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Formal public apologies






Most often delivered by people in the public eye or those that represent public institutions a public apology will almost always be directed at multiple recipients.

Whenever a group is involved a formal approach should be taken regardless of whether the apology is delivered verbally or through an open letter. Here, more importantly than in any other situation, the formality underscores the seriousness of the incident and conveys an understanding of the implications and repercussions of the event.

Understanding who you're apologizing to and knowing the kind of relationship that you have will help determine the type of business apology required, how formal an apology it should be, and the manner in which to deliver it.

 

Rules:

1. Formal Approach: To make a good impression, we need to be sincere in our apology. A formal approach that treats the situation with respect and provides an explanation or details comes across as genuine and sincere.

2. Proper Wording: “I’m sorry”, “I apologize” and “my apologies” are all much better choices than more casual, informal expressions like “oops” and “my bad”.

3. Tip: When in doubt, it is always better to come off as extra polite instead of too informal.

 

We often feel that an apology means we are taking responsibility for situations not caused by us. No! A good apology means we care. It shows we are responsible. It proves we value people and can be trusted.

We all want to avoid unpleasant situations, but sending a note indicates you take the liability seriously, and are truly sorry. It conveys a sincerity that a simple phone call does not.

Some Guidelines:

· Overtly state you are sorry. “I apologize.” “I’m sorry.” “I regret.”

· Ask the reader to accept your apology.

· Summarize what happened, to reflect your understanding.

· Offer remedies, if this is needed.

· Address only the apology in your note. Keep it to this one subject.

· Don’t infer your reader was also to blame. Not: “I only wish you had been more clear my attendance was needed.” Address only your own actions.

· Don’t blame anyone else. Not: “My team leader was unclear with his instructions, so I thought I was to present next week, not this week.”

· Don’t globalize the issue. Apologize for this situation, at this time. Not: “I’m sorry I was late, but you rarely start meetings on time. I thought I would arrive before the meeting started.”

· Most importantly, don’t use the common “sorry, but” formula. It’s insincere and makes you look angry. Not: “I’m sorry I overreacted, but you were not clear about your instructions.”

 

Types and style of formal condolences






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