Writing an apology letter for someone else needs careful attention and the right choice of words. Your role helping a friend, family member, or client express their regret can make a significant difference in how the recipient accepts and understands the message.
Finding the right balance between sincerity and professional distance makes these letters challenging. These examples show you exactly how to create an effective apology letter for any situation.
Sample Letters of Apology on Behalf of Someone
These fifteen apology letters will guide you through writing on behalf of others.
1. Business Owner Apologizing for Employee’s Rudeness
*Subject: Apology for Staff Member’s Unprofessional Behavior
Dear Ms. Thompson,
On behalf of John Smith and everyone at ABC Services, please accept our deepest apologies for the rude treatment you received from our staff member on Tuesday, October 15. This behavior goes against our company standards.
We have addressed this issue directly with the employee and added new training procedures to prevent similar situations. As a sign of our regret, we would like to offer you a full refund for your visit.
Best regards,
Sarah Johnson Manager,
ABC Services*
2. Parent Apologizing for Child’s Actions at School
*Dear Mrs. Anderson,
As Tommy’s mother, please let me apologize for his behavior during yesterday’s class. Breaking other students’ crayons was completely unacceptable.
Tommy feels very sorry for what he did. We have discussed why this behavior was wrong, and he will replace the damaged supplies tomorrow.
Sincerely,
Patricia Mills*
3. Assistant Apologizing for Executive’s Missed Meeting
*Subject: Apology for Missed Meeting – CEO Schedule Mix-up
Dear Mr. Roberts,
Please accept my sincere apologies on behalf of Ms. Sarah Chen, CEO of Tech Solutions Inc., for missing today’s 2 PM meeting. An emergency needed her immediate attention, and the scheduling update was not properly communicated.
Ms. Chen would like to reschedule at your earliest convenience. Please let me know what times work best for you next week.
Best regards,
Michael Wong
Executive Assistant to Sarah Chen*
4. Restaurant Manager Apologizing for Chef’s Mistake
*Subject: Our Apologies for Your Dining Experience
Dear Mr. and Mrs. Garcia,
As the manager of The Golden Spoon, please accept my apologies on behalf of our head chef regarding your dining experience last night. Your food allergy warning should have received much greater attention.
We have reviewed our allergy protocols with all kitchen staff. Please allow us to make this right with a complimentary dinner for you both.
Warmly,
Robert Blake
Restaurant Manager*
5. HR Manager Apologizing for Payroll Error
*Subject: Apology for Recent Payroll Delay
Dear Staff,
On behalf of the payroll department, please accept our sincere apologies for the delay in processing this month’s salaries. The technical issue has been fixed, and all payments will be processed by end of day.
We know this has caused stress and difficulty for many of you. New safeguards will prevent such delays going forward.
Regards,
Linda Thompson
HR Director*
6. Teacher Apologizing for Another Teacher’s Actions
*Dear Parents,
As head of the Science Department, please accept my apologies for Mr. Brown’s inappropriate comments during yesterday’s class. These remarks do not match our school’s values or teaching standards.
The matter has been addressed with Mr. Brown, and steps have been taken to ensure all future lessons stay focused on the curriculum.
Sincerely,
David Cooper
Head of Science Department*
7. Company Apologizing for Contractor’s Work
*Subject: Apology for Recent Installation Issues
Dear Ms. Williams,
On behalf of our contracted installation team, we deeply regret the problems with your new heating system. The poor workmanship you experienced falls well below our standards.
We have arranged for our senior technician to visit tomorrow and correct all issues at no additional cost. Your satisfaction matters greatly to us.
Best regards,
Thomas Reynolds
Customer Service Manager*
8. Lawyer Apologizing for Client’s Absence
*Dear Judge Martinez,
Please accept my apologies on behalf of my client, Mr. James Wilson, for his absence at today’s hearing. He was admitted to Memorial Hospital late last night with severe chest pain.
Medical documentation will be submitted to the court by tomorrow morning. We ask for a rescheduling of the hearing.
Respectfully,
Jennifer Lee
Attorney at Law*
9. Event Planner Apologizing for Vendor’s Service
*Subject: Wedding Reception Service Issues – Our Sincere Apologies
Dear Mr. and Mrs. Peterson,
As your wedding planner, please accept my deepest apologies for the catering service’s late arrival at your reception. This delay added stress to what should have been a perfect day.
A full refund of the catering service fee will be processed this week. We regret any distress this caused you and your guests.
Sincerely,
Amanda White
Perfect Day Wedding Planning*
10. Property Manager Apologizing for Maintenance Team
*Subject: Apology for Maintenance Delay
Dear Resident,
On behalf of our maintenance staff, please accept our apologies for the delayed response to your plumbing emergency last weekend. The response time was unacceptable.
We have improved our emergency response procedures. Your next month’s rent will be discounted by $200 as compensation for this problem.
Best regards,
Kevin Murphy
Property Manager*
11. Team Leader Apologizing for Group Project Delay
*Subject: Project Timeline Update and Apology
Dear Mr. Anderson,
As team leader, please accept my apologies on behalf of the development team for missing yesterday’s project milestone. Several team members had technical difficulties that should have been reported sooner.
We have fixed our workflow and will deliver the complete package by Friday. Thank you for your understanding.
Regards,
Rachel Chen
Project Lead*
12. Social Media Manager Apologizing for Intern’s Post
*Subject: Apology for Recent Social Media Post
Dear Followers,
On behalf of our social media team, we sincerely apologize for the inappropriate content posted this morning. The post was made by a junior team member who misunderstood our content guidelines.
The post has been removed, and we have added training for all team members.
Best regards,
Mark Stevens
Social Media Director*
13. Store Manager Apologizing for Security Guard
*Dear Ms. Rodriguez,
Please accept my sincere apologies on behalf of our security personnel for the uncomfortable experience you had at our store yesterday. Our guard’s aggressive approach was completely inappropriate.
We have addressed this with our security team and would like to offer you a $100 gift card as a sign of goodwill.
Sincerely,
Barbara Mills
Store Manager*
14. Coach Apologizing for Team’s Behavior
*Dear League Officials,
As head coach of the Tigers, please accept my apologies for my team’s unsportsmanlike conduct during Saturday’s game. Their behavior during the fourth quarter was unacceptable.
The team will receive additional sportsmanship training this week. This situation will help everyone learn and grow.
Respectfully,
Coach Mike Thompson*
15. Publisher Apologizing for Author’s Comments
*Subject: Apology for Author’s Social Media Comments
Dear Readers,
On behalf of author Timothy Black, we apologize for his inappropriate comments on social media regarding recent political events. These views do not match our publishing house’s values.
We are speaking directly with Mr. Black about this situation and updating our social media guidelines for contracted authors.
Sincerely,
Elizabeth Grant
Chief Editor
Reading House Publishing*
Final Thoughts
Writing an apology letter on someone else’s behalf requires attention to each specific case. Good letters stay professional while showing real regret for what happened. State the problem clearly, take responsibility, and explain how it’s being fixed. A properly written apology helps fix relationships and build new trust between everyone involved.