On our daily tasks, we pass a lot of information to others. When it comes to official communication especially work-related, it is important to ensure that the information passed is accurate. However, things get out of hand and for one reason or the other we provide the wrong information.
In case of such an occurrence, an apology letter for giving wrong information is of great importance to ensure that the receiving end becomes aware of the same.
How to Apologize for Providing Incorrect Information
Step 1: Be Straight forward about the purpose of writing
Keeping in mind that this is a formal letter, it is good to start with a straight forward sentence on why you are writing the letter instead of any other statement. Some of the best starting sentences are:
- I am sorry I quoted the wrong figures
- I am sorry I gave you inaccurate information
- Please accept my apologies for giving the wrong bill
Step 2: State the steps you will take to correct the mistake, if applicable
In many cases of giving wrong information, there is always room for correcting the mistakes. For example, you can always send the correct bill, quote or invoice where you had given the wrong one. However, if you had sent a wrong mail, there is no other way you can correct this
but sending a mail to say you are sorry. Some best sentences for this is:
- Enclosed is a revised report with the correct information
- A new version with corrected information is already on its way
- Enclosed is a check with the correct figures
Step 3: Acknowledge the readers frustration/ thank the recipient for stating about wrong information
If you are the one that noticed about the mistake, apologize immediately and let the recipient know that you understand the inconveniences caused and you are sorry. In a case where it is the recipient that noticed the mistake, thank them for bringing it to your attention and end with a positive statement. Here are some of the sentences you can use.
- Thank you for posting out this error to us
- I understand that such inconveniences can be very frustrating, thank you for your patience
- Thank you for being understanding in this unfortunate matter, I assure you it will not happen again
Step 4: state desire to have better interactions in future
Keeping a good relationship after a mistake is one of the reasons why an apology letter is sent. It is therefore good to end by stating a desire to have better interactions in future. You can use sentences like:
- I look forward to doing more business with you
- I hope the business will run smooth in future
Sample Apology letter for sending wrong Attachment
I wish to express my apologies for sending a wrong attachment on the mail sent on [00/00/0000] under the subject [SUBJECT]. I understand this might have brought up inconveniences to you and others relying on the attachment.
I will not give excuses for what happened as I understand it is my obligation to ensure that the correct document is attached. Attached to this mail is the correct document.
Sample Apology letter for giving false information
Please accept my apologies for providing false information on [00/00/0000] in regard to [SUBJECT]. I understand this gave rise to inconveniences on your end. The false information was [INFORMATION], and the true information is [INFORMATION]
I understand this is wrong and will not give excuses for my actions. I will endeavor to provide the correct and accurate information to gain back your trust.
Sample Apology email to client for sending wrong information
I wish to offer my apologies for sending the wrong information on the email dated [00/00/0000] under the subject [SUBJECT]. I understand the wrong information might have brought inconveniences on your end. The correct information ought to have been [INFORMATION].
I am sorry that I brought up the inconveniences and I will ensure to be cautious in future to avoid such an incident.
Thank you for your understanding and continued support.
Apology letter for wrong price quote
1111 North Street
Subject: apology for wrong price quote
I am sorry there was a mistake on our last transactions. The quotation I gave was not for the products you had requested. I apologize for this mistake.
I will send the right quotation via your Email address before the end of the day. I promise this will not happen again in our future business engagement. Kindly consider my apologies.
I thank you.
Apology letter for wrong invoice
Subject: Letter to apologize for the billing error
I am writing on behalf of our company to express our sincere apologies for the error that occurred in your bill. It is unfortunate that we only realized when you came by the office to let us know. Kindly accept our apologies.
The error occurred due to a typing error that led to adding up a zero and getting a figure that was way beyond what you were supposed to pay. We have rectified the bill and have sent the right one to your Email.
We promise that this mistake will not happen again in future. We look forward to serving you better to keep the business relationship between us strong.
For ZTT Company
Apology letter for wrong payment
Subject: Apology for wrong payment
This is in reference to the last payment made by us to your company. I am sorry that this was not the correct figure that was supposed to be paid.
The payment was made for invoice 058. I have found that this was the wrong payment made to you. The check no 0014 that we sent you on 14/4/2016, was in the amount of $ 100,000 which was short of the actual due amount of $ 130,000.
I am enclosing a new check no 0029 with this letter in amount of $ 30,000, for difference amount. I am sorry that this mistake occurred. Please accept my sincere apologies.
For ABZ Hotels
Apology email for sending wrong email
Subject: Apology Letter for Sending Wrong Email
This is to kindly express my sincere apology for sending an email that was not meant for you. I am so sorry that this had to happen. I was in the process of responding to emails when my computer broke down and failed to function well.
The mails were then sent to wrong recipient in the process of fixing the computer and there was no way I could stop this. I am sorry for the inconvenience that this email may have caused you. I hope you forgive me.
Thank you for your consideration.
Wrong information can bring dare consequences to the provider or even the recipient of the letter. This being the case, as a sender you should sound sincere and pledge to be more careful in future. It is also important to ensure that this is done soonest possible.