3 Perfect Examples of How to Write an Apology Letter

You screwed up. Now it’s time to own it. Knowing how to apologize is a crucial life and career skill. But when you write an apology letter, creating a permanent record of an event and your response to it, it’s all the more important that you get it right.

Why is writing an apology letter so hard?

Apologizing is an art form few of us seem to master. We don’t want to admit our mistakes because we think that making mistakes reflects badly on our character. But the truth is, not apologizing, or making a feeble non-apology, is often worse.

There are a few reasons you may struggle with apologies:

• You assume that making mistakes means you’re a bad person. When you feel ashamed, you have a hard time recognizing that one goof doesn’t reflect on your character as a whole.
• You get defensive. No one wants to feel ashamed. But a defense is not an apology.
• You worry that you’ll have to own all the responsibility, or that you’ll open the floodgate for more accusations. It could happen, sure. But not apologizing builds resentment over time, and that’s toxic to personal and workplace environments.

The good news is that when you put your apology in writing, you have the luxury of polishing and editing your thoughts so that they say precisely what you mean to convey.

The Elements of a Good Apology Letter

Sorry does seem to be the hardest word, but if you can master these steps in the apology process, you’re sure to make a good impression. These guidelines apply whether you’re apologizing for a personal error, or you’re writing an apology on behalf of a team or business.

• Say you’re sorry. Not, “I’m sorry, but . . .” Just plain ol’ “I’m sorry.”
• Own the mistake. It’s important to show the wronged person that you’re willing to take responsibility for your actions.
• Describe what happened. The wronged person needs to know that you understand what happened and why it was hurtful to them. Make sure you remain focused on your role rather than deflecting the blame.
• Have a plan. Let the wronged person know how you intend to fix the situation.
• Admit you were wrong. It takes a big person to own up to being wrong. But you’ve already reminded yourself that you’re a big person. You’ve got this.
• Ask for forgiveness. A little vulnerability goes a long way toward proving that you mean what you say.

—If You Want to Know How to Apologize, First Do This…

It’s as easy (and as hard) as that. No minimizing, no shifting blame, no defenses. Now, let’s take a look at some apology letter examples that follow this format.

Apology Letter Examples

Before you begin writing, there are a few pointers to keep in mind. First, keep your letter brief and to the point. Don’t ramble on about what happened—distill it to the essentials. Don’t exaggerate, either. There’s no need to fall on your sword. But do keep your language respectful, sincere, and professional.

The Third-Party Apology

If you supervise an employee who made a mistake and find yourself apologizing to a customer or client, it’s important that you take responsibility without dumping all the blame on the employee. After all, what your employees do reflects your leadership.

Dear Ms. Jones,

On behalf of ABC Office Equipment, I extend our sincerest apologies for the bad experience you had with our sales associate, James. I understand that James made unprofessional remarks when you visited our storefront to inquire about a new copier. You came to us in search of information, and instead were subjected to a pushy salesperson.

At ABC, it’s our goal to help you make an informed purchase decision without having to deal with aggressive sales tactics. James is a new employee that I’ve been training. I take full responsibility for his behavior. He has received a written reprimand and will be shadowing one of our senior sales associates until he has a better understanding of the ABC Office Equipment approach to customer service.

I’m grateful that you brought this issue to my attention and I ask your forgiveness. We’d love to earn your business. I’ve included a voucher for 20 percent off your next purchase in our store as a thank-you, should you decide to give us a second chance. We hope to see you again soon!

Kind regards,

Jennifer Smith Equipment Sales Manager

The Personal Apology Letter

Sometimes, you have to own up to something you did that hurt or inconvenienced another person. We’ve all been there. Keep it simple. Don’t make excuses. Show that you’re trying to improve.

Dear Dylan,

I apologize for not arriving on time to pick you up from the airport yesterday afternoon. I have no excuse for keeping you waiting and wondering when your ride would show up.

It’s important to me not to let people down when they’re depending on me. Next time, I’ll make better use of calendar alerts so I’ll be sure to leave in plenty of time to arrive as scheduled, or even ahead of schedule.

I humbly ask your forgiveness. I hope my mistake won’t prevent you from seeking my help in the future. I’m always happy to be of service.

