Apology email
Paste your apology. ToneSwap owns the mistake in one sentence, cuts the grovelling and the excuses, and keeps your plan to fix it.
Your rewrite will appear here
Your own words, however rough. Or try the example to see what changes.
Keep Work Email for most messages, or pick Quick Reply for a colleague you write to every day.
The rewrite uses only the facts in your draft. Read it once, then copy it into your email.
Real kinds of drafts, rewritten with the advice below. The rewrites keep only what the draft says: no new facts, dates or promises.
Draft
Hi Raj, I'm really sorry, I know I said I'd have the report to you by Monday and I didn't, I've just been completely overwhelmed. I'm so sorry. I will send it Wednesday.
Better
Hi Raj, I'm sorry I missed Monday's deadline for the report. I'll send it to you on Wednesday.
Draft
Hi all, apologies!! I accidentally attached the wrong file to my last email, sorry for the confusion and any inconvenience. Here's the correct version attached.
Better
Hi all, I attached the wrong file to my last email. The correct version is attached to this one. Sorry for the confusion.
Draft
Hi Ms. Chen, I am so, so sorry about the invoice mix-up, I really apologize, it was totally my fault and I feel awful. Sorry again for the trouble. The corrected invoice is attached.
Better
Hi Ms. Chen, I'm sorry about the invoice mix-up. It was my mistake. The corrected invoice is attached.
Five rules that cover most cases.
"I'm sorry I sent the wrong invoice" names the mistake. "Sorry for any inconvenience" sounds like a form letter.
A short clause of context is fine. A paragraph about the system, the team or the week reads as an excuse, even when every word is true.
The fix, the corrected file, or what you will do differently matters more to the reader than how bad you feel.
Repeating "sorry" and "I feel terrible" moves the focus to your feelings and quietly asks the reader to comfort you.
A broken link needs one line. A missed client deadline needs an apology, a fix and a date.
Small changes that make the same email clearer.
Fill in the brackets, then paste it into the box at the top to make it sound like you.
Hi [name], I'm sorry I [the specific mistake]. [The fix: what you have done or will do, and when.] [Optional: what you will do differently.] [you]
Not sure how your email will come across? Paste it into the email tone checker: it shows the tone, the words causing it, and what to change first. To write emails like this in Gmail without copying them here, add the Chrome extension, which puts a Rewrite button next to Send.
Other situations: say no in an email, follow-up email, polite request email, reply to an email. More reading: confident email phrases and how to soften a blunt message.
Name the mistake in one sentence, take responsibility without excuses, and say what you are doing to fix it. Keep it short: a long apology can end up being about you rather than the reader.
Both work. "I'm sorry" sounds more personal and "I apologize" more formal. Pick one and use it once.
It is better than nothing, but it is vague. Naming the actual mistake, such as "I'm sorry I sent the wrong invoice", sounds sincere and shows you understand what went wrong.
Only if it helps the reader, and in one clause at most. A full explanation reads as an excuse, even when it is true.
It rewrites your draft so the mistake is owned plainly in one sentence, removes repeated apologies and blame-shifting, and keeps what happens next only if your draft says it. It does not promise fixes you did not write.
Yes. You can rewrite without an account, or sign up for 5 free rewrites a day. Every new account also gets 14 days of Pro, with no card.