Write a professional apology email that takes responsibility, explains (without excusing), and proposes a clear remedy. For missed deadlines, errors, or service failures.
Write a professional apology email. ## Situation - **What happened**: [the mistake, missed deadline, or issue] - **Who's affected**: [client / customer / colleague / team / stakeholder] - **Their name**: [who to address] - **Impact on them**: [how this affected them — be specific] - **Root cause**: [why it happened — briefly] - **What you're doing to fix it**: [immediate remedy] - **What you're doing to prevent recurrence**: [systemic fix] - **Tone**: [deeply apologetic / professionally accountable / warm and humble] ## Write an Email That: 1. **Acknowledge immediately** (first sentence) - Name the mistake specifically — don't be vague - No "I'm sorry IF..." — own it fully 2. **Take responsibility** (no deflection) - "I/We" not "the system" or "the process" - Brief explanation of what happened (not an excuse) 3. **Show you understand the impact** - Acknowledge how this affected THEM - Demonstrate empathy 4. **Present the remedy** - What you've already done to fix it - Timeline for resolution - Any compensation or make-good offered 5. **Prevent recurrence** - One sentence on what's changing so this doesn't happen again 6. **Close with humility** - Acknowledge trust is earned - Invite further conversation Under 200 words. No self-pity, no over-explaining, no shifting blame. Direct, sincere, action-oriented.
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