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Chapter 8. Writing opinionated messages > Writing an apology letter

Writing an apology letter

When problems occur, you might have to write an apology letter. Written apologies help regain the respect and goodwill of clients and individuals within your organization. When writing an apology:

  • Apologize immediately and inform the reader that you care about their business or feelings. To avoid seeming insincere, however, you should avoid long or drawn-out apologies.

  • Focus on the action you are taking to correct the mistake. Your reader will be more receptive to your ideas and suggestions if you focus on the positive aspects of the situation.

  • To keep the tone of the message positive, limit recalling negative details. If you have new information about the problem, include it and then explain how you are addressing it.

  • Tell the reader how you plan to prevent the problem in the future. This will help to restore their confidence in your abilities.

  • Request feedback from the reader to gain any additional information on how to solve the problem or prevent it from happening again. By asking for the reader’s input, you are also allowing them to voice their concerns.


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