3 ways to end a letter of apology

3 ways to end a letter of apology
3 ways to end a letter of apology
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When we make a mistake or hurt someone, we usually try to apologize so that the person concerned understands that we really mean what we are saying to them. You can try to right your wrong by writing a letter of apology, whether it's on the job or on a personal level. The tone of the letter will not be quite the same whether it is private or professional circumstances. Either way, there are a number of things you should keep in mind to make sure your letter looks genuine.

Steps

Method 1 of 3: Write a letter in a personal setting

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Step 1. Offer to redeem yourself

The person you're apologizing to probably has an idea of ​​how you could fix your mistakes. By making the effort to ask for his advice, you are showing that you are willing to do whatever it takes to show that your regrets are genuine and that you are looking to improve the situation.

For example, you can say, "I know I sucked at not coming to your party when I promised to be there." To catch up with me, can I take you for a drink or invite you to dinner at my place? I want you to know how much you mean to me. "

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Step 2. Ask to see your caller

Depending on the situation, you may want to speak with the person concerned to apologize in person. At the end of your letter, offer to meet her in a neutral location so that you can ask her for forgiveness face to face. Keep in mind, however, that depending on the nature of the problem, she may not want to see you. That does not prevent you from offering it to him, however.

For example, you can put it this way: “I would really like to see you, I would like to have the opportunity to apologize in person. Tell me when you will be available. "

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Step 3. Carefully choose the final formula

Your emotions should be visible through her. If you are writing a letter in a personal setting, you can afford to use a familiar twist that expresses how you feel about the other person. You can choose "Sorry", "Big kisses" or "With all my heart".

Method 2 of 3: Write a letter in a professional setting

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Step 1. Suggest solutions

When you apologize for a mistake you made on the job, it's important to show your customer that you are looking to fix it. Submit solutions to the problem caused by your fault. Be careful, the proposals must be achievable, you must not just tell the customer what you suppose he wants to hear.

Write for example: "To compensate you for the error in the routing of your last order, we suggest that you return it to you at no cost to you. We also offer you a 30% discount on your next purchase. "

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Step 2. Emphasize that the error will not recur

In the last paragraph of your letter, list the preventive measures you will take following the incident. Be as specific as possible about any corrections made so that this is the last time the problem in question occurs.

For example, phrase it this way: “We have taken several steps to ensure that we do not exceed project submission deadlines in the future. A shared calendar has been created and configured to send reminders one week, one day and 8 hours before each deadline. We have also detailed the list of tasks to be carried out so as to be sure that each step of the project is completed on time. "

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Step 3. Choose the final formula

When writing a letter of apology in a professional context, the polite phrase needs to be a little stronger. Before affixing your signature, you can end with “Please accept my best regards” or with “Sincerely yours”.

Method 3 of 3: Adopt the right tone

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Step 1. Be courteous and professional

If you apologize for a mistake you made in your job, keep your tone polite while remaining very professional. Explain the problem you encountered as factually as possible. Don't adopt a familiar tone hoping to gain the recipient's compassion for your situation.

  • Say, for example, “I once again apologize for the poor supervision of this project. I certify to you that I have taken the necessary measures to ensure that this type of error does not occur in the future. "
  • Above all, do not say "I am truly very sorry and I hope with all my heart that you will find the strength to forgive me." It is inappropriate to express yourself in such a personal way in a professional context.
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Step 2. Reserve sincerity for those close to you

If you're apologizing to someone in your personal life, your tone should be as candid as possible. If you phrase things too forcefully, your apology may seem hypocritical or forced to the other person.

For example, you can write “I'm so sorry that my jokes hurt you. I wasn't thinking wrong when I said these things, but I understand that they could have hurt you. I am sorry. "

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Step 3. Don't find excuses for yourself

It can be very tempting to find good reasons for making the stated mistake, especially if external circumstances have led you to make a mistake. Keep in mind, however, that using red herrings may give the impression that your regrets are not sincere. Focus on the things you are responsible for and your desire to make amends.

For example, instead of saying “I'm sorry this part of the project wasn't supervised properly, but I got the flu, then my daughter got sick and then we were planning to go on vacation,” say rather “I'm sorry that part of the project was not properly supervised. I have taken the necessary steps to ensure that this does not happen again in the future. "

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Step 4. Don't blame others

You may want to point out at the end of your letter that you think there are other people at fault as well. Unfortunately, by doing so, you will only undo all the efforts made in the remainder of the letter to convince the other person to forgive you for your fault.

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Step 5. Sign

You must sign your letter of apology, whether in a private setting or in a professional setting. It shows that you care enough about it that you took the time to add a personal touch to it. Print the mail and sign it by hand.

  • If it is customary for letters of apology in the context of work to be sent by email, you can, on the other hand, hand deliver such a letter addressed to one of your relatives.
  • If for some reason you really can't manually sign a letter of apology in a business context, include at least one electronic signature in the document. Some word processing software allows you to make a real signature. You can also trace your signature on a sheet of paper, then scan it and save it on your computer so that you can insert it as an image at the bottom of your letters.

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