apologize for forgetting (here's how to send a reminder)
- Please accept my apologies for the mistake
- Please accept my sincere apologies for the inconvenience caused
- please accept my sincere apologies for the delay
- Please accept my apologies for the late response
- Please accept my apologies for the short notice
- My apologies, I forgot to attach (...my resume)
- My apologies for the mistake
- My apologies for the delay in sending the document
- My apologies for the confusion
- My apologies for overlooking your email
- My apologies for my absence...
- My apologies for the last-minute request...
- Many apologies for...
- Utmost apologies for...
- A big apology for...
- A formal apology for...
- A heartfelt apology for...
- A personal apology for...
- Sorry for the typo
- Sorry for the issue
- Sorry for the mix-up
- Sorry for my actions
- Sorry for the mishap
- Sorry for the problem
- Sorry for my behaviour
- Sorry for the oversight
- Sorry for bothering you
- Sorry for disrespecting you
- Sorry for my incompetence
- Sorry for wasting your time
- Sorry for the inconvenience
- Sorry for the misunderstanding
- Sorry for the last minute notice
- Sorry for not getting back to you sooner
- Sorry for the delay in sending the report
- Sorry to confuse you
- Sorry to inform you ... (for example, that you're leaving the company)
- Sorry I was mistaken
- Sorry it was a mistake
- Sorry I said the wrong thing
- Sorry I missed your visit
- Sorry I have overlooked your email
- Sorry I couldn't attend the meeting
Business apology examples
These apology examples are suitable for writing as a representative of a business, company, organization, or service provider.
- We sincerely apologize
- We highly apologize
- We greatly apologize for
- We deeply apologize
- We would like to apologize for...
- We apologize for the mistake and the inconvenience
- We apologize for any misunderstanding
- Our apologies for the oversight
- Our apologies for the mistake
- Our sincere apologies for...
- Please accept our sincere apology for...
- Please accept our apologies for any inconvenience caused
How to say sorry at the end of an email
We've suggested apologizing up front, but sometimes you'll want to drop one in at the end. So here's to say sorry at the end of an email.
- ...My greatest apologies.
- ...My most sincere apologies.
- ... I am deeply sorry.
- ...I am sincerely sorry.
- ...I am sorry for my mistakes.
- ...I am so sorry for the inconvenience.
- ...Sorry for the trouble.
- ...Sorry for the hurdle.
- ...Sorry for pushing.
- ...Sorry for informing you late.
- ...Sorry again.
- ...Sorry if there are any mistakes in...
- ...Apologies again for the inconvenience.
- ...with regret,
- ...with my apologies,
- ...We would like to apologize in advance for the inconvenience.
- ...We are extremely sorry for the trouble caused.
- ...We are really sorry for the inconvenience.
- ...Please accept our apologies for the inconvenience.
- ...We are sorry and apologize for the mistake.
- ...We regret the inconvenience caused.
- ...Our deep and sincere apologies.
- ...Once again, sorry for the inconvenience caused.
In case you want to learn more email closing phrases check out our article on the topic.
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