Write an Apology Email
Write a genuine, professional apology email that takes responsibility without excessive groveling.
The Prompt
Write a professional apology email for the following situation. Rules:
1. Take clear, unambiguous responsibility — no passive voice excuses ("mistakes were made")
2. Acknowledge the specific impact on the other person
3. Explain what went wrong briefly — without making excuses
4. State what you've done or will do to fix it
5. Outline what you're doing to prevent recurrence
6. Do NOT over-apologize — say sorry once, mean it, move to action
Situation: [DESCRIBE WHAT HAPPENED]
Who you're apologizing to: [THEIR ROLE — client, manager, colleague, customer]
Impact of the mistake: [WHAT THEY EXPERIENCED BECAUSE OF IT]
What you've already done to fix it: [IF ANYTHING]
Prevention steps: [HOW YOU'RE ENSURING IT DOESN'T HAPPEN AGAIN]Example Output
A 3-paragraph apology: direct opening acknowledging the exact failure and its impact on the client's deadline, a single explanatory sentence without deflection, concrete remediation steps already taken (expedited delivery, refund applied), and one structural change made to prevent recurrence.
FAQ
Which AI model is best for Write an Apology Email?
Claude Sonnet 4 — writes apologies that feel genuine rather than legalistic or hollow.
How do I use the Write an Apology Email prompt?
Copy the prompt, replace the [BRACKETED] placeholders with your specific information, and paste into your preferred AI assistant (ChatGPT, Claude, Gemini, etc.). A 3-paragraph apology: direct opening acknowledging the exact failure and its impact on the client's deadline, a single explanatory sentence without deflection, concrete remediation steps already taken (expedited delivery, refund applied), and one structural change made to prevent recurrence.
Model Recommendation
Claude Sonnet 4 — writes apologies that feel genuine rather than legalistic or hollow.