A famous philosophy said that “To err is human.” That is why people make some mistakes in their day-to-day life. Some errors can be recovered quickly, and a person can handle this by themself. However, some mistakes are considered unprofessional, and a person needs to apologize for them. These types of errors can be wrong information to your seniors, silly mistakes in office works, and so on. Since “sorry” is a negative word, you cannot use it directly. Hence, positively writing an apology letter is a logical approach to make things more professional. In this article, we will discuss Apology Letter for Wrong Information here.
An apology letter differs from situation to situation, and it depends on to whom you wrote and what is mistakes you made. Anyways, the mistakes need to be addressed, and one should correct the wrong information by informing it to one’s head. Also, seeking an apology is necessary as you caused the troubles. Following are five sample letters considering wrong address information, wrong phone number details, wrong file name, wrong partnership proposal letter, and incorrect product details and info. Of course, you can rearrange/modify the letter depending on your mistakes and reasons.
Steps for Writing an Apology Letter for Wrong Information
- Greetings
- Inform about your misinformation (please make it simple)
- Provide the reason (if any) for making a mistake (in short)
- Provide new/current/updated information (it will be a straightforward message)
- Seeking apology in a positive way
- Conclusion with thanksgiving
Making the letter/email as simple as possible is mandatory. Writing things in a complicated way will create a negative effect. Your boss/senior may not have ample time to read those unnecessary messages. In addition, highlighting the old/wrong information and new/current/updated/actual information is better as it will catch the receiver’s eyes within a second. You can also write a unique subject line that expresses both your purpose (seeking apology and providing correct information) in a single sentence.
- Sample Letter 1: Wrong Address
Subject: Providing correct info and seeking an apology.
Respected Sir/Mam,
I hope that you are hale and hearty by the grace of Almighty. Since you wanted to know the location of MR. X, I wrote to you that the address of Mr. X is old/wrong address yesterday. Unfortunately, the information was inaccurate. Actually, Mr. X recently shifted to a new place, and I mistakenly provided you with the old data. Since Mr. X stayed there for a long time, my mind still didn’t cope with his current location. Certainly, I made that error unconsciously. Nevertheless, the correct and updated information is that the location of Mr. X is current/updated address.
I firmly believe you will be able to reach Mr. x with this address. Please accept my apology for providing the wrong information. It was indeed an unconscious error, and I will make sure that I won’t make these types of silly mistakes again. Therefore, I will be more cautious in the future to alleviate such incidents. Always happy to hear from you.
Thanks for giving your valuable time and understanding of the matter.
Regards/Sincerely,
Your Name
- Sample Letter 2: Wrong Phone Number
Subject: Providing correct info and seeking an apology.
Respected Sir/Mam,
I hope that you are hale and hearty by the grace of Almighty. A few days ago, I was selected for the interview round for having a “job-name” job at your organization. Besides, I provided a hard copy of my resume to you. On that resume, I provided my phone number, which is your old number. However, to my horror, my smartphone got stolen yesterday. I had tried to collect the SIM, but things did not work in my favor.
For the circumstances stated above, I purchased a new SIM today. Hence, my new number is your new number. I will use this number from now on, and all my call recordings, messages, and other stuff will be recorded in this number.
I am confident enough that you will be able to reach me with this phone number. Please accept my apology for this inconvenience. I will make sure that I won’t lose my SIM again. Therefore, I will be more aware in the future to avoid such thefts. I hope you will update the phone number details in the resume that I provided you.
My CV Name: Your name on the resume
Old number: your old number
New Number: your new number
Always happy to hear from you. Thanks for giving your valuable time understanding of the matter.
Regards/Sincerely,
Your Name
- Sample Letter 3: Wrong File Name
Subject: Providing correct info and seeking an apology.
Respected Sir/Mam,
I hope that you are hale and hearty by the grace of Almighty. Yesterday you requested me to provide the file name where all the buyers’ information is enlisted. In reply to your request, I send you the file name, which is the wrong/incorrect file name. However, to my horror, I realized that I provided you with the incorrect file name. The file name that I provided contains the list of sellers, not buyers. Hence, the correct name of the buyers’ list file is the actual/valid file name.
I hope that the misinformation didn’t cause any harm to your valuable task. I firmly believe you will be able to find all the buyers list of our company with the details of this file. Please accept my apology for providing the wrong information and making mistakes between buyers and sellers.
I will make sure that I won’t make these types of silly mistakes again. Therefore, I will be more cautious in the future to alleviate such incidents. Always happy to hear from you.
Thanks for giving your valuable time understanding of the matter.
Regards/Sincerely,
Your Name
- Sample Letter 4: Wrong Partnership Proposal Letter
Subject: Providing correct info and seeking an apology.
