Apology Letter
Write a sincere business apology letter that restores trust.
Prompt template
Write a professional apology letter for the following situation: **Context:** - Recipient: [CLIENT/PARTNER/PUBLIC] - Incident: [WHAT HAPPENED] - Impact: [HOW WAS THE AFFECTED PARTY IMPACTED] - Cause: [WHY DID IT HAPPEN] - Actions already taken: [WHAT HAS ALREADY BEEN DONE] **The letter should:** 1. **Acknowledgment:** Clearly name the problem — no excuses 2. **Sincere Apology:** Direct, without "if" or "but" 3. **Responsibility:** Take responsibility, don't assign blame 4. **Explanation:** Briefly explain what happened (without excuses) 5. **Actions:** Concrete steps already taken 6. **Prevention:** What will be done to prevent recurrence? 7. **Compensation:** Concrete offer (discount, refund, service) 8. **Closing:** Appreciation for patience, contact option **Tone:** Sincere, humble, solution-oriented. No empty phrases.
Replace placeholders in [square brackets]: [CLIENT/PARTNER/PUBLIC][WHAT HAPPENED][HOW WAS THE AFFECTED PARTY IMPACTED][WHY DID IT HAPPEN][WHAT HAS ALREADY BEEN DONE]
How to use this template
Copy the prompt, replace the placeholders in square brackets with your details and paste it into the AI assistant of your choice. The more precise your details, the better the result.
Tips for better results
- Be specific about the incident — generalities seem insincere
- Offer concrete compensation
- Ask for different versions: personal, mass email, social media
- Request a follow-up letter for 2 weeks later
Suitable open models
The selection names current open models as a starting point for your own tests. It is not a measurement for this template.
Keywords: #apology #crisis-communication #customer-relations #trust