All the best,

Jillian

The Mass Apology

It’s horrifying to think about, but sometimes you end up upsetting a group of people rather than just one person. As with all apology letters, It’s important not to say, “I’m sorry if anyone felt offended.” (That’s like saying, “It’s too bad some of you don’t know how to handle my personality.”) Instead, say, “I’m sorry that I offended anyone.”

Hello Everyone,

I owe you all an apology. When I planned my costume for our annual company Halloween bash, I clearly wasn’t thinking. I now realize that what I wore was offensive to some of you, as well as to your families.

It was never my intention to cause anyone distress. Looking back, however, I can clearly see that I didn’t think things through before I decided on what to wear. Next time, I’ll be sure to weigh my warped sense of humor against my sense of propriety and choose something that isn’t controversial.

I hope you’ll forgive me for making you uncomfortable. Please accept the cupcakes in the breakroom as a sincere peace offering.

All the best,

Jamie

Here’s How to Get Started as a Freelance Writer

Sick of the 9-to-5 life? Yearning for work that’s creatively fulfilling? If you’re someone who loves to write, the idea of becoming a freelance writer has probably crossed your mind.

And if you’ve ever wondered how to turn that fantasy into a reality, this post is for you.

I’ve been a freelance writer since 2013, and over the years I’ve fielded many questions from folks interested in freelancing. This is a truly mammoth topic, so what I’m sharing today is simply a brief overview of how you can get started as a freelance writer.

By the end of this article you’ll have a better understanding of the process, and hopefully a better idea of whether or not it’s for you.

1Consider: why freelance writing?

Knowing your goals for freelancing will influence how you approach it.

• Are you looking for a creative outlet or a chance to share your ideas? Consider writing posts for your favorite websites that accept submissions (e.g., Huffington Post, MindBodyGreen, Bustle, The Penny Hoarder). Some sites pay, many do not.
• Are you looking for a side hustle to generate some cash? Consider pursuing small or one-off projects (e.g., writing a business’s monthly newsletter or doing Facebook ads for an online program launch).
• Are you looking to fully replace your day job with freelancing as your primary source of income? Prioritize big projects and opportunities for repeat work (e.g., full website copy revamp, e-books, book ghostwriting, weekly blog posts, weekly scripts for YouTube channel).

2Find Your Niche

What are your interests, background, education, expertise? What do you like to write? Who do you want to work with? There are many types of writing and types of clients for you to pursue.

You may not truly find your niche until you stumble onto it in the wild, but in the meantime here are some ideas to get your wheels turning.

• Are you an engineer or tech geek? Technical manuals could be right up your alley.
• Passionate about travel? Write blog posts or web copy for travel sites.
• Love writing short stories? Use your storytelling chops to write case studies (customer success stories) for businesses.
• Ever written a book? The market for book ghostwriting is hot and lucrative.
• Already doing marketing at your 9-to-5? Write sales pages and create social media campaigns for entrepreneurs.
• Maybe you enjoyed writing essays in college, processing complex information and synthesizing an argument. Writing white papers could be your niche.

3Build Your Portfolio

Stressing because you don’t have a degree in writing? Not a problem! My clients never ask about my education (BA in Economics and Anthropology), they ask about my experience working on other projects.

Bottom line: Clients don’t care if you have a degree, they only care if you can do the work.

This is where your portfolio comes in. Your portfolio is your proof that you can do the work you say you can do. Here’s how to get started.

• Gather whatever pieces you already have that pertain to your desired niche (e.g., personal blog posts, articles you wrote for your current company, the brochure you created for the nonprofit you volunteer with).
• Network with family, friends, and community to get a few more projects under your belt (e.g., a social media campaign for your cousin’s ice cream shop, an e-book for your friend’s health coaching practice, a newsletter for your faith community’s food pantry).
• You can work for free (family only) or at a reduced rate (everyone else) since they are taking a chance on you (remember, you don’t have a portfolio yet).
• Starting small (five to ten projects) is fine. What’s important is quality and that you’re showcasing experience in the niche you’re interested in.
• Put your work on a website you can share with potential clients. There’s Journoportfolio (which I use) and Clippings.me (both are free for up to ten articles), or find a Squarespace or WordPress theme that’s designed to be a portfolio.

