Prompt for an Apology Email to a Customer (Free Copy-Paste Prompt)

Copy-ready prompt

Write an apology email to a customer about: [what went wrong].
Impact on them: [delay / error / outage / billing issue].
What we're doing about it: [fix / compensation / prevention].
Requirements:
- Take clear accountability without excuses.
- Empathize with the specific inconvenience caused.
- State the concrete fix and any goodwill gesture.
- Professional, human tone; under 150 words.
- End by inviting them to reach out directly.

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Why this prompt works

Weak apologies hide behind passive voice and excuses, which makes customers angrier. This prompt demands clear accountability, specific empathy, and a concrete remedy — the sequence that research shows actually restores trust. The invitation to reply signals you're not hiding.

How to customize it

Be honest about the impact — vague apologies read as insincere.
Include a real remedy or goodwill gesture; it does most of the trust repair.
Adjust tone up or down depending on how serious the issue was.

Tip: replace the parts in [square brackets] with your own details before you send. The more specific you are — audience, tone, goal, constraints — the better the AI output.