We all make mistakes. From sending an email to the wrong person to missing an important deadline, human errors happen in every workplace. The way you respond to these mistakes can make a big difference in how people see you and your company. A well-written apology email can fix relationships, build trust, and show that you take responsibility.
Saying sorry the right way isn’t always easy. That’s why having some examples to follow can help you write better apology emails when you need them. These samples cover many common workplace mistakes and show you how to apologize clearly and sincerely.
Sample Apology Emails
Here are 15 email templates you can use as guides when you need to say sorry for a mistake at work. Each one shows a different way to handle various types of errors.
1. Apology for Sending Incorrect Information
Subject: Correction: Updated Information About [Project Name]
Dear [Recipient’s Name],
I want to apologize for the incorrect information I sent you yesterday regarding the [specific detail]. After checking my notes, I found that the correct [information] is [accurate detail].
Please use this updated information for your records. I should have double-checked the facts before sending my original email. I will be more careful in the future to make sure all information I share is accurate.
Thank you for your understanding.
Sincerely, [Your Name] [Your Position] [Company Name] [Contact Information]
2. Apology for Missing a Deadline
Subject: Apology for Missed Deadline – [Project Name]
Dear [Recipient’s Name],
I want to apologize for not submitting the [project/report/assignment] by the agreed deadline of [date]. This delay was caused by [brief explanation without excuses], but I understand that meeting deadlines is my responsibility.
I have now completed the work and attached it to this email. Going forward, I will plan my time better and communicate any possible delays well before deadlines.
Thank you for your patience. I value our working relationship and will make sure this doesn’t happen again.
Best regards, [Your Name] [Your Position] [Company Name] [Contact Information]
3. Apology for a Billing Error
Subject: Apology and Correction for Recent Billing Error
Dear [Customer’s Name],
I’m writing to apologize for the billing error on your recent invoice [invoice number]. We charged you [incorrect amount] instead of the correct amount of [correct amount].
We have already fixed this mistake in our system. You will receive a new invoice with the right amount within 24 hours. We have also added a [discount/credit] of [amount] to your account for the trouble this caused.
Our team is improving our billing process to stop this from happening again. We value you as a customer and thank you for your understanding.
Sincerely, [Your Name] [Your Position] [Company Name] [Contact Information with direct phone number]
4. Apology for a Late Response
Subject: Apology for My Delayed Response
Hello [Recipient’s Name],
I want to say sorry for taking so long to respond to your email from [date]. Your message was important, and you deserved a faster reply.
To answer your question about [brief mention of their inquiry], [provide the information they requested].
I am working on being more prompt with my email responses. Thank you for your patience, and please let me know if you need anything else.
Thanks, [Your Name] [Your Position] [Company Name] [Contact Information]
5. Apology for a Service Outage
Subject: Apology for Today’s Service Disruption
Dear Valued Customer,
We want to apologize for the service outage that happened between [time] and [time] today. We know many of you could not access your accounts during this time.
The outage was caused by [simple explanation]. Our technical team has fixed the issue and added extra safeguards to stop this from happening again.
We know you count on our service to be available at all times. We let you down today, and for that, we are truly sorry. As a small token of our apology, we have [compensation detail if applicable].
If you have any questions or need help with anything related to this issue, please contact our support team at [contact information].
Sincerely, [Your Name] [Your Position] [Company Name] [Contact Information]
6. Apology for a Shipping Delay
Subject: Update on Your Order #[Order Number] – Shipping Delay
Dear [Customer’s Name],
I’m writing about your recent order #[order number]. I need to apologize because your package will arrive later than we promised.
Due to [brief explanation], your order will now arrive on [new date] instead of [original date]. We are tracking your package closely and will send you updates on its progress.
We know this delay is disappointing. To make up for this, we’ve added a [discount/gift] to your account for your next purchase.
Thank you for your patience and for choosing our company. We will work hard to make your next experience with us better.
Best regards, [Your Name] [Your Position] [Company Name] [Contact Information]
7. Apology for Double-Charging a Customer
Subject: Apology for Billing Error on Your Account
Dear [Customer’s Name],
I want to apologize for the error on your account where you were charged twice for your recent purchase of [product/service name] on [date].
We have found and fixed the problem in our payment system. A full refund of [amount] has been processed and will show in your account within [timeframe].
We take billing accuracy very seriously and are sorry for any stress this mistake caused. We’ve also added a [discount/credit] to your account for your next purchase.
If you have any questions or need to discuss this further, please contact me directly at [your direct contact information].
Sincerely, [Your Name] [Your Position] [Company Name] [Contact Information]
8. Apology for a Meeting Mix-up
Subject: Apology for Today’s Meeting Confusion
Hi [Recipient’s Name],
I want to apologize for the confusion about our meeting today. I made a mistake with the [time/location/date] and caused you to waste your valuable time.