4Find Clients

Now that you have an idea of the type of writing projects you’d like to do, and a portfolio showing your ability to do that work, it’s time to find clients. Here are some ideas to get you started.

• Contract with your current company. You already have a relationship with the company and understand its mission and voice. (This is how I got into freelancing.)
• Email the contacts within your business network. Let them know what type of projects you’re doing and invite them to pass your info on to others who would want to work with you too.
• Email your friends and family about what you’re doing. Promote your new business on your social media channels.
• Cold email companies that you’d like to work with. Identify a need they have (e.g., regular blog posts or newsletters) and show how you can help them.
• Pitch your article ideas to your favorite websites that accept submissions. Some sites pay for posts, many do not (worst case, you have a prestigious portfolio piece).
• Pitch for projects on a job board (ProBlogger, BloggingPro, All Freelance Writing) or content mill (Upwork, Scripted, Contently). But be warned, these opportunities tend to involve high effort and low pay. I’ve never used these sites, but I know many writers have gotten into the biz this way.
• Build relationships with creatives who provide complementary services, such as web and graphic designers. They have clients who need copywriting.
• Network with other fabulous freelance writers. They’ll pass on referrals when they can’t take a job, or when a company they’re writing for is looking for more contractors. (This is how I got connected to Grammarly : ) ).

Let us know in the comments which freelancing topics you’d like to hear more about in future posts. And if you’re already a freelancer, share one piece of advice that helped you get started!

7 Practical Tips on How to Start a Conversation

You’re probably not as good at starting conversations as you think you are.

And if, after reading that statement, you’re thinking Nuh-uh! I rock at starting conversations! there’s an even better chance you need the advice in this article.

Last night, I went to a blues concert with my friend. After the concert, we bumped into two of his acquaintances. The first, Mindy, approached us and said hello, but then stood there passively waiting for someone else to say something. The second, Lisa, fluttered in like leaves in a windstorm and babbled incessantly about herself for twenty minutes until we made an excuse to leave.

Neither person in that scenario was good at starting, much less maintaining, an interesting conversation. I’ll bet you’ve had similar experiences, ranging from the person who stands there waiting for you to take the lead to the one who starts talking and won’t shut up.

The trick to engaging in an interesting conversation is simple—stop trying to be interesting. Instead, be interested in the other person. Here are seven ways to start a conversation that won’t leave the other party burdened with having to take the lead or struggling to find a way to extricate themselves.

1 Note that you’re “in this together.”

When circumstances aren’t ideal, acknowledging a shared experience can soften the edge and get a conversation going. It’s likely you use this approach all the time without realizing it. At the grocery store, you comment to the person in front of you that the lines always seem to be longest when you’re on your lunch break. From there, a brief conversation flows naturally.

The same technique works when the stakes are higher, too—networking at a party, for instance, where everybody’s a little anxious about making a good impression.

“These parties are always so awkward, aren’t they? Everybody’s supposed to network—no pressure!”

Be careful using this technique. Do your best to remain neutral. A comment like “These networking events are such a bore!” could end up working against you if it turns out the person you’re talking to planned the event or is friends with the person who did.

2 Notice something nice.

The opposite of the “we’re in this together” conversation starter is noticing something pleasant. A positive approach can get a conversation off to the right start. We tend to like upbeat people who draw our attention to good things.

“That was a productive meeting! I feel like we generated some solid ideas.”

“Did you go to the social media workshop? It was great!”

3 Pay a compliment.

This technique can be a great ice-breaker. Who doesn’t like hearing a sincere compliment? You don’t have to fawn over the other party to make an impact, either—succeeding is as simple as noticing something you like and mentioning it.

“That’s a nice shirt. The color looks good on you!”

“You did an awesome job with the presentation. I like how you laid everything out so it was easy to understand.”

One caveat—with the possible exception of hairstyles, don’t comment on physical things. Complimenting a new haircut is one thing, but saying “You have such clear skin” is taking a hard detour into creepy territory.

