How To Write an Apology Email and Subject Line (With Template and Example)

What should be the subject of an apology email?
  1. My greatest apologies.
  2. My most sincere apologies.
  3. I am deeply sorry.
  4. I am sincerely sorry.
  5. I am sorry for my mistakes.
  6. I am so sorry for the inconvenience.

It’s a universally accepted truth that when we make mistakes, we need to apologize. Apologizing is an important part of maintaining strong relationships with colleagues, peers, and customers. As a business professional, you may find yourself needing to apologize for errors or misunderstandings via email. Crafting an effective apology email is an important skill to have, and having a good apology email subject line is the first step. The subject line of an apology email serves to indicate the nature of the message, and so should be crafted with precision. It should be concise and clear – both the person receiving the email and any third-party readers should understand the purpose of the email at a glance. In this blog post, we’ll discuss the importance of an effective apology email subject, as well as some tips for creating your own.

How to Write Apology Emails

How to write an apology email

Follow these steps to write an apology email:

1. Open with a greeting

Start your email with a salutation that is specific to you, like “Dear” or “Hello.” “Introduce yourself by name, state the business you represent, and briefly state the purpose of your email. This helps personalize your email and establish a connection with the reader in order to win their trust.

2. Acknowledge your mistake

3. Include details about what happened

4. Apologize for the occurrence

5. Discuss how you will avoid the problem in the future

Reassure the recipient that the error wont happen again. Give specifics on the steps your business took to stop the error from happening again. This can help you regain your subscribers’ trust and set expectations that your business can fulfill.

6. Invite subscribers to ask questions

Encourage customers to get in touch with the business with any additional queries or concerns Ensure them that you are available to talk about the issue and that you are prepared to take any necessary action to solve it. Give them the best ways to contact your business, and think about including the direct contact information in your email signature.

7. Add a closing statement

End your email with a closing statement. Include a statement that reaffirms your apology. Thank the reader for their time and understanding.

8. Sign the email

Use a closing salutation like “Sincerely” or “Best” when signing emails. Include your name and position with the company, as well as contact details that recipients can use if they have any further questions. Think about including brand icons near the signature on your company’s website or social media.

9. Choose an email subject line

Examine your email and select a subject line that most accurately reflects its goal. Make sure the subject line you create accurately represents your brand and the email’s tone. Make sure the email’s body fulfills any promises or hints made in the subject, like offering coupons.

10. Proofread your email

Check your email for clarity and grammatical errors after you’ve finished writing it. Consider having someone you trust read and provide feedback on your email to make sure it is understandable by reading it aloud. Check the formatting before sending the apology email to a subscriber list if you’re using email software. Send a test email to a few people in your company, and then review it for any mistakes.

11. Send the email from a trusted address

Make sure to use a recognizable email address when sending the apology email. In order to reassure recipients that the email is secure to open and read, the address should appear reliable. Make sure the email’s recipient name and address accurately reflect the sender.

What is a good apology email subject line?

Some examples of good apology email subject lines include:

Consider ways to make your email stand out in the inboxes of recipients. Consider adding a pertinent emoji to your subject line, for instance, if it is consistent with your brand and the seriousness of the error. Similar to that, it’s critical that your subject line persuades the recipient to open it so they can see that you are aware of the problem. Think about including a coupon code or other promotion in your apology email, and hint at it in the subject line.

Apology email template

As a model, follow these instructions when composing your apology email:

Subject: [Add a short apology email subject line]

[Greeting] [Recipients name],

My name is [your name], and I work at [your company name] as [your job title]. I’m writing to you today to discuss the [event that occurred]. Unfortunately [details of what the reader may have encountered] may have caught your attention.

I would like to sincerely apologize for the error. We determined this occurred because [reason the issue happened]. Again, I apologize on behalf of [your company name] for this. We understand that you expect more from us and that [an example of how the problem may have impacted your users] We have [details of your company’s plan or steps to prevent the error from occurring again] to [prevent the issue from occurring again].

Please get in touch with us at [your company name] if you have any additional worries or inquiries. You can reach us by phone at [your business’s phone number], or you can submit an online form by clicking the link at the bottom of the email. Were happy to help you.

Once again, I apologize for the [brief mistake description] issue. I appreciate your understanding.


[Your name]
[Your job title]
[Your company name]
[Your contact information]

Apology email example

To help you write your own apology email, here is an example:

What just transpired (and how will we make it up to you)

Hi Kacey,

Taylor Castle is the president of Daisy Shoe Company’s customer service. I’m writing to you today regarding a problem you might have encountered when attempting to buy our newest line of sandals. Unfortunately, the demand for the shoes exceeded our expectations.

I sincerely apologize on behalf of Daisy Shoe Company for the issues with our new summer sandals. Due to the heavy traffic, our website crashed quickly, and we understand that many customers were unable to buy the shoes they wanted. We take great pride in producing beautiful shoes and providing exceptional customer service, and we were very disappointed that this experience did not do so.

We’re in the process of updating our website and servers to make sure they can handle the demand of upcoming releases in order to stop this from happening again. Additionally, we’ve opened up preorders for all of our sandals from the release until the end of the month. As an added bonus, use code DAISY15 to save 15% on your order If you placed your order for shoes without incident, please get in touch with us by clicking the link at the bottom of the email to request a refund for the same amount.

Please do not hesitate to contact us if you have any questions or concerns about the website crash or the sandal preorder. Use the links at the bottom of the email to contact us online, or call 1-888-555-5555. Were always happy to help.

Again, Daisy Shoe Company’s apologies for the problem and your frustration. We value your understanding and anticipate a stylish continuation of our relationship with you.


Taylor Castle
President of Customer Service
Daisy Shoe Company
[email protected]


How do you apologize professionally?

4 steps to the perfect work apology
  1. Acknowledge what happened. …
  2. Admit your mistake, but don’t focus on your initial intentions.
  3. Concentrate on what you learned. …
  4. Suggest a plan or solution. …
  5. Apologizing too much. …
  6. Taking the blame for things that aren’t your responsibility.

How do you start an email to say sorry?

  1. Please accept my apologies.
  2. I’m sorry. I didn’t mean to..
  3. (I’m) sorry. I didn’t realize the impact of…
  4. Please accept our deepest apologies for…
  5. Please accept my sincere apologies for…
  6. Please accept this as my formal apology for…
  7. Please allow me to apologize for…
  8. I would like to express my deep regrets for…

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