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Apology Email / Letter for Missing Deadline

An apology letter is a platform for you to express your regret regarding an incident, to explain why it happened, and how the incident can be resolved. Sometimes, life just happens, copies of files are misplaced on missing thumb drives, inclement weather causes a traffic jam, or a delivery you required was late.

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Composing the perfect apology letter can assist in softening the blow felt by the recipient. In order to assist you in getting started, we’ve included an example of a correctly formatted letter, along with three samples. By looking over these samples, you’ll be able to craft your own apology letter.

Letter Format

First, consider the apology letter a formal type of business correspondence. As such, it will be formatted in block letter style, with each section beginning at the left, single spaced with double spacing in between the sections. As you don’t want to risk losing this client, it’s a good idea to make certain that your apology letter follows a certain stream of logic as well.

Introduction: This is where you state what the letter is about, in a friendly, professional manner. Mention the item that was delayed, as well as the date and time it was scheduled to arrive.

Responsibility: This will vary from case to case. Basically, carefully lay out the particulars of what occurred to douse the delay. Even if it was caused by events beyond your control, it is important to acknowledge the role you played in the events. You don’t need to present each and every detail, just the gist of what occurred. Your client is frustrated enough as it is, the last thing you need is to frustrate them further by including irritating, minute details of which make no sense to them.

Apologize Sincerely: Needless to say, please incorporate an apology into the letter. As difficult as it may be, especially if the fault was directly your own, it’s crucial that you own the situation, and not pass the buck off to others. Your apology should be sincere, clear and to the point. Please do not sugar coat anything or indulge in flattery.

Present a Solution: By presenting a solution, you are exhibiting responsibility for the event. This occurred on your end, so the solution must be from your end. State how it can be solved, and just how you’ll proceed to accomplish it.

Express Gratitude: After you’ve introduced yourself, named the project, apologized and stated you’ll make amends, it’s time to thank the individual. Again, steer clear of flattery and simply state you are thankful for the time and consideration they’ve extended to you.

Apology Letter Format for Missed Deadline

(Your Name)

(Your Address)

(Your Contact Information)

 

(Double-spaced)

 

(Date)

 

(Double-spaced)

 

(Manager’s Name)

(Company Address)

(Manager’s Contact Information)

 

(Double-spaced)

 

(Dear Recipient Name: ),

I, (Your Name), sincerely apologize for missing the (Time and Date of Deadline), for (School Assignment or Business Project)

Due to circumstances out of my control, I regret that I have been unable to meet the scheduled deadline. I am well aware that by missing this deadline I have put you in a difficult position. Rest assured that I will have the (School Assignment of Business Project) sent to as soon as I possibly can.

Please accept my apology for this inconvenient delay. Thank you for your time and understanding in the above matter.

Sincerely,

(Your Signature)

(Your Name)

How to Format Your Email Message

With regards to an email message, the body text will remain the same, however there are other differences.

  • First, you must fill in the subject line, and never remain blank. It should be simple and quick to read, such as: Apology for Missed Deadline.
  • Second, place your name and contact information at the end of the email, after the closing as per the example below.

RE: Missed School Assignment Deadline

(Dear Recipient Name:),

I am writing letter to inform you of the missed deadline for the Phobos Project, due in class September 29, 2018. I sincerely apologize for this inconvenience.

The delay was the result of events outside of my control. I regret the trouble this has caused you and realize that it will affect my grade. I take full responsibility. Rest assured that I will have the project handed in ASAP.

Once again, my sincerest apologies for the delay and any inconvenience it has caused. Thank you for your kind understanding in this matter.

Best Regards,

(Your Name)

(Your Address)

(Your Contact Information)

Sample Letter for Missing Deadline of School/College Assignment

(Your Name)

(Your Address)

(Your Contact Information)

 

(Date)

 

(Manager’s Name)

(Company Address)

(Manager’s Contact Information)

 

(Dear Recipient Name:),

I am writing to offer my sincerest apology for missing the scheduled deadline for the history project, which was due on September 27, 2018.

Unfortunately, events outside of my realm of control resulted in my inability to attend class that afternoon. I am well aware that by missing the due date, my paper will be downgraded one grade, as per the syllabus, and I’ve no problem with this. Rest assured that I will have my required assignment in by our next class meeting.

Once again, I sincerely apologize for missing the class deadline. I also appreciate your kind understanding regarding the above matter.

Sincerely,

(Your Signature)

(Your Name)

Apology Letter to Client for Missing Deadline of Delivery of Project or Services

(Your Name)(Your Address)

(Your Contact Information)

 

(Date)

 

(Manager’s Name)

(Company Address)

(Manager’s Contact Information)

 

(Dear Recipient Name:),

As you are well aware, the deliverables did not meet the required deadline of September 29, 2018, for your project, “The Antilles Incident”. Of this we offer our sincerest apologies.

The files for the project were corrupted, and we needed to wait for an associate to supply the backup files. I truly regret that we were not able to meet this deadline, which was outlined in our contract. We take full responsibility for the delay. Know that the files are being copied over as we speak and will be deposited in your dropbox by the end of the afternoon.

We understand the inconvenience this has caused you, as you are in need of them to complete your part of the project. Rest assured this will never happen again.

Sincerely,

(Your Signature)

(Your Name)

Formal Apology Letter for Missing Deadline of Business Project

(Your Name)

(Your Address)

(Your Contact Information)

 

(Date)

 

(Manager’s Name)

(Company Address)

(Manager’s Contact Information)

 

(Dear Recipient Name:),

It is with deep regret that we missed the deadline for Project Alcove, which was supposed to be delivered to your desk this morning, September 29, 2018.

Due to a misunderstanding in scheduling, the incorrect materials were delivered to our office from our main source provider. As a result, before we could place the completed project plans on your desk, we made the decision to wait until the materials arrived. These project plans will be on your desk by 6pm tonight, in their entirety.

Please accept my deepest apologies and understand that this will not happen again. Thank you so much for your kind attention to the above matter.

Sincerely,

(Your Signature)

(Your Name)

Basic Elements of an Apology Letter for Missing Deadline

Sometimes, events occur outside of our control. Such events often cause us to miss crucial deadlines. When this occurs, an apology letter is required. These letters show good character, acceptance of responsibility, and the offering of amends. A successful letter of apology for a missed deadline should include:
  • The date the project was supposed to be due.
  • An explanation.
  • An offer to make amends.
  • Finally a sincere thank you.

While it is never pleasant, a letter such as this will help to soften the blow of a missed school assignment of business project deadline.