Formal letter format for Apology Letter – How to Write and Apology Letter Samples for You

Saying you are sorry is one of the hardest things you will have to do. As human beings, we make mistakes. Owning up to it is not as easy as it seems to be. Most people do not have the habit of apologising but what people do not understand is that sometimes, all that is required is a heartfelt apology to make things right. This article on apology letter format will explain in detail how to write an apology letter and also give you examples that you can refer to.

Formal letter format for Apology Letter - How to Write and Apology Letter Samples for You

How to Write an Apology Letter

An apology letter is a formal letter in writing or mail submitted to higher authorities or the concerned person affected by your action as an act of repentance. Most of us would have had the experience of writing at least a letter to the principal, when we were students, to apologies for coming late for class or missing a test. Choosing the right words will always be one of the challenges you would have to face when you sit to write an apology letter. You have to make sure you write the apology letter in a polite tone. You have to understand the difficulty caused as a result of your actions and show that you are truly sorry for what you have done. Making people feel how sorry you are could be hard. In order to do that, make sure you do not make any excuses, even if what happened was not entirely because of what you did or what you did not do.

Letter writing is something that all of us have to do for various reasons at every stage of our lives. Apology letters, especially, are important in every scenario as it helps in mending strained relationships and also serves as documentary evidence. Taking responsibility for your actions and ensuring that such a situation would not occur in the future is not as easy a task. However, the people around you will respect you for the courage you showed in owning up to your mistakes and making an effort to correct them.

Apology Letter Samples

Wondering how to start your apology letter and how long it should be? Here are some apology letter samples for you.

Formal Apology Letter for Delivery of Damaged Products

45 C, The Throttlers

Big Bazaar Street


Kochi – 682019



10/227, Jagathala Road


Ooty – 643002

Subject: Apology for delivery of damaged goods

Respected Sir,

I have been informed that the LED indicators you bought were not working properly. You had mentioned that there was a problem with the wiring connection. We regret the inconvenience caused. We can replace it for you at the earliest once you return it to us (to the above-mentioned address).

Thank you

Yours sincerely,



Official Apology Letter for Delay in Supply of Garments

The Manager

Senta Clothing Company


Tiruppur – 642122


The Manager

Prague Square Boutique

T Nagar

Chennai – 600025

Subject: Apology for the delay in supply of garments

Respected Sir,

We regret to inform you that the products that you had ordered on the 24th of December, 2021 are still in transit due to the current covid situation. We understand that it is a huge inconvenience for you. We are trying our best to clear all the backlogs and deliver the products to our customers at the earliest.

We request you to kindly understand the unlikely situation and bear with us while we sort out these problems. We ensure to get your goods delivered latest by the 10th of January, 2022. We value your relationship with us, and we will see to it that such a situation does not arise in the future. We sincerely apologise for the delay and hope that you continue to partner with us.

Thank you in advance for your kind understanding and cooperation.

Yours sincerely,




Apology Mail Format for Missing to Mark Attendance

Receiver’s mail address:

Subject: Apology for missing to mark attendance

Respected Sir,

I am Stanley Rosario, working as a Software Developer in your esteemed organisation. I had a problem with my internet connection today, so I was not able to mark my attendance online for today (11/01/2022). I had informed my Reporting Manager, and I had completed all the projects that were assigned to me yesterday.

I would like to sincerely apologise for not marking my attendance on 11/01/2022 and request you to kindly accept my apology and do the needful.

Thanking you

Yours sincerely,

Stanley Rosario

Software Developer

Frequenty Asked Questions on Apology Letter Format

How do you write an apology letter?

You can follow these steps when you are writing an apology letter.

  • Make sure you acknowledge your fault.
  • Show that you understand the inconvenience caused by your actions and sincerely apologise for it.
  • Assure that you will fix the problem. Also, explain how you will do it.
  • Request the receiver to accept your apology.
  • Ensure that you will not repeat it.

How do you end an apology letter?

You can end your apology letter by thanking them for their time and consideration or thanking them in advance for understanding and accepting your apology. You can close the letter with ‘Yours sincerely’, ‘Sincerely’, etc., followed by your signature, name in capital letters and designation, if any.

How do you write an apology mail?

In your apology mail, see to it that you write your subject line clearly so that the receiver understands the purpose of your mail. Explain the reason for which you are apologising in the body of the mail. Make sure to use a polite tone in your writing.

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