We all make mistakes and sometimes we are forced to ask forgiveness from others for the spoiled relationship. So the letter-apology is one of the complex kinds of letters. After all, in this letter, the author often touches on his remorse (and sometimes there is no desire to apologize, and in business correspondence it happens that you also have to apologize not necessarily for your own mistakes).
To ask for forgiveness is necessary. After all, the ability to admit one's wrong, their mistakes and their readiness to correct them at the same time is an important element of the image of each organization. Written apologies carry the main objective as an apology, while simultaneously preserving the face of the company and restoring the corrupted relations. In addition, it is important to reduce the possible conflict incident, while minimizing the negative consequences of the error. Apology letters should be sent in the following cases:
- Mistaken behavior on your part towards employees of another organization (regardless of the root cause of inhuman behavior).
- In case you did not fulfill your contractual obligations (also regardless of the reason).
- Incorrect behavior of your employees, which became some kind of public domain.
- In the case of force majeure.
How to write an apology letter?
Written apologies have a structure that does not bear any special differences from the structure of a normal business letter, but the topic will be the best option if you make the subject of the letter neutral, not focusing on the fact that this letter is an apology. Let the letter be signed by the top manager of the company. It is necessary to create the impression that the manager is aware of the importance of the erroneously created problem and, with great regret about what happened, is ready to ask forgiveness from the injured party. The text of an apology affects the restoration of the professional reputation of your company or official.
Depending on the form, the text is divided into: the introductory part, the main part and the conclusion. The apology is brought only once in the introductory part of the letter. The second paragraph is the main part. It is necessary to explain the reason for what happened. Avoid the phrases "small problem", a small delay, "etc. The third paragraph is an expression of grief, regret. The conclusion should express the hope that such a case will happen again.
Do not forget that if you do everything right, then, instead of a dissatisfied employee of another company or client, get a few permanent.