Respected Sir/Mam,
I hope that you are hale and hearty by the grace of Almighty. Yesterday I had contacted your organization to be the online media partner for our upcoming event. In reply to my offer, you requested to provide the partnership letter with detailed information. That is why I send you the proposal partnership file along with full details. Nevertheless, to my mistake, I realized that I provided you with the wrong file. The file name that I provided is about Title Sponsorship, not partnership.
I hope that the incorrect file didn’t cause any harm in making a valuable decision. Since we are collecting title and co-sponsors for our event, we created a file for title sponsorship. In addition, for collaborating with other partners, we created a partnership file. Therefore, I am sending the correct file with this email. You can find the partnership proposal file in the attachment section. Please read the attached file and delete the previous file as it was invalid.
I firmly believe you will find all the detailed information about our upcoming event and other kinds of stuff. Please accept my apology for providing the wrong proposal file that causes some communication gap between your organization to me. I will make sure that I won’t make these types of silly mistakes again. Therefore, I will be more cautious in the future so that you won’t have to deal with further problems. Always happy to hear from you.
Thanks for giving your valuable time understanding of the matter.
Regards/Sincerely,
Your Name
- Sample Letter 5: Incorrect Details/Information About a Product
Subject: Providing correct info and seeking an apology.
Respected Sir/Mam,
I hope that you are hale and hearty by the grace of Almighty. Today at 10 am, you requested me to provide detailed information about the “product code” product. Besides, you asked me whether the product got dispatched from the warehouse or not. In reply to your message, I answered that the product code is a 250-gram Boost product that has been transmitted successfully from the warehouse.
However, there is an error in my message. I found that there was a miscommunication between the sales team and me. That is why, to my horror, I realized that I delivered incorrect details to you. Actually, the product code is a 250-gram Maltova product. In addition, the product is not dispatched yet. Our sales team inform me that it will be shipped tomorrow. Furthermore, the 250-gram Boost product I said in my previous message has been delivered successfully.
I hope that the misinformation didn’t create any harm to your valuable task. I feel humiliated because of this communication gap. Please accept my apology for providing the wrong information and making silly mistakes between Boost and Maltova products. I will make sure that I won’t make these types of stupid mistakes again. Therefore, I will be more cautious in the future to alleviate such incidents. Always happy to hear from you.
Thanks for giving your valuable time understanding of the matter.
Regards/Sincerely,
Your Name
Conclusion
Making mistakes doesn’t lessen your dignity. It’s just an issue that some people may address to laugh at you sometimes. Indeed, correcting mistakes and seeking an apology enables a person mentally strong. That is why you should always try to seek an apology.
Seeking an apology for the wrong information recovers the communication gap/bond between you and your receivers. That is why modern communication highly depends on correcting the wrong information as soon as possible so that a firm can reach its objective more efficiently and effectively.
An apology is an ultimate realization that you feel bad for your misdeed. Hence, your boss/seniors will understand that you mistakenly provide the wrong information, and now you are informed about it and provide the correct one. Overall, it is a good practice for every organization if you seek that apology logically and positively.
Frequently Asked Questions
- Can I say sorry in the first line?
Answer: No, saying sorry in the first line looks quite unprofessional. You must start a message with greetings, and you need to issue your purpose afterward. Addressing your mistake, correcting it, and finally seeking an apology is the best practice in the modern era.
- Why just saying sorry is considered unprofessional?
Answer: In terms of Business Communication, sorry is considered a negative word. This is because if you say sorry to another person (it doesn’t matter whether it’s your fault or not), their psychology will be identified you as the culprit. Sometimes you will face some scenarios where you may seek an apology on behalf of others. However, as human psychology goes, the human mind didn’t consider the apology positively.
Another fact is that sorry becomes a common word in our day-to-day life. That is why the word sorry becomes an antique word in terms of professional communication. Now, people are exploring better alternatives. In a nutshell, saying the traditional apology method, namely sorry, is considered unprofessional in the modern era.
- Does providing wrong information cause harm to my professional career?
Answer: Well, it depends on the mistakes you made. Some mistakes are ridiculous, and this happens to every people. However, it is a natural phenomenon that humans will make mistakes. In addition, making silly mistakes doesn’t cause that harm to your career. Your fellow mates/colleges will even forget that from the time being. However, your boss may recognize you as a less cautious person. But not to worry, as those little things didn’t last long.
The critical issue arises if you made huge mistakes that lead to severe losses to the company. That can be cancellation of the order by the buyers, ill-reputation of the company, a tremendous amount of loss, etc. In that case, you may have already guessed, and your career will grossly be hampered negatively. You may also get fired from the job. So, think before you leap.
- What can I say instead of sorry?
Answer: Followings are some words/phrases that you can try instead of saying sorry:
- Please accept my apology
- Please forgive my error
- I hope that my mistakes didn’t cause severe effects on your end
- I feel sorrow for giving you such inconvenience
- I won’t make such mistakes again
- I will be more cautious/aware to avoid/alleviate/mitigate/diminish such incidents/mistakes/errors.
