Cheryl Cirelli reports:
"The sooner you write an apology business letter after an infraction the better. If you've committed a business offense of some kind, extend an apology shortly thereafter. Acting quickly can make the difference between saving or ending a business relationship...Usually, if you acknowledge you've made an error in judgment or were wrong in some fashion and express your regret sincerely, the person receiving the letter will forgive the infraction and continue to do business with you. However, sometimes it takes more than words, and an apology letter must be accompanied by appropriate restitution to repair your business relationship. Start by saying you are sorry. You want the intent of the letter to be clear. Next, offer an explanation regarding the reason for the letter. Acknowledge what went wrong and how you plan to rectify the situation. Along with extending the apology in a timely manner, be sure to promise you won't repeat the offense. At the end of the letter, apologize one more time and mention you value the business relationship...Writing a business apology letter will show the offended party you not only realize you were wrong, but...also value the relationship. It's important you accept responsibility for what happened. In return, you may be surprised to find the injured party might also accept partial responsibility and apologize in return...Type the apology using a common, easy-to-read font...Print your letter on good quality, white paper...Use a formal business letter format such as semi-block or full-block...Incorporate your apology within the beginning of your letter...Clarify the problem when you apologize to a customer...Offer a specific explanation...Outline what action you plan to take to rectify the problem...Sign the letter by hand...While it is prudent in most cases to write and send your apology letter with a quick response, there are times when it is best to wait. For example, if the incident in question may result in legal action or liability issues, it is best to talk with legal counsel before you put anything in writing...Maintaining healthy business relationships sometimes requires an apology. Saying you're sorry can save business relationships and disperse the problem before it gets out of hand."
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