Unit 7: 

Descriptive
Writing
Letter of Congratulations
Letter of Apology Outline

1. Express Remorse
• You can literally begin with “I’m sorry …” or “I apologize for … ,” then specify
exactly what the apology is for. You have to be authentic in your desire to show
remorse, especially in the opening lines.

2. Take Responsibility
• Taking responsibility for your actions doesn’t mean making excuses. Taking
responsibility means admitting what you did wrong. Empathize with the person,
showing that you can understand why your actions or words were offensive or
hurtful.
Letter of Apology Outline

3. Make Amends
• When you offer to make amends, you show that you want to make the situation
right.

4. Provide Assurance
• Finally, assure the other party that this mistake won’t happen again. Whenever
you make a mistake or offend someone, you create a tiny crack in their trust.
They may believe that you regret the error, but are still concerned that it may
happen again. This is why it’s important to make reassurances in the closing of
your letter.
Sample:
Dear Dylan,
I apologize for not arriving on time to pick you up from the airport yesterday
afternoon. I have no excuse for keeping you waiting and wondering when your
ride would show up.
It’s important to me not to let people down when they’re depending on me. Next
time, I’ll make better use of calendar alerts so I’ll be sure to leave in plenty of
time to arrive as scheduled, or even ahead of schedule.
I humbly ask your forgiveness. I hope my mistake won’t prevent you from
seeking my help in the future. I’m always happy to be of service.
All the best,
Jillian
Sample:
Dear Ms. Brown:
Please accept my sincere apology for missing the interview I had with ABC Company,
scheduled for Thursday, March 20 at 2:15 p.m. I had an unavoidable emergency that kept
me from interviewing. Your company offers an invaluable opportunity, and I appreciate
any consideration you can give me in rescheduling my interview.
My internships with Look Public Relations and Real Marketing have provided me with
the experience and qualifications you are looking for in the Marketing Assistant position
with ABC Company. This experience in combination with my Managerial Economics
major make me a strong candidate for this position.
I look forward to an opportunity to discuss my qualifications for the Marketing Assistant
position offered by the ABC Company.
Sincerely,
Joe Green
Congratulations Letter
Reasons for sending Congrats
• Achievement of a milestone
• a birthday
• an anniversary
• birth of a new child
• getting a new job
• buying a home
• winning an award
• getting married
Congratulations Letter

Format
• Handwritten or typed/word-processed

• Personal letterhead unless writing to a business colleague

or acquaintance
Style/Tone/Voice

1. Informal or formal, depending upon the occasion

2. Personal tone: friendly and enthusiastic, warm,
and caring
3. Active voice
Structure
1. Offer congratulations
2. Identify the event or reason
3. Express a personal thought
4. Restate congratulations

5. Handy Phrases: I was thrilled to hear; Congratulations;

You deserve it; I’m so happy for you.
Sample:

Dear Tobie,
Congratulations on doing such a great job of developing a new project
plan for your group.
The extra time you've been putting in on this has really paid off, and I
believe that you have presented an ambitious and attainable set of goals for
your team and the company.
Sincerely,
Mick
Sample:

Dear Bryan,
I recently heard you were hired for the Project Manager position at Sunrise Insurance.
Congratulations! I’m wishing you much success and happiness in your new job. I feel I
can speak for the whole team in saying that you will be deeply missed.
I have no doubt that your skills and years of experience will prove to be a major asset to
your new company. Please be sure to stay in touch.
All the best!

Warm regards,
Mya Mantel
PRACTICE EXERCISE – PERSONAL
LETTER
Q. Draft a letter of congratulations for your friend’s
first job after graduation.

Q. Draft a letter of apology for misbehaving in class.