Apology Letter for Unavailability

We often feel the need to write an apology letter for being unavailable especially when we know that we should be available. This letter is generally written in a professional domain where you don’t have frankness with the people and your unavailability might cause damage to your credibility or business deals you have signed with other people.

What should a sorry letter for unavailability include?

Following are the details included in this letter:

A serious statement of regret:

Right after starting the letter, show that you are regretful about being unavailable. You should sound natural when you write this statement. Don’t over-emphasize the fact that you are so sorry as it sounds artificial and might annoy the reader.

Mention the reason:

Sometimes, the reader is interested in knowing the reason behind your unavailability. Even if the reader does not want to know, you must state the reason as it makes the reader know that you were not unavailable deliberately and you had something urgent to execute.

Close on a positive note:

Apology letters should always be ended in such a way that the ending lines should tell the reader that you are ready to correct the situation. For instance, if you are running a business, let your customers know that now you are available and they will have to face the same situation again. Below are some sample letters to help you better understand how you can send your apologies when you want to save your business relationship.


Please accept my sincere apologies on behalf of the company for not sending you the products you ordered last week. We are so regretful to let you know that the products you have ordered are sold out. I am sorry for not being able to notify you earlier about it. The problem of product unavailability was discovered very late. The automated system also didn’t tell us because of not updating the status. Therefore, you had to face the inconvenience.

We guarantee you that we will ensure the early delivery of each and every product you ordered if you choose to place the order again. We would also like to compensate you for this inconvenience by adding a 10% discount to your total bill. As for now, the money you paid for the order has been refunded to your account.

If you have any questions regarding this matter, feel free to contact us at our official phone numbers or email address. We wish to see our customers satisfied and happy. We never want our customers to be disappointed. In case you have any troubles, we would love to help you. Thank you so much for being patient with us.

Apology letter for unavailability

File Size: 33 KB


Please accept my apologies for not making it to the meeting that was held last week on Saturday. I know every employee needed to attend the meeting. However, I was going through a very critical situation that made it impossible for me to attend the meeting.

You can see my records as I have never missed any meetings. I am very punctual and responsible in terms of attending my meetings. My mother was ill and due to this, I had to take her to the hospital. Things were so complex at that time that I could not inform anyone about my absence.

I again apologize for not being available and causing you inconvenience. I assure you that this will never happen again. I will act responsibly as much as possible as my job is my top priority.

I hope that you will understand my situation and accept my apologies and you are very famous for being cooperative and understanding.

If you want to know anything else about it, please contact me and organize a meeting with me. I am looking forward to a kind response from your side. Moreover, I am grateful to you because you remained so patient with me.

Apology letter for unavailability

File Size: 33 KB