How to Write an Apology Letter [UK Example & Guide]

It sometimes happens that things go wrong, and you’re the one who has to take responsibility. Maybe your company suffered a data breach on your watch, a major client was left unsatisfied, or you said or did something you shouldn’t have at a work party. Whatever it was, here you are—writing an apology letter.

In this article, you'll see an effective apology letter example with UK-specific advice to help you create the best apology letter yourself. You'll learn particularly how to start and end a sincere apology letter to sound really credible. Let's get started.

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Had a different letter in mind? See:

• Acceptance Letter Sample
• Appeal Letter Sample
• Appointment Letter Sample
• Appreciation Letter Sample
• Leave Letter Sample
• Termination Letter Sample
• Recommendation Letter Sample
• Reference Letter Sample
• Resignation Letter Sample
• Retirement Letter Sample

Apology letter example & template 

It’s not easy to apologise in writing but, as the example above shows, it’s not impossible. Here’s how to write a sample apology letter that’s both sincere and professional:

1. Set up your apology letter with a professional header and formal salutation

The ‘formal’ part of ‘formal apology letter’ implies that there are certain rules your apology letter has to follow. Starting with the header: align to the right your name, postal address, email, and phone number. Leave a line and add the date of writing, followed by another blank line.

Then, address your apology letter as you would address a standard business letter. Align to the left your recipient’s name, their job title, the company name, and the company’s inside address. Write out the postal addresses just as though you were addressing an envelope. Do all of this even if you’re attaching your letter of apology to an email, it might be printed and archived.

Going along with the apology letter format, you’ll need an appropriate salutation. Use ‘Dear + Mr/Ms + Surname’ or ‘Dear + First Name’. If you deal day-to-day with your apology letter recipient, then stick to being on a first-name basis if that’s what you’re used to. Otherwise, default to the more formal option.

How to start an apology letter: header and salutation

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2. Start your apology letter by accepting responsibility and apologising directly

How to start an apology letter? By acknowledging what you did wrong. Accept responsibility and, as you do so, make it clear that you understand the effect your actions had on your reader. You will allow your reader to feel heard and understood, which is a vital component of an effective apology.

Taking responsibility means that you don’t try to minimise your shortcomings or to spread the blame. Even if you’re not solely responsible for what went wrong, this is your apology letter and the focus should at all times remain on your actions. There’s no room for shirking in a professional apology letter.

Apologise for your actions, inaction, or negligence. Be direct and sincere: don’t write ‘I’d like to apologise’ or ‘I wanted to say sorry’. Write ‘I apologise’ or ‘I’m sorry’. There’s a big difference and your reader will certainly pick up on it.

Apology letter example: opening paragraphs

3. Use your apology letter to show that you’re working on making things right

It’s important that your apology letter isn’t just one long, chest-beating mea culpa. People are often less satisfied with receiving an apology than they thought they would be, so the reader is unlikely to enjoy reading a long, complicated confession. Instead of explaining yourself or going into too much detail about your mistakes, focus on concrete information. 

A letter of apology is one of your first and best chances to start moving forward, fixing the problem, and making amends. Share your plans for doing just that. Lay out what you’ve already done, what you’re currently doing, and what you plan to do moving forward. Part of this could be damage control and picking up the pieces, but try to be more proactive than that: show that you’re working to avoid a repeat performance.

How to write an apology letter: main paragraphs

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4. End your apology letter by asking for forgiveness and signing off properly

It’s one thing to know how to end an apology letter and another to do it. It’s time to ask for forgiveness. This is a major driving force behind any apology. Asking someone for forgiveness, especially if there’s been bad blood between you, can be difficult. It’ll make for a sincere apology letter, though.

With that bullet bitten, you’re almost done. A formal apology letter requires a formal sign-off. Use ‘Yours Sincerely’, leave a few lines blank and type out your full name. Sign above your name if you’re printing out your apology letter. Consider pasting in a digital copy of your signature if you’re emailing it.

How to write an apology letter: ask for forgiveness before signing off

5. Keep these apology letter format guidelines in mind

A formal apology letter needs to follow the standard business letter format. That’s why setting your header out properly is so important. Depending on who’s the addressee and why, your letter may become an official document. All the more reason to make it look professional.

Use lots of white space in your apology letter

Leave the margins at the default one inch. Set the line spacing to 1.15 and use double-space between paragraphs. This will help make your apology letter easier to read. Try to keep to a single page if possible. Including lots of white space is more important than a low page count, though: a huge block of text with no breaks is uninviting and difficult to read and comprehend. 

Choose a professional-looking font

Choose an easy-to-read, sans serif font for your letter of apology. Stick with the default Arial or Calibri if in doubt: they won’t draw any attention to themselves, and that’s exactly what you want. Leave the font size at 11–12 points.

Save your apology letter in PDF

Emailing your apology letter as an attachment? Save it in PDF before sending it. PDF is more stable than something like a *.docx file. It’ll also keep your formatting and layout intact between most devices and printers.

Pretty confident you now know how to write a letter of apology? Or maybe you’ve got some unanswered questions? Leave a comment down below—we’ll be sure to get back to you. We’d also love it if you would share your experiences with writing an apology letter!

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Our editorial team has reviewed this article for compliance with Livecareer’s editorial guidelines. It’s to ensure that our expert advice and recommendations are consistent across all our career guides and align with current CV and cover letter writing standards and trends. We’re trusted by over 10 million job seekers, supporting them on their way to finding their dream job. Each article is preceded by research and scrutiny to ensure our content responds to current market trends and demand.