Sample Apology Letter to Employee

Updated on January 9, 2018
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Tamara Wilhite is a technical writer, industrial engineer, mother of 2, and a published sci-fi and horror author.

I'm So Sorry, So Sorry - Professional Edition

Apology letters are a delicate matter. Employers who issue letters that seem to deflect blame may look like they are avoiding responsibility, potentially making matters worse.

Employers must be careful about the details included in apology letters, since any reference to illegal or potentially illegal acts can be used as evidence against the company letter. Apology letters should avoid referring to sensitive personal matters, since they may be read by others.

Apology letters should include a brief discussion of the transgression. Give the apology without adding qualifications or excuses. It is wise to include information that allows the employee to discuss the matter further should it be necessary. Do share steps taken to correct the action so that it is less likely to occur in the future.

Avoid apologizing to employees for layoffs, and an employee layoff is not in and of itself an apology letter. Instead, layoffs should be handled as Human Resources and legal correspondence. Focus layoff notices on the resources available to the employee and actions the employee is required to take, such as returning company property or attending exit interviews.

Professional apologies can smooth over difficult situations - when they are handled correctly. But don't push the injured party into the crowd or you will face a mob.
Professional apologies can smooth over difficult situations - when they are handled correctly. But don't push the injured party into the crowd or you will face a mob. | Source

Sample Apology Letter To Employee for Manager’s Unacceptable Behavior

Dear Employee Name,

On behalf of our firm, I would like to apologize for the sexual harassment and intolerable work environment created by your former manager, His Name. The main perpetrator, His Name, has been dealt with according to company policy and demoted. We strive to create a safe and professional work environment, and we have taken this matter very seriously.

Thank you for reporting this individual’s inappropriate behavior. Please bring such incidents in the future to light much sooner. While this experience was difficult for you, reporting it has allowed it to be resolved and will prevent similar incidents in the future.

Please accept my sincere apology. If you would like discuss this matter further, please contact me at 123-456-7890.

Sincerely,

Manager Name

Sample Apology Letter To Employee for Administrative Mistake

Dear Employee Name,

On behalf of our firm, I would like to apologize for the schedule conflicts that prevented you from taking leave when you wanted.

Please inform us of any dates that you would like to take off, so that we can arrange coverage for that paid time off. If you are not able considering any other dates of vacation until the end of the year, please notify Human Resources so that the vacation days can be rolled over into next year’s allotment or paid in your last paycheck of the year.

Please accept my sincere apology. If you would like discuss this matter further, please contact me at 123-456-7890.

Sincerely,

Manager Name

Sample Apology Letter To Employee for Payroll Errors

Dear Employee Name,

On behalf of our firm, I would like to apologize for the delay in issuing your paychecks. We realize this creates a financial hardship for many of our employees.

Paychecks will be deposited to your bank accounts by next Monday.

We will be changing to a new payroll system to avoid problems like this in the future. Furthermore, HR will start preparing checks a week in advance of payday so that this event should not occur again.

Please accept my sincere apology. If you would like discuss this matter further, please contact me at 123-456-7890.

Sincerely,

Manager Name

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