Apology Email Templates — 15+ Professional Sorry Emails

Missed deadlines, client mistakes, late responses, wrong info. Acknowledge, fix, prevent. Copy and customize.

Formula: Acknowledge → Apologize → Fix → Prevent. Keep it 3-5 sentences. No excuses. Action-oriented.

⏰ Late Response / Missed Deadline

Late Response

Subject: Re: [Original Subject]

Hi [Name],

Apologies for the delayed response. [Answer their question or provide the information they requested].

Please let me know if you need anything else.

Best,
[Your Name]

Missed Deadline

Subject: Update on [Project/Deliverable]

Hi [Name],

I want to apologize for missing the [date] deadline on [project]. I underestimated [brief reason]. The revised completion date is [new date], and I've [action taken to ensure delivery].

I take full responsibility and have [prevention measure] to ensure this doesn't happen again.

Regards,
[Your Name]

Missed Meeting

Subject: My Apologies — Missed Our Meeting

Hi [Name],

I sincerely apologize for missing our meeting today. [Brief reason — calendar conflict / emergency]. I understand your time is valuable.

Would [2-3 alternative times] work for a reschedule? I'll make sure to confirm and set a reminder.

Again, my apologies.
[Your Name]

🏢 Client / Customer Apology

Service Issue

Subject: We're Sorry — Here's What We're Doing

Hi [Name],

Thank you for bringing this to our attention. I sincerely apologize for [specific issue]. This falls below the standard you deserve.

Here's what we've done to fix it: [specific action]. To make it right, [compensation — discount / refund / free service].

We value your business and will follow up by [date] to ensure everything is resolved.

Sincerely,
[Your Name]

Wrong Information Sent

Subject: Correction — [Topic]

Hi [Name],

I need to correct information I sent earlier. The [incorrect detail] should be [correct detail]. I apologize for any confusion this caused.

The updated [document/information] is attached. Please disregard the previous version.

Best,
[Your Name]

Billing Error

Subject: Billing Correction — [Invoice #]

Hi [Name],

We identified an error on your recent invoice. You were charged [incorrect amount] instead of [correct amount]. I sincerely apologize for this mistake.

A corrected invoice is attached, and the [refund/credit] of [amount] has been processed. You should see it within [timeframe].

Please don't hesitate to reach out if you have questions.

Best,
[Your Name]

👥 To Colleagues / Manager

Mistake on Project

Subject: Addressing the [Issue] on [Project]

Hi [Name],

I want to address the [mistake] on [project]. I take full responsibility. Here's what happened: [1-sentence explanation].

I've already [corrective action taken]. Going forward, I'll [prevention measure] to ensure this doesn't recur.

I appreciate your understanding.
[Your Name]

Team Apology

Subject: Addressing [Issue] — Next Steps

Hi team,

I want to acknowledge that we fell short on [specific issue]. I take responsibility for [your part].

Here's our plan to fix it:
1. [Immediate action]
2. [Process change]
3. [Follow-up timeline]

Let's discuss during [next meeting] if anyone has additional suggestions.

Thanks for your patience,
[Your Name]

📧 Mass / Company Apology

Service Outage

Subject: Service Update — We're Back Online

Hi [Name],

We experienced a [type of issue] today from [time] to [time] that affected [what was impacted]. We sincerely apologize for the inconvenience.

Root cause: [brief technical explanation]. Fix: [what was done]. Prevention: [steps taken to prevent recurrence].

If you experienced any data issues, please contact [support email]. We value your trust and are committed to reliability.

— The [Company] Team

Wrong Email Sent to List

Subject: Oops! Please Disregard Our Previous Email

Hi [Name],

We made a mistake — the previous email [was sent to the wrong list / contained incorrect information / had the wrong link]. We apologize for the confusion.

[Correct information or link here, if applicable].

We've updated our process to prevent this from happening again. Thank you for your understanding!

— [Company] Team

📥 Download Templates

Save for when you need them. Because everyone makes mistakes — it's the response that matters.

📄 PDF

💡 Pro Tips

🚫 Common Mistakes

Frequently Asked Questions

Acknowledge, take responsibility, state the fix, prevent recurrence. 3-5 sentences. No excuses.

Acknowledge delay, give new deadline, brief explanation, prevention steps.

Be direct. State what went wrong. Explain the fix. Offer compensation if appropriate.

Subject: Correction. Acknowledge error, provide correct info, apologize for confusion.

Acknowledge frustration, take ownership, fix, offer compensation. Within 24 hours.

3-5 sentences. Long apologies sound like excuses. Be concise and action-oriented.

Major issues, personal conflicts, legal matters. These need calls or in-person meetings.

Always. Check back in 2-3 days. Shows you care beyond the initial response.

"Apologies for the delay." Then answer immediately. Don't over-explain why.

Collective responsibility. Don't blame individuals. Focus on fix and prevention.