4 Ask an opinion.

We all want to feel like our opinions matter. Asking for someone’s opinion shows that you’re interested in them and their thoughts.

“What did you think of the keynote presentation?”

“I was thinking of going to the next session of this workshop. Would you recommend it?”

Stick to topics that are immediately relevant. It’s a little weird to walk up to someone and ask, “So, what do you think of the current U.S. political climate?” Not to mention the fact that you may not want to go down that particular rabbit hole with a stranger.

5 Offer help.

There’s no better way to show that you’re a nice, approachable person than to be helpful. If you find yourself in a situation where you can lend a hand, go ahead and do it.

“You seem a little lost. Can I help you find something?”

“Looks like you have a lot to carry. Do you need a hand?”

6 Look for common ground.

This one’s easiest if you know you’re at a function where everyone’s likely to have a similar background. When you bring up what you have in common, you make an instant connection that will lead to more things to talk about.

“When did you attend school here?”

“How long have you been in the marketing business?

7 Ask for help or information.

Much like asking an opinion, asking for a little help or guidance can be a great way to make someone feel useful. Just make sure whatever you’re asking for is something the other party will be able to offer without putting themselves out.

“Do you know where I could pick up a workshop schedule?”

“Do you know if this hotel has an airport shuttle?”

Excellent! Now that you’ve got the conversation started, follow the rules of small talk 101 to keep it flowing for a while. Just remember to be interested in the other person, find common ground, and ask follow-up questions.

But please don’t do what chatty Lisa did and make assumptions. Last night, when my friend managed to get a word in edgewise, he mentioned that he knew Mindy through the psychology program at a local university. The one follow-up question Lisa chose to ask was, “Oh, so was your rehab successful?”

He’d done his internship there.

How to Use the Passive Voice Correctly

The passive voice is a misunderstood entity in the world of writing. It is unfairly judged by many authors. Some writers, without taking the time to get to know this grammatical structure, avoid it at all costs. Others use it ineffectively because they do not understand how it works. How can you get to know this mysterious literary device?

First, let’s start with an explanation of what passive voice is. Passive voice sentences mention the thing or person receiving an action before mentioning the action itself, and may omit the actor altogether. For example, consider this sentence:

The leaves were blown by the wind.

The leaves receive the action of being blown. In the example, the agent is specified with the preposition by. However, the agent could have been left out of the sentence: The leaves were blown.

When is it proper to use passive voice? Consider these instances. Why do you suppose passive voice is appropriate? Check your answers below.

• My camera was stolen from my locker at school.
• A candle will be lit at the memorial service for the fallen soldier.
• Diets are made to be broken.
• The sodium hydroxide solution was heated to 200 degrees.

Answers:

• Who stole the camera? The agent is unknown. If you do not know who committed an action, it is appropriate to use passive voice.
• Who do you want to receive the attention? If you prefer the attention to be on the action itself (the candle being lit) and not the person doing the lighting, you may omit the agent.
• You are expressing a general truth that is applicable to many. Using active voice to express this idea would be awkward: People who make diets make them to be broken.
• Researchers often use passive voice in scientific reports. It is assumed that the reader knows that the experimenters are performing the actions without stating this fact explicitly. But, according to the University of Toronto, this trend is on the decline. Recent papers tend to contain more examples of active voice.

What questions do you have about using passive voice?

Texting and Dating: Best Practices

On the back of one of his albums, Bob Dylan reportedly wrote, “I accept chaos, but does chaos accept me?” In most areas of life, rules and procedures govern everything. However, when it comes to texting and dating, people tend to accept chaos. Should this be the case? Consider whether the following texting and dating guidelines would improve your chances of finding love.

1 Introduce yourself in your first text and use the name of the recipient: “Hi, Kirsten. It’s Brad from the party last night. How’s your day going so far?”

Why it’s effective: How many guys did Kirsten meet at the party last night? Don’t assume that you were the only one! If she’s too embarrassed to ask who you are because you didn’t identify yourself, she might decide not to reply. You’ll have ended your relationship before it starts. By the way, make sure you save the right number with the right name in your phone if you were a social butterfly at the gathering.

