How to Apologize Professionally: Sample Scripts – Freesumes

You’ve done wrong at work and an apology is due. But you’re delaying this conversation because you don’t know how to apologize professionally. Here’s a quick refresher on mending things with a coworker, a client, or even your boss. 

Why a Professional Apology Goes a Long Way  

Saying sorry isn’t easy. Our brain is wired to come up with different excuses for not doing so like expressing low concern for the wrongdoing, considering an apology as a threat to your self-image, or just persuading you that it won’t be effective. 

Neither of these statements is true most of the time. A heartfelt apology mends relationships and builds trust. It also helps reduce your stress levels by resolving the guilt or shame you may feel. Plus, an apology is great for the receiving party too. Science says it activates empathy-related brain regions that are responsible for emotions like forgiveness and reconciliation. 

The lack of an apology, on the other hand, will rub people the wrong way. No one wants to deal with coworkers who think they’re better than everyone else — and that’s exactly the impression you leave when you never apologize. Time to break that streak! 

Different Ways to Apologize Professionally

Science says a good apology has six main elements:

1. Expression of regret
2. Explanation of what went wrong
3. Acknowledgment of responsibility
4. Repentance declaration
5. Offer of repair
6. Request for forgiveness

What you now need to do is pack the above into an amicable statement and voice it out to the person you’ve offended over the phone, email, or in person. 

Over the Phone

For a relatively minor offense at work, an apology over the phone is perfectly acceptable. Likewise, this may be the best course of action when you want to make things right with a client or a supplier. Call up the person and ask if they have five minutes to spare for a quick conversation, then dive in with your script. 

Here’s how to apologize for a mistake professionally over the phone: 

Name, I wanted to talk about the overdue invoice. It slipped my mind and I didn’t submit it on time. It should not have happened. But I’ve already pinged the accounting team to expedite it and the payment should be with you by Friday. I will do my best to avoid such situations in the future. 

Over Email

An email apology is warranted when you have committed a more serious offense and want to explain your actions. Unlike an in-person conversation, email gives you more time to think over your wording (if the matter is sensitive) and structure a sincere, persuasive apology to a colleague. 

An email apology also works best if you need to diffuse a situation with a potentially angry customer. Calling them may trigger some high emotions, especially if the matter is still raw, so an email may be a safer route. 

Here’s how to apologize professionally in an email without saying sorry: 

In Person 

A face-to-face apology is the hardest to do right as you need to be mindful both of your wording, tone of voice, and body language. A perfunctory “sorry” also won’t cut it if the matter is quite sensitive. For example, the other party feels that you’ve been sabotaging their work or treating them differently than others.  

No matter the mishap, prepare your main talking points in advance. Address the problem directly, acknowledge your bad behavior, request forgiveness, and ask how you could repair things. 

Here’s how to apologize professionally in a 1:1 conversation: 

Name, 

I know we had a run-in the other day during the client strategy meeting. It was unprofessional from my side to dismiss your ideas too quickly and offer quite negative feedback. I do apologize as this was unconstructive on my part, especially in front of our colleagues. I promise this won’t happen again. What else could I do to make this situation better?

Final Tip: How to Apologize Professionally in an Email to Boss

Apologizing to a boss is never easy as it likely means you’ve committed a mistake — miscalculated the project budgets, allowed a task to slip in through the cracks, missed a deadline, or missed the mark in some other way. 

The best way you could do to diffuse the situation is to come up clean as soon as possible. Sweeping things under the carpet will only make the matter worse. Show that you are a mature and responsible adult by sending over a professional apology email. Here’s a sample script you can use: