How To Apologize Sincerely & Effectively

Wondering how to apologize sincerely? How to offer an effective apology? How to apologize to someone to show them how truly sorry you are?

It's really not that hard. You just need to know what kind of statements to include, what to leave out, and how to deliver your apology.

Art supplies and Laboratory Beakers

 

When we hurt or offend someone, intentionally or not, it's human nature to look for answers on how to restore the relationship and try to attain forgiveness.

So let's start with what we call the Science of an Apology: a list of ingredients (statements & actions) that when combined produces the closest thing to a perfect apology.

The order of the statements/actions isn't important. What is important to achieve an effective apology is that you include the following, as appropriate, in your apology.

An Effective Apology Should Always Include:


1. A detailed account of the situation
2. Acknowledgement of the hurt or damage done
3. Taking responsibility for the situation
4. Recognition of your role in the event
5. A statement of regret
6. Asking for forgiveness
7. A promise that it won't happen again
8. A form of restitution whenever possible

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Now we'll break down each of these ingredients and learn how to apologize and say "I'm sorry" in the most effective way.

Provide A Detailed Account

By giving a detailed account of the offense, you are making sure that both you and the other person are talking about the same thing. This also legitimizes the feelings of the recipient by having the person who caused the offense recount the situation.

Keep in mind that you should be as specific as possible and your apology should be focused on the particular event(s).

For example, if you missed an important date, don't say how sorry you are about your general absent-mindedness. Instead apologize for missing that specific date.

Acknowledge the Hurt & Damage Done

Next, by acknowledging the hurt or damage done, you are validating their feelings and the recipient should begin to sense that you understand the situation.

This is important to rebuilding your relationship because it legitimizes their reaction, even if others in the same situation may have reacted differently.

Take Responsibility

Taking responsibility and recognizing your role in the situation without offering excuses is important. It lets them know that you understand that the event and your actions DID cause them harm.

Don't try to defend yourself or justify the situation or your actions.

The apology is all about THEM and how they feel. It doesn't matter if the actions were intentional or not, the end result is the same. Taking responsibility for your part in what they are feeling needs to be the focus of your apology.

Express Regret and Remorse

Include a statement of regret or remorse along with a promise that it won't happen again.

This is an important step towards rebuilding the relationship right from the outset.

Expressing regret and/or remorse are critical ingredients for any apology. After all, there is no value in apologizing for something that you aren't sorry about or that you will do again and again.

Ask for Forgiveness

Finally, asking for forgiveness at the end of the apology gives the power back to the recipient.

It tells them that you have done what's needed to salvage your relationship by offering a sincere apology and providing whatever form of restitution you can. The next move is up to them.


KEY TAKEAWAY:   By carefully including all of the ingredients listed above and applying them to your OWN situation you'll know exactly how to say I'm sorry and apologize.


 

Man's eye with paint brushes and an orange dab of paint

 

Now that you know have the tools and understand what to say and how to say it, it's time to look at the 'Art of Apologizing'—how you actually deliver your apology.

The Art of Delivering the Perfect Apology

There are two basic approaches for delivery: saying I'm sorry with a verbal apology and writing an apology letter. Each has its own drawbacks and benefits.

1. Verbal Apologies—a verbal apology requires that you be prepared for the conversation that will follow the apology based on the recipient's reaction whether it is positive or negative. So know what you want to say. Practice it in front of a mirror. And most importantly, be prepared to think on your feet!

2. Written Apologies—an apology letter gives the recipient the time to think about the situation and your apology, before responding.

If you decide on a written apology, you also need to consider how to deliver your letter of apology. This again depends on the recipient and your relationship.

If you normally communicate with them via email then an email apology can be perfectly suitable.

Now imagine sending that same person an apology via snail mail. The mere fact that you don't normally communicate in this way will underscore how seriously you're taking the situation and how truly sorry you are. It will have much greater impact.

Don't overthink this, but do consider these types of simple personality traits when you consider how best to deliver your apology.


A written letter and a person speaking with a short list of differences between verbal and written apologies

 

The most important thing to keep in mind is that a letter of apology gives the recipient something tangible to hold and the time to think over what you've written (and cool down, if necessary).

On the other hand, a verbal apology requires that your sincerity shines through and that you're prepared for whatever reaction and course the discussion takes, regardless of a positive or negative outcome.

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How To Apologize:
It's All About The Recipient & The Relationship

For an apology to be successful, you have to take into account the recipient and your relationship.

What kind of personality do they have? What do they like? Dislike? What values do they hold? Is your relationship casual, romantic or formal? The answers to these question will affect the format & style of your apology.

For example, in terms of personality, someone who doesn't like confrontation will appreciate a written apology over a verbal one. They're less likely to feel uncomfortable with an apology letter (typed or handwritten) which they can open on their own and in their own time. As a result, they'll likely be more receptive to the content.

The same is true for older generations. If the recipient is an elder, a formal handwritten apology is likely your best bet. It shows respect and effort which in turn helps convey sincerity.

To help you figure things out, let's take a look at the questions you should ask and answer:


1. Who are you apologizing to?

A family member (if so, which one: mother, father, sister, brother etc.?) A member of your extended family? A spouse or lover? A good friend, your girlfriend or boyfriend? A business contact or co-worker?

You always need to consider who the recipient is.

An apology to a parent will be different from one given to your sister, wife, or lover. The same is true for business apologies. Apologizing to a customer, co-worker, professional contact or boss will each require a different approach.

It's really not complicated.

