Month Day, Year
Name of Recipient
Address
Dear (Recipient’s Name):
The sorry letter begins with an introduction that entails mentioning the reason why the letter has been written. This is important to help the reader grasp from the word go what to expect in the letter. It is expected (and that is the case most of the times) that the recipient is aware of an incident or something that did not go right.
The second paragraph goes on to explain in detail what actually transpired that led to the error or the cause of the problem.Here you try to make what happened very clear so that the recipient will fully understand what transpired. Don’t try to give excuses or lie to the recipient because this will only aggravate an already sour relationship.
The third and other consequent paragraphs try to make the recipient understand that what happened was not an everyday occurrence and that it would not happen again. Make sure the recipient feels that you have given appropriate explanation and you are remorseful. Here you also tell him how you plan to correct the anomaly. Avoid very lengthy apology letters.
Sincerely,
Name of Sender