I take full responsibility for this mix-up. Can we reschedule for [proposed new time]? I promise to be better organized and confirm all details ahead of time.
Thank you for your understanding. I look forward to our rescheduled meeting.
Best, [Your Name] [Your Position] [Company Name] [Contact Information]
9. Apology for a Product Defect
Subject: Important Notice About Your Recent Purchase
Dear [Customer’s Name],
I am writing to apologize about the [product name] you purchased on [date]. We have found that some units from the same batch have a defect that affects [explain the issue simply].
Your satisfaction and safety are our top priorities. We would like to offer you:
1. A full refund, OR 2. A replacement product from our newest line, OR 3. Store credit with an extra 20% added to the purchase price
Please let us know which option you prefer by replying to this email or calling our customer service team at [phone number].
We are truly sorry for this problem and the disappointment it may have caused. We have already fixed the manufacturing issue to make sure this doesn’t happen again.
Sincerely, [Your Name] [Your Position] [Company Name] [Contact Information]
10. Apology for Sending an Email to the Wrong Person
Subject: Apology for Misdirected Email
Dear [Recipient’s Name],
I want to apologize for accidentally sending you an email yesterday that was meant for someone else. This was completely my error, and I should have been more careful when selecting the recipient.
The information in that email was not meant for you, and I ask that you please delete it. This mistake should not have happened, and I have already taken steps to be more careful with my email communications.
Thank you for your understanding.
Sincerely, [Your Name] [Your Position] [Company Name] [Contact Information]
11. Apology for a Quote or Estimate Error
Subject: Correction to Previous Quote for [Project/Service Name]
Dear [Client’s Name],
I need to apologize for an error in the quote I sent you on [date] for [project/service]. After a thorough review, I found that I incorrectly calculated the [specific aspect].
The correct total should be [amount] instead of [incorrect amount]. I have attached an updated quote with all the correct figures.
I understand this change might affect your decision or budget planning. If you would like to discuss options or adjustments to the scope of work to stay within your original budget, I would be happy to work with you on this.
I sincerely apologize for my mistake and any problems it may have caused you.
Best regards, [Your Name] [Your Position] [Company Name] [Contact Information]
12. Apology for Forgetting an Attachment
Subject: Apology + Missing Attachment from Previous Email
Hello [Recipient’s Name],
I just realized I forgot to attach the [document name] in my previous email. I apologize for this oversight and any confusion it may have caused.
Please find the attachment with this email. Next time, I will double-check all my emails before sending them.
Thank you for your understanding.
Best, [Your Name] [Your Position] [Company Name] [Contact Information]
13. Apology for a Website Error
Subject: Apology for Website Issues on [Date]
Dear Valued Customer,
We want to apologize for the problems you may have had while using our website on [date]. Many users told us they could not [specific issues like “add items to cart” or “complete checkout”].
Our team worked quickly to fix these problems, and the website is now working normally. We know how frustrating technical issues can be, especially when you’re trying to [complete an action].
To thank you for your patience, we’re offering [special discount/offer] that you can use on your next purchase. Simply enter the code [discount code] at checkout.
We thank you for your continued support and understanding.
Sincerely, [Your Name] [Your Position] [Company Name] [Contact Information]
14. Apology for Incorrect Information in a Presentation
Subject: Correction to Today’s Presentation Data
Dear Team,
I need to apologize for sharing incorrect data during my presentation this morning. The slide about [topic] contained an error in the [specific information].
The correct information is [accurate data]. I have attached an updated version of the presentation with the right numbers and facts.
This mistake happened because [brief explanation without excuses], but that doesn’t change the fact that I should have verified all information before presenting. I apologize for any confusion this may have caused.
Thank you for your understanding.
Regards, [Your Name] [Your Position] [Company Name] [Contact Information]
15. Apology for a Miscommunication
Subject: Clarification and Apology Regarding [Topic]
Dear [Recipient’s Name],
I want to apologize for the miscommunication about [specific issue]. After reviewing our previous conversations, I see how my message could have been unclear and led to confusion.
What I should have explained better was [clarification of the issue]. Going forward, I will make sure to be clearer in my communications and check that we have the same understanding before moving forward with projects.
Thank you for bringing this to my attention. Clear communication is important, and I value your feedback.
Sincerely, [Your Name] [Your Position] [Company Name] [Contact Information]
Wrap-up: Writing Effective Apologies
The key to a good apology email is being honest, taking responsibility, and offering a solution. Always start by clearly saying sorry and explaining what went wrong. Then, tell the person what you’re doing to fix the problem and how you’ll stop it from happening again.
Keep your apology short and to the point. Use simple language and a sincere tone. Most importantly, send your apology as soon as possible after the mistake happens.
With these sample emails as your guide, you’ll be better prepared to handle those awkward moments when you need to say “I’m sorry” at work.