As an extreme example, a formal typewritten letter sent by courier to your best friend, or red roses sent to a business associate with a scribbled apology note attached won't be effective and doesn't show sincerity, even when all the ingredients of a perfect apology are present. You don't want to have to apologize for your attempt at an apology.


2. How close is your relationship with this person?

Is the relationship a romantic one? Is it a close friendship or just an acquaintance? Is it a distant, but important family relationship?

Understanding your relationship plays a large role in the Art of Apologizing.

The closer the relationship the more thought and caring are required for your apology. Conversely, the more distant the relationship, the more formal and detached your apology can be.


3. How strained is the relationship?

How serious was the mistake and what effect has it had on your relationship?

Apologizing to a close family member who has been seriously damaged because of something you said or did requires a different approach from one in which a friend has been hurt because of something you forgot to do.

A strained family relationship has potential implications far beyond the parties involved—it can cause other family members to choose sides and create significant divides.

How to Apologize to Good Friends

Apologies between friends should reflect the friendship.

For life-long friends, draw on something in your history together that shows how important the friendship is to you and how sorry you are for putting it at risk.

If the infraction is serious, make sure that your apology reflects that you understand the severity of what you've done—use more formal language and an appropriate setting.

A token gesture or gift between close friends can be very effective in demonstrating how much you've thought about the situation, especially if the gift is tailored to the recipient or your friendship.


How to Apologize to Your BF, GF, Husband & Wife

When it comes to a girlfriend, boyfriend, lover or spouse, the Art is all about bringing a little romance to your apology.

Think about including a romantic poem, quotes on apologizing, or even sending a bouquet of flowers—flowers are a classic apology gift for a reason.

Or add some lyrics from a favorite song you both love or some relevant lyrics from our list of best apology songs.

Just like with good friends, bringing an element that reflects on your history together shows how important the relationship is to you.

Be creative. Is there something special that they've wanted or hinted about? Is there something out of character for you to offer them as a gift that shows how sorry you are and that you're really trying to make amends?


WARNING: Offering a thoughtless random gift will more often than not reflect poorly on your sincerity. After all, if you haven't taken the time to find something special then how important can the relationship be to you?



If you can't come up with something that's relevant or desired by the recipient go with something corny—flowers, candy, or even a customized T-Shirt that says 'I'm Sorry'—corny can work well as a token gesture in romantic relationships.

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Finally, the tone of your apology should be based on the infraction. As a general rule, the more serious the infraction the more serious the tone.


WARNING: Always err on the side of assuming that the person who has been hurt views the infraction as more serious than you do. There is nothing less effective when apologizing than making light of the situation in the eyes of the recipient.



Generally speaking...

If the person is more of an acquaintance than a friend, and the infraction is minor, go with a more formal approach. Write a brief apology letter and send it to them by regular mail or email.

If this is a close relationship and the infraction is major, then take them out for a coffee, lunch or dinner and apologize in person.

If the relationship is intimate, you can go either way (written or verbal) but think about romantic ways of delivering the apology. If you decide that a letter of apology is the right way to go, make sure it's handwritten, not typed, and never send it by email. A verbal apology in this case should be done in person and not over the phone.


A quote by Tryon Edwards

 

How To Apologize Effectively FAQs

The following FAQs are based on the questions most frequently asked by our readers in their attempt to understand how to apologize.

Where do I start for an effective apology?

Take the time to reflect and appreciate what you did wrong. Look at it from all sides, especially the side of the person you offended.

Gather your thoughts, take full responsibility, and use words that are clear and precise. Be absolutely honest, don't exaggerate or skew any thing for any reason—it will undermine your apology's sincerity.

Which is more effective, a written or a verbal apology?

Choose the one that plays to your strengths. An apology letter is a better option if you're generally nervous or get hyper, don't do well with face-to-face confrontations, and have difficulty expressing yourself on the fly.

A verbal apology is best when you are comfortable expressing your true feelings without letting your emotions get in the way. Both can be effective when done properly so go with the one that feels better for you and your situation.

How do you show sincerity when apologizing?

Make sure the apology clearly demonstrates your understanding of why the recipient was injured by your actions, and how much they were hurt. Saying "I know you're hurt" is different from "I know how angry and betrayed you feel..."

The former shows a general understanding while the latter tells them that you've put yourself in their shoes and given thought to the consequences of your actions.

What should I avoid for an effective apology?

Don't use qualifiers or suggest in any way that you're sharing responsibility. Never use the word but. Avoid trying to evoke sympathy or demand forgiveness.

Visit our apology DOs and DON'Ts pages for some quick tips and secondary considerations.

Also consider checking out this Berkeley article on The Three Parts of an Effective Apology which sums up nicely why simply saying "I'm Sorry" isn't enough for a sincere and effective apology.

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Apologizing for many of us can be a difficult thing to do. However, our level of discomfort is usually relative to the offense.

Most of us have no problem saying I'm Sorry when we accidentally bump into someone on the street. In fact that type of situation is so common to us that the ensuing apology has become a reflex—an automatic response with natural timing. But what happens when we have to think about apologizing?

When we start to think about the apology, we also think about the behavior or actions that led up to it. As a result, our thoughts, emotions and pride become part of the mix. We feel embarrassed and a sense of shame or discomfort with the situation, and that blocks us. We begin to think that we don't know how to apologize.

The good news is, that if we messed things up all the time, we would know exactly what to say and how to apologize—just like we do when we bump into a stranger. The fact that we aren't sure how to say sorry, means that most of the time our behavior is pretty much on track.

There are obviously dozens of different ways to apologize and which one you choose really depends on you, the recipient and the relationship.


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