Apology email to a client
Own a mistake quickly: apologize, explain briefly, and say what you've fixed and what changes.
ToRecipient
SubjectI'm sorry about {{issue}}, and here's how we're fixing it
Hi {{client_name}},
I'm sorry about {{issue}}. That's not the standard you should expect from us, and I take responsibility for it.
What happened: {{what_happened}}
What we've done: {{immediate_fix}}
What we're changing: {{prevention}}
I'd welcome the chance to talk it through. Please call me at {{sender_phone}} anytime.
Best regards,
{{sender_name}}
{{company}}
Copy email keeps fonts, colors, bold, links, and lists when you paste into Gmail, Outlook, or Apple Mail. Open in starts a new message with the plain-text version.
When to send it
Send it as soon as you know about a mistake, ideally before the client finds it. A fast, specific apology rebuilds trust.
Tips for a better apology email to a client
- Apologize in the first line, without if or but.
- Explain briefly and skip the excuses.
- Say what you've fixed and what will change so it doesn't happen again.
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