2 Text right away.

Why it’s effective: Remember the “wait three days before contact” rule? Yes, you should have some dating codes of conduct. But as standards go, this one should be thrown out the window. According to a website that gives advice to eHarmony users , it’s a good idea to contact a love interest right away. Otherwise, they might lose interest because they think you are playing games or because they found someone else in the meantime.

3 Use proper spelling and grammar. Be careful of text acronyms and shorthand; both you and your recipient need to understand what they mean for them to be worthwhile.

Why it’s effective: The way you write reflects on how intelligent you are perceived to be, especially by someone you haven’t met in person. Good grammar gives the impression of education, eloquence, and good breeding. AskMen.com reports that bad grammar can impede your chances of attracting a mate. In online dating, men who use “whom” correctly are contacted 30 percent more often than men who confuse it with “who”!

4 Don’t keep sending texts if the person hasn’t responded. “Hi, Bill! Do you want to go out again?” (minutes later) “Hi, Bill. I was wondering if you got my text about a second date.” (the next morning) “Hi, Bill. I sent you a text. Did you get it?”

Why multiple texts aren’t effective: Modern communication is pretty reliable. If you sent a text, it probably arrived. If you are in a relationship with someone, call or visit them at home to make sure everything is okay. If you are just getting to know the person, a lack of response might indicate that they have decided not to pursue a relationship with you. If they are interested and have telephone issues, they will likely reconnect with you as soon as they can. Resist the urge to send text after unreturned text; you run the risk of appearing desperate. And if there really is a problem with their phone, they won’t be getting your texts anyway.

Texting is a tool for communication. You shouldn’t send texts haphazardly. The simple guidelines above are easy to implement. Don’t be content with chaos like Bob Dylan; it’s unlikely to result in a healthy relationship. Take time to think about what and how you text. Your well-crafted messages may be the very things that attract the attention of your perfect match.

Five Mistakes To Avoid in Your NaNoWriMo Novel

It’s National Novel Writing Month, and that means that writers around the world are working hard to write an entire book during the month of November. Congratulations to everyone who has taken on this challenge—it’s no easy task!

To help you with your masterpiece-in-progress, we compiled a list of the most frequent writing mistakes we encountered as we edited our 2014 NaNoWriMo project, a crowdsourced novel called Frozen by Fire. When it’s time to proofread and revise your manuscript, make sure to watch out for these common pitfalls.

To share this infographic with your readers, embed it in your blog post by pasting the following HTML snippet into your web editor:

Proofreading your novel may not be as glamorous as composing it, but it’s an essential part of the writing process. After all, you put a lot of work into your book. Isn’t it worth spending the time it takes to polish your prose until it shines? Plus, you don’t have to do it on your own. Writing apps like Grammarly can help you spot mistakes you missed and can even suggest stylistic improvements.

What mistakes do you find yourself making, and how do you fix them? Let us know in the comment section or via our Facebook or Twitter feeds.

Improve Your Email Writing with These 9 Helpful Posts

Looking for email writing tips?

You’ve come to the right place.

Grammarly’s blog has featured several recent posts on all things email writing. Our aim is to provide readers with valuable insights on how to craft the perfect email for any occasion. We’ve talked about proper email etiquette. We’ve covered ways to maximize your productivity. And we’ve shown you how to step out of office for vacation and avoid a flood of emails upon your return.

Below you’ll find some of the key takeaways from our email-writing topics. Keep in mind, Grammarly’s editor is a great way to improve your copy and ensure the quality of your email messages. Now let’s get to our top email tips of 2017.

1. Properly starting an email is essential in the writing process.

Pro tip: There are several ways to address your intended recipient. Sometimes simplicity can save the day.

Hi [Name], In all but the most formal settings, this email greeting is the clear winner. It’s simple, friendly, and direct. If you want a slightly more formal tone, consider replacing hi with hello.

Source: How to Start an Email: 6 Never-Fail Introductions and 6 to Avoid

2. Keep your subject line short and clear.

Pro tip: You might never get a response to your perfectly worded email if your subject line is not easy to follow.

