Apology email for a mistake at work: templates
A work apology that rebuilds trust does three things quickly: says what went wrong in plain words, says what you've done to fix it, and says what you'll do differently. It doesn't over-explain or spread the blame. This template follows that order and keeps the apology itself to one sentence, because the fix is what the reader cares about.
;em-sorry;em-sorry in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
Gives your manager what they need to explain it upwards.
More formal, and focused on what the client needs to do, if anything.
When to use it
- A mistake that affected someone else's work: a wrong figure, a missed send, a broken link.
- Telling your manager about an error before they find out another way.
- Correcting an error with a client in writing.
What to avoid
- Don't over-apologise. One clear sorry reads as more sincere than three.
- Don't blame tools or other people, even if they played a part. Explain later if asked.
- Don't send it before you know what the fix is, unless the delay would make things worse.
The fields in this template
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- Name
{fill:Name} - The person you're apologising to.
- What went wrong
{fill:What went wrong} - The mistake in plain words, e.g. "the figures in Tuesday's report".
- What you've done
{fill:What you've done} - The fix, e.g. "sent a corrected version to everyone on the list".
- What changes
{fill:What changes} - The process change, e.g. "adding a second check before reports go out".
- Impact
{fill:Impact} - Who or what was affected, in one line.
Tips
- •The manager variant's Impact, Fixed and Next lines are easy to forward, which is what managers usually need to do with it.
- •For a customer-facing apology about an order or service, the customer-support pack has a template built for that.
- •If you sent something to the wrong person in Outlook, pair this with the recalled-email follow-up.
Works in Gmail, Outlook and every other app
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Questions
How do you apologise professionally in an email?
Name the mistake, apologise once, explain the fix and what will change. Keep explanations short and skip the blame.
Should I apologise by email or in person?
For something serious, talk first and follow up in writing. For a small error, a clear email is fine and gives the other person a record.
Related templates
Apology email to a customer
;cs-apologyCustomer support
Hi [Customer name], I'm sorry. [What went wrong], and that's on us. Here's what I've done so far: [What you fixed]. So t…
Recalled email follow-up
;ol-recallOutlook
Hi [Name], I tried to recall an email I sent you a few minutes ago ("[Subject of the wrong email]"). If it's still in yo…
Deadline extension request
;em-extendEmail & out of office
Hi [Name], I'm going to need more time on [Deliverable], which is due [Original deadline]. [Brief reason] I can send you…
Type ;em-sorry, get the whole reply
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