Example Letter #1
Please accept our apologies for the mistake that appeared in our Sunday advertisement. We didn't realize what happened until we received a flood of telephone calls ordering the stereo set for $99.00 instead of $399.00. A correction will appear in the next announcement.
I know this is a disappointment for those who had their hopes raised, but you can understand that it is impossible for us to sell the set at that price. We will, however, give another 5% discount to all those who still want their orders filled at the correct price. Thank you for your understanding.
Example Letter #2
During our recent discussion I said that the prices for Doe building lots begin at $65,000. That information was correct for phase one lots only, which are now sold out. Phase two lots begin at $72,000. Our new price sheets and advertisements reflect this change. The demand for Doe building lots has been very strong and the market seems to change every week.
I am sorry to convey this frustrating news. The good news is that there are still three excellent view lots available and I would like to show them to you. I will call when I return from Springfield to schedule an appointment.
Example Letter #3
Last week when I calculated how much your monthly house payment would be, I forgot to include the cost of insuring your home. I apologize for this oversight. I have enclosed quotations from several insurance companies to give you an idea of what the additional amount would be.
I realize that my inaccurate estimate is a disappointment, but as you can see, the price of insurance is relatively low, and this omission should not prevent you from qualifying for a loan. I would be happy to talk to you about this further if needed. Please, if you have questions, call me at 555-5555.
Write Your Letter Step-by-Step
Begin with an apology that refers to the offense.
Mention any specific steps taken to correct the problem, if applicable.
Acknowledge the reader's frustration, if appropriate. If your apology concerns an error or omission you were unaware of, thank the reader for bringing it to your attention. End with a positive statement.