Keep your subject line short (under thirty characters) so it’s legible on mobile devices. Be specific and intriguing. Never write in all caps or use a generic line such as “Hi” (this may be mistaken for spam). To create a great subject line you can…

Source: This Is How to Properly Introduce Yourself in an Email

3. That opening line in the email is always tricky. Don’t rely on a shortcut.

Pro tip: We know you hope someone is doing well, but there are other ways to write an icebreaker and get down to the business of your email correspondence.

If you’re writing a high-stakes email that needs to get results, it never hurts to do your homework. You don’t have to stalk someone on social media, but doing a little research can go a long way. Include a sentence or two at the opening of your email to show you’re familiar with the recipient’s work.

Source: 5 Other Ways to Write “I Hope You Are Doing Well” in Your Email

4. Mastering the art of writing emails is essential in today’s business world. You’ll also have to become a pro at crafting out-of-office messages.

Pro tip: You’ve worked long hours and deserve a well-timed vacation. Setting yourself up for success upon return involves extra planning on the email front.

Your out-of-office message can be simple. Just let people know you’re unavailable, when you’ll return, and who they should contact with any urgent needs while you’re gone. If you’d like to have a little more fun with your message, here are some options.

Source: 6 Wonderful Tips on How to Catch Up on Emails After a Vacation

5. Some emails require a delicate balance of personality and professionalism. Knowing the rules of email etiquette will go a long way toward helping you avoid a blunder.

Pro tip: Think of how you’d speak conversationally as you review your written emails.

Lay off the exclamation points I know you’re excited! Seriously!!! But you can convey excitement without exclamation points. (Golly gee! Save those for when you’re really exclaiming.) Exclamation point mania is another spam filter trigger, so use them sparingly and never, ever use two or more at the end of a sentence. Unless you’re a preteen. Then have at it.

Source: 17 Email Etiquette Rules to Know and Practice

6. If your goal for writing an email is to get a response, you have to compose your message with that goal in mind.

Pro tip: You want a response? Don’t be generic.

Add a personal touch to your emails whenever you can. If you met the recipient at a conference, say so. If you read an article they’ve written, mention your favorite takeaway. If you’ve interviewed with them for a job, reference a highlight from the interview.

Source: How to Write a Follow-up Email That Gets a Response: 7 Action Tips

7. Email writing can get trickier when you factor in cultural norms and protocols.

Pro tip: Do your research when crafting a professional message to a specific audience. For example, if you’re a non-native English speaker, there are ways to make the email-writing experience less daunting.

Professional emails shouldn’t be epic in length. Be respectful of your readers’ time, because if they feel your message is unduly long, they’ll likely start to skim.

If a weighty subject requires lengthy discussion, look for better ways to communicate about it than email. Use your message as a way to set up a meeting or discussion, rather than a venue for a dense treatise on the subject.

Source: 7 Useful Tips on How to Write a Perfect Professional Email in English

8. More and more emails include emojis these days. There’s a good explanation for how and when to use them if you’re so inclined.

Pro tip: There’s a time and place to engage in a conversational email thread. If you’re looking to use shorthand language, slang or emojis, consider the audience and topic at hand.

If there’s controversy around emojis in business communication, then why do we feel compelled to use them? Why not forego them altogether? The simple answer: we want to be better understood. Email communication is notoriously problematic in that it lacks the emotional cues we rely on with face-to-face or phone conversations. Without tone of voice or facial expressions to guide us, there’s a lot of room for misunderstanding when we read an email. Messages meant to be positive are often interpreted as neutral, and neutral messages are interpreted as negative.

Source: Can You Actually Use Emojis in Work Emails?

9. Finish crafting your email with a memorable sign-off and not a generic throwaway line.

Pro tip: If you’ve successfully addressed your email recipient, kept them engaged with actionable text, and avoided unnecessary distractions, finish your copy with a well-placed conclusion. Don’t overlook the value in signing off your emails. Leaving the letter blank could be a major pitfall.

We live in a world where people frequently email from mobile devices, so excluding a signature certainly isn’t a no-no as an email chain progresses, particularly if your recipient also drops the more formal sign-off. But not signing an initial email or using only the formal signature you’ve created to append to your outgoing emails comes off as impersonal.

Source: How to End an Email: 9 Never-Fail Sign-Offs and 9 to Avoid