How to Write Apology Mail or Letter to Principal/Teacher

Misbehavior in school or missing school without permission can lead to punishment and you may be required to give an official apology letter to your school principal or teacher to join back to school or even to go on good terms with your teacher. While writing an apology letter, it is necessary to have certain elements correctly in the letter such as regret for having done the mischievous activity etc. so that the letter sounds genuine.

Here in this article, we provide the step by step tutorial to draft a good apology letter.

Draft the apology section

Step #1: Acknowledge your mistakes

In the beginning of the letter, you have to brief the mistake you have done which may be not submitting homework, fight with classmates etc. State clearly what you did without going around out and acknowledge that you have done the wrong thing. It also helps if you reflect on the circumstances which may have been influential in the mistake.

But don’t try to justify your actions. You can take help from your parents, or counselor to understand the other person’s perspective. Since your actions may have harmed your classmates, it is better to reflect what it felt like for them.

Step #2: Face the facts

Don’t use indirect language. State directly that you have done that mistake. This helps you to sound sincere and that you are not trying to escape the blame. Otherwise the apology letter will not carry any weight. Using I’ statements are better as they put the focus on you.

Step # 3: Don’t blame the situation

When you are apologizing, it is easier to blame the situation. Don’t try to do that. It will only worsen the situation. Don’t explain yourself as this shows the teacher that you don’t feel that you have done a mistake. In case of mistakes which happened due to external factors such as not finishing homework due to illness, then you can ask for a parent teacher meeting so that it can be explained by your parents and a great teacher would understand the situation.

Step # 4: Don’t blame the teacher

At all costs, don’t try to shift the blame to the teacher. Even though you can valid reasons for why you acted a certain way, don’t put it in the apology letter as it could be considered as an excuse you are making and your genuine effort to apologise won’t stand out.

It’s a good idea to explain all such things when you personally meet the instructor. You can bring your parents for help if there is any medical condition you need to explain, which you are suffering from.

Step # 5: Plan to do better in future:

To err is human. Once you accept this and start finding ways to correct those mistakes, it will surely create good opinions about you again. If you have shouted or were talking in the class hours, then you can write about what you will do to ensure it does not happen again. If you were negligent of certain things, you can start focusing on those aspects. You can also avail the help of elders and even the teacher to help you in this.

Step # 6: Keep up the promises:

It is quite easy to say what the other person wants to hear, but it will bring disappointment and resentment if you fail to keep up your promises or if you keep repeating the mistakes again.

So, promise whatever is in your limit and be careful that you don’t step out of them. There should be a way to follow that promise, if not work it out with your teacher or school counselors.

Step # 7: Mention what you have learned:

Students tend to learn from each incident- whether it is good or bad. It is a good idea to convey what lessons/ethics you have learnt because of this incident. You can say, how such mistakes when continued could have cause severe damages to people around you and other valuable life lessons that would be beneficial in the future. This is a proof that you have grown up a lot more mature after that particular incident.

Formatting the apology letter:

Step # 1: Opening section:

Use the proper salutation Mr/Mrs/Ms/Prof. and can start the apology letter to your teacher or principal as Dear (Title) Name. It’s better to avoid casual or informal opening like Hi Name/Hey Name in such apology letters as it could be misunderstood.

Step # 2: Thank your teacher:

Express your gratitude to him/her for the class and their efforts in making such an interesting lecture. Thank them for all the lessons taught and the fun activities you have done during the class hours. This should be a genuine message rather than just a word from mouth.

Step # 3: Summarize what had happened:

Be specific about the event saying what you did or didn’t do that day for which you are seeking apology from your teacher. Brief it in about 3-4 lines max and be concise rather than writing a mini book. Frame the points that the teacher can easily read and understand the whole situation in a fraction of a minute. It’s better to avoid complex sentences as well.

Step # 4: Apologize:

Apologize explicitly to them by saying I am so sorry’ or I deeply apologize for’ and such words. Tell them that you admit your mistakes and will ensure that it won’t happen again in the future.

Step # 5: Closing the letter:

Thank them for their understanding and accepting your apologies. Sign your name at the end of the letter.

Delivering the Letter or Sending the Email

Finally, fold the letter and seal the envelope with your teacher’s name and hand it over to your teacher or place it on their desk, whichever you feel is comfortable. Or use the letter formatting as mentioned in part 2 and send as Email. Be prepared to talk openly with them if you get to meet them in person.